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Apply for Childcare Reimbursement

Washington State University (WSU) has developed a process to comply with the WSU/UAW Contract 21.2, offering eligible Academic Student Employees (ASEs) the opportunity to apply for childcare reimbursements through the ASE Childcare Reimbursement Program. This business process is managed by the Graduate School and is designed to support ASEs with caregiving expenses during their appointment periods. Applications may be submitted during three designated windows:

  • January 1-31 (fall appointment period)
  • May 16 – June 15 (spring appointment period)
  • August 16 – September 15 (summer appointment period)

Reimbursement funds are limited and will be awarded on a first-come, first-served basis until all funds are exhausted. Application through this process does not guarantee reimbursement.

Spring Appointment Reimbursement Open

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Additional Resources

  • Reimbursement Schedule coming soon!
  • FAQs

Before starting the application:

ASE must have the following:

  • Proof of payment for childcare costs. Approved supporting documentation includes:
    • Childcare accounting records such as a paid invoice or itemized receipt.
    • Copy of canceled personal check(s), front and back. Must include the child(ren)’s name and dates of childcare services.
    • Copy of money order or cashier’s check. Must include the child(ren)’s name and dates of childcare services.
    • A typed letter signed by the childcare provider (preferably on the childcare provider’s letterhead) detailing names, dates of attendance, total monthly costs and types of payments made.
  • Completed and signed Child Care Provider Verification Form.

Eligibility

  • An ASE must have held a position as defined by job titles in Article 9 of the WSU/UAW contract during the period for which reimbursement is being requested. 
  • An ASE must be the legal and physical custodial parent and/or legal guardian.
  • Child(ren) must be age 12 or under.
  • Non-State licensed childcare provider reimbursements will be reviewed for approval on a case-by-case basis.
  • Proof of payment for childcare costs as stated above is required.
  • If an ASE has received a subsidy or reimbursement from another WSU childcare program, the amount must be declared on the application form.

Maximum Reimbursement

  • The maximum WSU reimbursement to all eligible ASES from all sources: $2,025 Fall Semester, $2,025 Spring Semester, $1,550 Summer Semester.

Reimbursement requests must be submitted after the expenses have been incurred and no later than thirty (30) calendar days following the end of the semester for which reimbursement is sought. All required documents, including the Childcare Provider Verification Form, must be completed, signed, and uploaded with the application. Once approved, reimbursement will be processed in Workday. Childcare reimbursements may be considered taxable income and may be included on annual tax documents as appropriate. Please visit Irs.gov for further information.

**Applications are processed on a first come, first serve basis. Please allow time for processing**

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