Junior Faculty Dependent Care Travel Grant Program

Stanford University offers junior faculty a taxable grant for qualified dependent care expenses incurred when traveling to attend professional meetings, conferences, workshops and professional development opportunities, or to conduct approved research or scholarship. The grant will be funded at a level intended to provide full compensation for reasonable and approved expenses, up to a maximum of $500 post tax per year.

Awards may be used for either child or adult dependent care, for:

• Care at an alternate location (including at home) for after hours care while you are away.
  
• Reasonable dependent care expenses over and above the costs, if any, that you would normally incur for care here, if your dependent must travel with you.
  
• Duplicate care, i.e., dependent care at a conference or research site if you must continue to pay to preserve dependent care space or coverage here.
  
• Travel expenses for a caregiver.
  

Grant Amount and Method of Payment:

Junior Faculty are eligible to receive $500 (post-tax) in funding per calendar year. Grants will be administered as either a reimbursement or a grant in advance, and will be paid as additional compensation, considered taxable income, and issued as a separate check. In order to achieve a post-tax grant of approximately $500, the grant, regardless of the individual's tax bracket, will be equal to $890 pre-tax. If expenses are less than $500 for a single travel event, more than one request may be submitted for that year, until the maximum post-tax amount is reached. The formula used to calculate a full grant reimbursement will also be applied to expense amounts less than $500, (i.e., expense x 1.7 = pre-tax grant amount).

Reimbursement Request

To receive reimbursement:

• Complete the Dependent Care Travel Grant Reimbursement Form.
  
• Attach receipts for services listed.
  
• Submit form and receipts to the WorkLife Office by any of the following:
  
  • US mail: WorkLife Office
    655 Serra St.
    Stanford, CA 94305-6110
    
  • ID Mail: MC: 6110
    655 Serra St.
    
  • In person at 655 Serra St., Human Resources
    655 Serra St.
    

Reimbursements will be paid in the second pay period after submission. For example: reimbursements submitted on the 1st through the 15th of the month will be paid on the 22nd on the following month.

Grant in Advance

To receive a grant in advance for dependent care expenses while traveling, a Grant in Advance Form should be submitted to the WorkLife Office at least 45 days prior to the travel and must include:

• Completed Dependent Care Travel Grant in Advance form, including a detailed list of anticipated expenses associated with the request, to include as applicable:
  • Description of planned care including the provider's name, relationship to the applicant, location of care.
  • Hourly cost and number of expected hours of use.
  • Other (cost of preserving child care space at home, caregiver transportation, etc.)
• Upon return, receipts much be submitted for verification and, if less than the grant in advance, repayment will be required.
• Submit form and receipts to the WorkLife Office by any of the following:
  
  • US mail: WorkLife Office
    655 Serra St.
    Stanford, CA 94305-6110
    
  • ID Mail: MC: 6110
    655 Serra St.
    
  • In person at 655 Serra St., Human Resources
    655 Serra St.

Grants in advance will be paid through the regular payroll system and considered taxable income by the Internal Revenue Service (see Grant Amount and Method of Payment above).