GSR and ASE System-wide Childcare Reimbursement Program
The information here is not meant to replace or contradict the language that is contained in the collective bargaining agreement (CBA) or applicable university policy and is not a substitute for reviewing contract articles carefully.
Overview
- Graduate Student Researchers (GSRs) and Academic Student Employees (ASEs) in qualifying appointments may be eligible for the System-wide Childcare Reimbursement Program.
- Employees may use only one childcare benefit program per reimbursement period:
- System-wide Childcare Reimbursement Program
- UC DepCare (Dependent Care Reimbursement Program)
- Local campus childcare program
- All employees are eligible to participate in the UC Dependent Care Reimbursement (DepCare) Program, subject to IRS regulations.
- Employees with multiple qualifying appointments may not receive more than the maximum reimbursement allowed for a reimbursement period.
- Reimbursements are subject to IRS regulations and may be taxable
Eligibility
Graduate Student Researchers (GSRs) and Academic Student Employees (ASEs) must:
- Be a registered graduate student
- Hold a GSR or ASE appointment or a combination of eligible GSR and ASE appointments totaling at least 25% time for the entire applicable quarter
- Have one or more qualified dependents:
- Children in the employee's custody
- Age 12 or younger as of July 1
- Submit reimbursement requests within 30 calendar days after the applicable quarter
- Please reference the academic calendar for term dates.
Reimbursement Amounts
GSRs and ASEs maximum reimbursement per fiscal quarter:
- Effective April 1, 2026: Up to $1,900
- Effective October 1, 2027: Up to $1,950
- Effective October 1, 2028: Up to $2,000
- Effective October 1, 2029: Up to $2,050
Fiscal quarters are:
- July 1 – September 30
- October 1 – December 31
- January 1 – March 31
- April 1 – June 30
Other Reimbursement Rules
- Childcare funding received through a training grant or external fellowship counts toward the System-wide Childcare Reimbursement maximum.
- If the external funding exceeds the System-wide reimbursement amount, the employee receives the full external award and is not eligible for additional reimbursement through the System-wide Childcare Reimbursement Program.
- Two GSRs/ASEs may not each claim the credit for the same provider care for an eligible child unless the provider care exceeds the term dollar limit of that quarter. The second employee may only claim the additional expense above the initial reimbursement. For example, if the reimbursable amount for childcare totals $3,000 for the quarter, the first graduate student employee may claim that term’s maximum and the second graduate student employee may claim the difference (up to the maximum allowed).
- The university will process approved reimbursement requests and issue payments within 60 days of a request being filed.
To request reimbursement, visit the childcare reimbursement page on the Student Financial Services site for instructions and links.
GEPA Childcare Reimbursement Program for non-represented PhD students
Overview
The UCSF Division of Graduate Education and Postdoctoral Affairs (GEPA) offers childcare reimbursement to full-time PhD students registered at UCSF in a graduate academic program who are not in an eligible ASE/GSR appointment title. This reimbursement may not be combined with the GSR/ASE reimbursement.
Eligibility
The UCSF PhD student must:
- Be registered for the entire applicable quarter and in good standing
- Have one or more qualified dependents:
- Children in the employee's custody
- Age 12 or younger as of July 1
- Submit reimbursement requests within 30 calendar days after the applicable quarter
- Please reference the academic calendar for term dates.
Reimbursement Amounts
Maximum reimbursement per fiscal quarter:
- Effective April 1, 2026: Up to $1,900
- Effective October 1, 2027: Up to $1,950
- Effective October 1, 2028: Up to $2,000
- Effective October 1, 2029: Up to $2,050
Fiscal quarters are:
- July 1 – September 30
- October 1 – December 31
- January 1 – March 31
- April 1 – June 30
Other Reimbursement Rules
- Childcare funding received through a training grant or external fellowship counts toward the GEPA Childcare Reimbursement maximum.
- If the external funding exceeds the GEPA reimbursement amount, the student receives the full external award and is not eligible for additional reimbursement through the GEPA Childcare Reimbursement Program.
- Two students may not each claim the credit for the same provider care for an eligible child unless the provider care exceeds the term dollar limit of that quarter. The second employee may only claim the additional expense above the initial reimbursement. For example, if the reimbursable amount for childcare totals $3,000 for the quarter, the first graduate student employee may claim that term’s maximum and the second graduate student employee may claim the difference (up to the maximum allowed).
- The university will process approved reimbursement requests and issue payments within 60 days of a request being filed.
- Reimbursements are subject to IRS regulations and may be taxable.
To request reimbursement, visit the childcare reimbursement page on the Student Financial Services site for instructions and links.
Students, please update the Student Portal profile under personal info to designate that you have dependent children.