Reimbursement for ASEs and GSRs
Effective Winter 2023, each Academic Student Employee (ASE) and/or Graduate Student Researcher (GSR) with an eligible appointment(s) shall receive up to $1,350 per quarter for expenses incurred during the ASE’s or GSR’s appointment period during the academic year and a maximum reimbursement of $1,350 for all of Summer Session. On October 1, 2023, the reimbursement amounts will increase to $1,375 per quarter (or fiscal quarter). On October 1, 2024, the reimbursement amounts will increase to $1,400 per quarter (or fiscal quarter).
ASE Childcare Reimbursement
ASEs (Teaching Assistants and Tutors) must:
- Be a registered PhD student.
- Have at least a 25% ASE appointment for the quarter in which eligibility is sought.
- Have qualified dependent: child in custody of ASE, age 12 or under on July 1.
- Submit reimbursement request no later than the last day of the following term. (You may reference the academic calendar for term dates.)
GSR Childcare Reimbursement
The GSR (Graduate Student Researcher) must:
- Be a registered PhD student.
- Have a GSR appointment or a combined GSR and ASE appointment of 25% for more for the quarter in which eligibility is sought.
- Have a qualified dependent: child in custody of ASE, age 12 or under on July 1.
- Submit reimbursement request no later than 30 calendar days from the end of the quarter for which reimbursement is sought. (You may reference the academic calendar for term dates.)
The graduate student employee must certify on the reimbursement form that the expense is not being claimed under both the ASE/GSR Childcare Reimbursement and the ASE/GSR Dependent Care programs. GSRs are only eligible to receive one reimbursement/quarter either as a GSR or as a GSR in combination with an ASE appointment. GSRs will also need to certify that they are not receiving a childcare reimbursement through an external training grant or fellowship in excess of the amounts provided for in the collective bargaining agreement.
Note: Two graduate student employees may not each claim the credit for the same provider care for an eligible child unless the provider care exceeded the term dollar limit of that quarter. The second employee may claim the additional expense reimbursement. For example, in FY24, if the reimbursable amount for childcare totals $2,000 for the quarter, the first graduate student employee may claim $1,375 and the second graduate student employee may claim $625.
For more information on eligibility and allowed reimbursement, see the Academic Student Employee (ASE) and Graduate Student Researcher (GSR) Childcare Reimbursement Program, at ucnet.universityofcalifornia.edu/forms/pdf/ase-child-care-reimbursement-program.pdf
Application for ASEs and GSRs
To request reimbursement, visit the childcare reimbursement page on the Student Financial services site for instructions and links.
- GSRs must submit no later than 30 days after the end of the term.
- ASEs should submit no later than 30 days after the end of the term but no later than the last day of the following term.
- You may reference the academic calendar for term dates.
Childcare Reimbursement Program for Non-represented PhD Students
The UCSF Graduate Division offers childcare reimbursement to full-time PhD students registered at UCSF in a graduate academic program who are not in an ASE/GSR appointment title. This program is similar to the GSR reimbursement program. Effective Winter 2023, full-time PhD students not in an ASE/GSR appointment with eligible appointment(s) shall receive up to $1,350 per quarter for expenses incurred during the eligible PhD student’s appointment period during the academic year and a maximum reimbursement of $1,350 for all of Summer Session. On October 1, 2023, the reimbursement amounts will increase to $1,375 per quarter (or fiscal quarter). On October 1, 2024, the reimbursement amounts will increase to $1,400 per quarter (or fiscal quarter).
The PhD student must:
- Be a full-time PhD student registered at UCSF in a graduate academic program.
- Have a qualified dependent: child in custody of graduate student, age 12 or under on July 1.
- Submit reimbursement request no later than 30 calendar days from the end of the quarter for which reimbursement is sought. You may reference the academic calendar for term dates.
The student must certify on the reimbursement form that the expense is not being claimed under both the ASE/GSR Childcare Reimbursement and the ASE/GSR Dependent Care programs. Full-time PhD students are only eligible to receive one reimbursement/quarter either as an eligible PhD student or as a GSR or as a GSR in combination with an ASE appointment. PhD students will also need to certify that they are not receiving a childcare reimbursement through an external training grant or fellowship above the reimbursed amounts.
Note: Two graduate students may not each claim the credit for the same provider care for an eligible child unless the provider care exceeded the term dollar limit of that quarter. The second student may claim the additional expense reimbursement. For example, in FY24, if the reimbursable amount for childcare totals $2,000 for the quarter, the first graduate student may claim $1,375 and the second graduate student may claim $625.
Application for Non-represented Students
To request reimbursement, visit the childcare reimbursement page on the Student Financial services site for instructions and links.
- Requests must be submitted no later than 30 days after the end of the term.
- You may reference the academic calendar for term dates.
Students, please update the Student Portal profile under personal info to designate that you have dependent children.
