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Dependent and Spousal Travel Policy Exceptions

Information on policy exceptions for spousal/partner travel, dependent, and/ or dependent-care provider travel expenses during business travel.

Expenses are taxable to the employee/ prospective employee
Expenses generally cannot be charged to federal or state funds

 

Reimbursement of Dependent-Care Related Costs Allowable by Fund Source?
Expense Type Federal or State Non Fed or Non State
Airfare for child and dependent care provider (Economy Class) No Yes
Larger room, extra bed/crib No Yes
Transportation between airport and hotel (no limo) No Yes

Dependent care cost at conference site                                     

Note: If above and beyond regular dependent care costs, as temporary during travel period, and directly result from travel to a conference for a federal award

Yes Yes
Daycare program payment at home No No
Dependent care provider fees or childcare costs that exceed the cost of normal childcare expenses No Yes
Laundry service if travel is under 6 days No No
Personal expense (e.g., soap, medicine, baby food, baby formula, etc.) No No

 

 

Funding Type Expenses
*Federal and State Funds

Allowable:

  • Dependent care costs above and beyond employee's usual expenses are allowable

Not allowable:

  • Travel expenses of the dependent care provider and dependent travel expenses are not allowable
*Non-Federal and Non-State Funds

Allowable:

  • Dependent care costs above and beyond employee's usual expenses*
  • Dependent travel*
  • Dependent care provider travel*
*Departments must check to ensure all costs are allowable per any special provisions of the grant, contract, gift, or the funding agencies regulations or policies. 

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Criteria for Eligibility

A. Exceptions may be requested for reimbursements for spousal/partner travel, dependent, and/ or dependent-care provider travel expenses for the reasons of University business travel or final candidate interviews for faculty or high-level administrative positions (including Manager and Senior Professional positions) when the following criteria are met:

  • An employee/appointee has an approved trip pre-authorization for University business travel, which is required as part of their employment;
  • A prospective employee/appointee has an approved trip pre-authorization for a final interview and expenses are necessary to acquire key personnel for employment;
  • Any dependents for whom reimbursement requests are made must meet one of the following criteria.  The are:
    • a healthy child (≤ 12 years) who resides with the applicant and for whom the applicant is a primary caregiver; or
    • a child/adolescent (≤ 18 years) who is physically or mentally disabled, requires assistance with daily activities, resides with the applicant, and for whom the applicant is a primary caregiver; or
    • a disabled adult/elder (child, spouse, parent-in-law, or grandparent) who spends at least eight hours every day in the applicant's home and for whom the applicant has caregiving responsibility

B. Exceptions may be requested for eligible expense reimbursements for a caretaker other than a spouse/partner by employees or prospective employees who meet criteria A and:

  • are either single caretakers of one or more dependent(s), or
  • have spouses or partners unavailable for dependent care during their professional travel due to work obligations or extenuating circumstances

Criteria for Reimbursement

  1. Exceptions must be obtained in advance of reimbursement commitment and require the approval of Executive Vice Chancellor, Vice Chancellor, Associate Vice Chancellor, or Assistant Vice Chancellor.   
  2. Expenses are taxable to the employee/ prospective employee, and must be allowable by the funding source. Refer to tables below for costs, eligibilities, and funding source information.
  3. An employee/ prospective employee must pay the care provider directly and seek reimbursement after the completion of the trip (documentation must include hours worked, including the time of day, dates, and type of care).
  4. Exception approval and all required receipts and care provider documentation, as applicable, must be attached to trip reconciliation in MyTravel.

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