Child Care Support During Travel

Child care can become particularly challenging when a parent must take a trip for work or study—for example, a conference, a research opportunity, or out-of-town meeting. To that end, the university has established a fund to supplement a portion of the additional costs of care when a parent travels. These resources can support care for a child who travels to the event or for the child at home while the adult travels.

All students and benefits-eligible faculty and staff may participate in this program. Please note that all updates to this program are effective January 1, 2024. An application form should be submitted when the need for child care during professional travel is known. The professional/business purpose of the travel must be substantiated, including appropriate authorization from a department chair for faculty members, supervisor for staff employees or faculty advisor for students. Please include in the application the anticipated schedule of care.

Download the application

Eligibility Requirements

  • Faculty with the rank of Professor, Associate Professor, Assistant Professor, Senior Instructor, Instructor and Lecturer (faculty members who hold adjunct appointments, clinical appointments and visiting appointments are not eligible) and have an appointment or reappointment letter specifying a salary paid through the university that is 50% or more of a full-time equivalent salary.
  • Staff who are regular employees and work at least a half-time or greater schedule.
  • Graduate and Undergraduate students taking classes during the semester in which child care support for travel is sought.

General Conditions

  • Reimbursement is available only for dependent care expenses incurred when traveling to attend professional meetings, conferences, workshops and professional development opportunities.
  • Only expenses incurred for an “eligible dependent” are reimbursable. An eligible dependent follows Internal Revenue Service definitions. In general, an eligible dependent must be 18 and under.
  • Child care expenses incurred during domestic travel may be reimbursed up to $100 per day and expenses incurred during international travel may be reimbursed up to $150 per day. A person is limited to reimbursements totaling $1,200 per fiscal year.
  • An application form may be submitted when the need for child care during professional travel is known.
  • The reason for travel must be substantiated and authorized by:
    • Department Chair for faculty members
    • Supervisor for staff employees
    • Faculty Advisor for students
  • An application form must be submitted for each trip that results in incremental childcare costs.
  • Per day cost of child care should be listed or documentation of expense for child to travel with parent must be provided.
  • Reimbursement will occur after the application form and appropriate expense and travel documentation are reviewed and approved by Benefits Administration.