Child Care Subsidy Program

Working during the pandemic has been challenging for many, particularly for working parents. The University is committed to continuing to provide support, resources, and benefits for working parents. Effective Tuesday, July 5, 2022, Yale has implemented an annual childcare subsidy for benefit eligible faculty, managerial and professional staff, postdoctoral associates, and postdoctoral fellows. For 2022, reimbursement submissions will be accepted for care provided between July 1 and December 8, 2022. Receipts must be submitted by December 9, 2022. Reimbursement claims submitted after December 9, 2022 will be denied. There will be no carry forward from plan year to plan year.

Apply for Reimbursement   Subsidy Program Information Sessions

Employee Eligibility

*This benefit is available for faculty (FAC), managerial & professional (M&P) staff members, postdoctoral associates (PDA) and postdoctoral fellows (PDF). Full eligibility is based on the employee’s Yale University salary at the time of requesting reimbursement.

  • Participant must be a regular, benefits eligible employee.*
  • Employee is the legal parent or guardian of a child or children ages birth through five years. Eligibility ends on the child’s sixth birthday.
  • The child or children are your legal dependent(s) as defined by IRS regulations and for whom you are entitled for a personal tax exemption.
  • Employee eligibility begins on the 91st day of employment at Yale.
  • Participant must be an active employee at the time of receipt submission.
  • If both parents/guardians work at Yale and are eligible for the subsidy, the employee who is in the lower pay range and can benefit more financially from the subsidy, is the parent that should consider applying. Both parents/guardians cannot apply for reimbursement for the same child care costs incurred.

Child Care Provider Eligibility Requirements

Reimbursement claims can be submitted for care provided through a licensed child care center, licensed in-home child care, summer camp, before and after school program, or by an independent child care provider (i.e., nanny, babysitter). Expenses such as application fees, security deposits, and fees for additional activities are not eligible for reimbursement. Child care provided by the child’s parent or legal guardian is not reimbursable.

Subsidy Guidelines

There are three levels of reimbursement, as outlined below. Levels are based on the employee’s Yale University salary level at the time of submission.

Level 1 - Up to $115,999: Eligible for up to $4,000 per household, per calendar year
Level 2 - $116,000 - $159,999: Eligible for up to $3,000 per household, per calendar year
Level 3 - $160,000 - $200,000: Eligible for up to $2000 per household, per calendar year

Reimbursement Process

Employees should review the CCSP Plan Document to ensure eligibility prior to submitting the reimbursement request.

  • Employees will be required to submit a receipt from the care provider which includes:
    • Name of provider
    • Address of provider
    • Tax ID or Social Security number of care provider
    • Cost of care
    • Date(s) of child care provided
    • Name of child(ren) for which care was provided
  • Employees must also submit the following information:
    • Employees full name associated with their Yale email address
    • Name and date of birth of eligible child(ren)
    • Last four digits of child/children’s social security, ITIN or J2 Visa number
    • Approved reimbursement will be included in the employee’s monthly paycheck. Employees can anticipate the reimbursement within two pay cycles. Generally, reimbursements that have been approved on or before the 10th day of the month, will appear in that month’s paycheck. Reimbursements that have been approved after the 10th of the month will appear in the following month’s paycheck.

For additional information or questions, please contact the Employee Service Center at employee.services@yale.edu or 203-432-5552. You can also contact the vendor directly at yucssp@applyISTS.com or 855-670-4787.

Frequently Asked Questions (FAQs)

Per household for children ages newborn through five years.

Reimbursement submissions will be accepted for care provided between July 5 and December 8, 2022. Receipts must be submitted by December 9, 2022. Reimbursement claims submitted after December 9, 2022 will be denied. There will be no carry forward from plan year to plan year.

No. When you sign on to request reimbursement, the vendor will have your Yale University salary level. The vendor link will be provided by Yale and will be accessible via Single Sign On (SSO).

Yes.

The reimbursement dollars provided from the child care subsidy program (CCSP) will be reported in Box 10 of the W-2 form provided by Yale University. All questions should be directed to a tax professional or the IRS directly to IRS gov.

NOTE: If you terminate your relationship with Yale after you receive the reimbursement, you will remain liable for the taxes associated with the fee assistance received, which will be added to your W2 for that calendar year.

Yes. The subsidy is available until the child turns six. Child care provided after the child’s sixth birthday will not be eligible for reimbursement.

Reimbursement will be issued via Yale University payroll in your regular paycheck.

Employees can anticipate the reimbursement within two pay cycles. Generally, reimbursements that have been approved occurring on or before the 10th day of the month, the reimbursement will appear in that month’s paycheck. Reimbursements that have been approved after the 10th of the month will appear in the following month’s paycheck.

There is no pro-rating. You will be eligible for up to the maximum amount of reimbursement as determined by your Yale University salary level at the time of submission.

Eligibility and level of reimbursement is based on your salary at the time the receipt is submitted, not at the time during which the care was provided. For example, an employee submitted a receipt for reimbursement in August as an employee eligible for the Level 1 subsidy amount of $4,000. In September, the employee receives a salary increase moving them to Level 2 of the subsidy amount of $3,000. Based on their salary at the time the receipt was submitted, they would be eligible for $4,000 subsidy. Any reimbursements submitted after receiving the salary increase in September, will only be eligible for up to $3,000 subsidy. If $2,000 worth of reimbursements were submitted and approved in August, that would mean that from September – December 2022, the employee would be eligible for an additional $1,000 subsidy, totaling the Level 2 amount of $3,000.

If you have completed 90 days of service and meet all eligibility criteria you are eligible to submit a request for reimbursement for care provided on or after the date you moved into a non-union position or beginning on your 91st day of employment, whichever occurs first.

If both parents/guardians work at Yale and are eligible for the subsidy, the employee who is in the lower pay range and can benefit more financially from the subsidy, is the parent that should consider applying.

The subsidy amount is based on the Yale University salary of the parent applying for reimbursement at the time of receipt submission. Only one parent/guardian can submit a reimbursement request for care provided. Reminder, the benefit is per household, per year.

In such situations, you will need to contact the WorkLife Office at worklife@yale.edu for additional guidance.

You may receive reimbursements from both sources but they cannot be made for the same receipt/expense twice. Example: If you spend $9,000 per year on dependent care, you may submit for reimbursement of up to the maximum dollars you are allowed from the Child Care Subsidy (i.e., $2000, $3000, or $4000) and then use your flexible spending account for the remaining $5,000.