Back-Up Care

Have a 'last minute' need? Use Care on Call for back up child and elder care. The University subsidizes 60% of last minute or emergency child and elder care secured through in order for you to attend to work responsibilities. The benefit covers up to $200 per employee per year.

Washington and Lee Subsidy Guidelines

Program Background: Washington and Lee is offering a backup child and senior/elder care expense reimbursement program for benefit eligible faculty & staff members ("employees"). The program is designed to reduce amount of unplanned absences due to care-­‐related circumstances.

Employees have up to $200 per calendar year to apply toward eligible backup care for children and senior/elder care. Each employee can submit 60% of the costs incurred for backup child or senior/elder care expenses via Backup Care Reimbursement Request form to via email, fax or regular mail.

Eligible expenses include care that is provided on short notice, and explicitly so that an employee may conduct work on behalf of the University. Eligible expenses may include care for:

  • work conducted on behalf of W&L during normally scheduled hours;
  • after-­‐hours events;
  • staff meetings that are held on short notice;
  • employment-­‐related tasks performed at home, e.g. grading papers, conducting
  • research, etc.

Eligible expenses include care that is provided when the regularly scheduled care provider is not available or is unable to provide care with less than 24 hours' notice:

Employee's child or senior/elder is not able to attend normally scheduled event/school because of illness;

School or Center is not open due to an unforeseen circumstance, e.g. because of inclement weather.

A registered caregiver must be used in order to be eligible for reimbursement.

Employees are not eligible for reimbursement for care that is required when they have reasonable notice that their normally scheduled care provider is not available, or if they have not attempted to obtain care for an atypical work-­‐related function, event, or requirement. These may include:

  • Employee's childcare center has a planned/scheduled closing for school holiday week.
  • Employee's care-­‐provider has planned vacation/PTO and has provided more than14 days notice.
  • W&L has a planned faculty/staff meeting or event that has been scheduled withmore than 14 days notice.

Claims must be submitted within 60 days of the date the care was received. All sections of the Backup Care Reimbursement Form must be completed. Reimbursement will be paid via the employee paycheck within 4-­‐8 weeks after the claim has been received and approved. If the claim is received by the 25th of the month, the reimbursement will be paid in 4-­‐6 weeks. If the claim is received after the 25th of the month, the claim will be paid in 6-­‐8 weeks. and W&L will evaluate and approve expenses based on interpretation of the guidelines above.).