Backup Dependent Care Reimbursement Program

Washington and Lee University supports benefit-eligible faculty and staff when unexpected child or adult care needs arise. This program helps cover backup care expenses so employees can continue working when unplanned situations occur.

How the Program Works

• Employees may be reimbursed up to $300 per fiscal year (July 1 - June 30).
• Employees in the same household share a combined $300 yearly limit.
• Reimbursement is limited to $20 per hour.
• Reimbursement applies to dependent children under age 13, or adult care for those incapable of self-care that live with you for more than half of the year.  
• Care provided by a spouse, domestic partner, or parent/step-parent of the dependent is not reimbursable.

Eligible Expenses

Reimbursement is available for short-notice care needed when:

• Unplanned work responsibilities arise (such as last-minute meetings, after-hours events, or work performed at home).
• A regular care provider becomes unavailable with less than 24 hours’ notice (for example, due to illness or unexpected school or care center closures).

Ineligible Expenses

Reimbursement is not available when care needs are known in advance, such as scheduled school or care center closures.

Submitting a Claim

• Claims must be submitted within 60 days of when care was provided.
• Approved reimbursements are typically included in your paycheck within 4–8 weeks.
• All claims are reviewed in accordance with program guidelines and are considered taxable income.