Eligibility

1. Course Enrollment and Incidental Fee Charge
2. Staff will verify that you were charged an Incidental Fee for the quarter in which care finding charges were incurred when the claim is processed (e.g. I-Fee must have been charged for the fall term if the participant submits an October reimbursement claim). If an Incidental Fee is later reversed because you withdrew from courses, you will no longer be eligible for reimbursement of care finding expenses that occurred during the term from which you withdrew.
3. You will be charged an Incidental Fee each term if you have been admitted or conditionally admitted to a degree program at the University of Oregon and you register for any number of academic credits.
4. Incidental Fees are added to student billing accounts about two weeks before classes begin. To confirm eligibility, you may view your tuition statement using DuckWeb, and search for a cost titled “Incidental Mandatory Fee"
5. Eligible expenses
6. Costs must be related to finding/vetting/securing a qualified caregiver for one of the following:
7. yourself (disability-related at-home care only)
8. your biological or adopted child
9. your spouse or Registered Domestic Partner
10. your parent or spouse's/Registered Domestic Partner's parent
11. your sibling or spouse's/Registered Domestic Partner's sibling
12. Only costs for finding care for people will be considered. Costs for pet care cannot be reimbursed with this fund.
13. Documentation
14. Documentation of charges must be submitted as part of this application.
15. Documentation must be in the form of official invoice or receipt and must show:
16. Name of payer (your name, or spouse/Registered Domestic Partner's name)
17. Name of payee (service provider)
18. Date that the documentation was provided to you
19. Total amount charged or paid
20. The University of Oregon provides care.com membership for no additional charge to Graduate Employees (GEs). Any care.com receipts submitted by a GE using this form will not be reimbursed. For more information visit https://hr.uoregon.edu/carecom-membership.
21. Since this is a pilot program, requests that do not fall within the policies stated in this form will be considered.

Instructions

• Submit a claim by the 24th day of the month for your claim be included in that month's payments. Reimbursement claims submitted after this date will be processed the following month.

• Please submit one month's (31 days maximum) invoices/receipts per form.
• If you pre-pay for a quarter, year, or other stretch of time longer than 31 days, you will need to submit a separate claim each month for the prorated amount
• e.g. if you pay for an annual subscription for $155.40, you may submit a claim for $12.95 each month of that year-long plan
• If your documentation spans two partial calendar months but shows 31 or fewer days of expenses (e.g. July 15-August 14), select the first month of this span in the Reimbursement Month selector below. If you have invoices/receipts that span two or more full months (eg. July 1-31 and August 1-31), please use one Reimbursement Claim per month.

• Reimbursement requests must be submitted within 60 days after care finding services were provided. If there are extenuating circumstances that prevented you from submitting receipts within this time frame, you may email subsidy@uoregon.edu for your claim to be considered. Otherwise, claims for services more than 60 days old will be denied.

Amount

If your application is approved, you will receive the amount you requested or $40, whichever is less.

Timing & How You Will Receive the Funds

You will receive an email from "University of Oregon via Smartsheet" when your claim is reviewed to inform you whether it was approved, denied, or needs secondary review. Please direct any email replies to subsidy@uoregon.edu.

Approved claims are processed for payment at the end of each month and reimbursements (also known as refunds) are generally disbursed by the first week of the following month.

Reimbursements are sent by direct deposit if you have set up Direct Deposit of Student Account Refunds in DuckWeb. Otherwise, they will be sent by US mail to the mailing address you have listed in DuckWeb. Direct deposit typically takes two to three business days, and US mail can take anywhere from two days to several weeks depending on the mailing address. You can refer to the Refund Distribution Schedule for additional information.

If it is impossible or insecure for you to receive the funds via direct deposit or mail, you have the option to pick up a physical check at Thompson's University Center. Please email ndikas@uoregon.edu as soon as you finish this claim to indicate this preference.

Additional Help

If you have any questions about this fund, Basic Needs Program staff can be reached at:

subsidy@uoregon.edu

541-346-0632

Office of the Dean of Students, 185 Oregon Hall

If you have questions about finding care or other non-traditional student support topics, Whitney Donielson, Coordinator for Nontraditional Student Engagement and Success, can be reached at:

whitneyd@uoregon.edu

541-346-1948

Office of the Dean of Students, 185 Oregon Hall

This fund is offered through the Basic Needs Program in the Office of the Dean of Students. See the Basic Needs website for more information on available services.

Please provide any information that will help us interpret your claim and documentation. In particular, state whether any of the costs shown on the receipt were or are going to be paid by a separate grant, credit, or discount.

I attest that the documentation I am about to submit includes the above required information and acknowledge that if the documentation does not contain this information my claim will be denied. I also attest that I have excluded or noted any costs that were or are going to be paid by a separate grant, credit, or discount. (type your name to sign)