Eligibility

You must first be approved as a 2024-25 UO Childcare Subsidy Program participant to be eligible for reimbursement based on this claim form. Full participant Eligibility Guidelines and a link to the application can be found at: https://basicneeds.uoregon.edu/eligibility-guidelines.

Please review the Eligibility Guidelines before submitting this claim form, as they contain important details about reimbursement eligibility of specific expenses that are not detailed on this form.

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 your documentation spans two partial calendar months but shows 31 or fewer days of care (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 Monthly Reimbursement Claim per month. Since our process limits the amount you can receive for a single claim, if you submit more than one month's invoices/receipts in a single form you may not receive the full subsidy for you which you would otherwise be eligible.

• Reimbursement requests must be submitted within 60 days after child care 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.

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.

Financial Considerations

Domestic Students:

Contact the Office of Student Financial Aid and Scholarships to let them know whenever you apply for a Basic Needs subsidy and ask them if it will affect your financial aid. If you already have the maximum amount of financial aid allowed within your financial aid budget, you may be able to increase your budget so that you can get the subsidy refunded to you. Otherwise, if you are already at maximum aid, a subsidy from our program will either not fit in your budget or will replace part of a loan that you already received. If the subsidy reduces a loan it would reduce your debt, but would not result in additional money in your pocket now. Depending on when the loan is reduced it may create a balance that you will owe on your UO student account.

International students:

The UO is required to withhold taxes from grants for international students whose countries do not have a scholarships and grants treaty with the United States. If your subsidy is subject to this withholding, it will appear as a charge on your student billing account around the same time as the full amount of the subsidy appears as a credit on your account. You can learn more on the Business Affairs Office website.

Additional Help

If you have any questions, Child Care Subsidy staff can be reached at:

subsidy@uoregon.edu

541-346-0632

Office of the Dean of Students, 185 Oregon Hall

This subsidy 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 upload your invoices/receipts for each child.

Providers that furnish an invoice or receipt:

Invoice/receipt must show:

• Name of payer (your name, or partner's name is ok if partner was listed on subsidy application)
• Name of payee (child care provider)
• Date that the documentation was provided to you
• Total amount charged or paid

If the documentation that you provide does not include all of the above information, the claim will be denied and you will receive an email notification. It is your responsibility to determine what was missing from the documentation, although questions can be directed Childcare Subsidy staff using the contact information at the top of this form.

Providers that do not provide an invoice or receipt that meets all the above requirements:

Participants must use the Alternative Receipt Documentation Form.

This form requires hand signatures from both the payer and payee. Electronic signatures are acceptable if done by hand on a device such as a tablet.

Preferred file formats:

pdf. .jpeg, .png, .tiff. iPhone users, please ensure photos are converted from .heic format before submitting.

Please submit only one month's (31 days maximum) invoices/receipts per form.