Dependent Care Travel Grant Guidelines

The Chancellor and Executive Vice Chancellor for Academic Affairs (EVC) are committed to promoting academic excellence by supporting the family needs of UC San Diego Academic Senate faculty. The EVC, therefore, through the Dependent Care Travel Grant program (DCTG), provides $125,000 annually to help offset costs for eligible faculty who incur dependent care expenses related to traveling to perform research or to attend regional, national, or international conferences or professional meetings. DCTG funds may be used to offset dependent care expenses at an alternate location, such as a hotel or conference site, or for dependent care at home while the faculty member is traveling.  Eligible faculty members may receive one EVC-funded dependent care travel grant per fiscal year, not exceeding $2500 total.   

Suggestions and feedback are welcome. Contact the program coordinator Heather Fowler Zion at 858 534-0500 or hzion@ucsd.edu.

Application timelines

  • Applications are available now for the 2017-2018 academic year.
  • Applications for grants should be submitted for grant pre-approval no less than 30 days before planned travel.
  • Applicants will receive a response within 10 business days in most cases.
  • Applications will be reviewed in the order they are received.
  • Completed applications, with accompanying supporting materials, should be emailed to hzion@ucsd.edu.
  • Provided funding remains available, applications for Summer 2018 Dependent Care Travel Grants should be submitted on the 2017-2018 form and will be accepted from May 15th through June 30th, 2018.

 

Faculty eligibility

DCTG funds may be requested by Senate Faculty at all ranks who:

  • are either single caretakers of a dependent, or
  • have spouses or partners unavailable for dependent care during their professional travel due to work obligations or extenuating circumstances
  • have requested and received approved academic leaves from chairs or administrators, where applicable, for related travel during the service period

Eligible dependents

For the purposes of this program, eligible dependents are:

  • a healthy child (≤ 12 years) who resides with the applicant and for whom the applicant is a primary caregiver; or
  • a child/adolescent (≤18 years) who is physically or mentally disabled, requires assistance with daily activities, resides with the applicant, and for whom the applicant is a primary caregiver; or
  • a disabled adult/elder (child, spouse, parent, parent-in-law or grandparent) who spends at least eight hours every day in the applicant's home and for whom the applicant has caregiving responsibility.

Amount and timing of grants

  • Eligible faculty members may receive one EVC-funded dependent care travel grant per fiscal year, not exceeding $2500 total 
  • Approved grant funding will be processed upon faculty return from travel after faculty member certifies incurred expenses. 
  • Priority will be given to awards requested for travel during the academic year; however, funds permitting, awards may be granted for travel during the summer.
  • Grants will be approved and disbursed continuously as travel expense certifications are received until funds are depleted for each year. 
  • Once program annual funding maximums have been neared or reached, applicants will be placed on a waitlist for consideration if funding becomes available.  

Eligible expenses

  1. Travel expenses for the dependent
  2. Fees paid to a caregiver (other than a spouse, partner or other immediate family member) for services provided
  3. Travel expenses for a caregiver (either to travel to the faculty member’s home to provide care or to provide onsite care for the dependent). 
  4. Accommodations for a caregiver when s/he stays overnight to care for the dependent
  5. Meals for dependent and/or caregiver during travel to conference or research meeting, or alternate research location
  6. Food for caregiver if s/he must travel to provide at-home dependent care
  7. The cost of shipping breastmilk for a child at home while the faculty member travels for research.
  8. Reasonable dependent care expenses over and above the cost, if any, that the faculty member would normally incur at home (e.g., additional weekend or evening care), or if the dependent must travel with the faculty member during the trip

Ineligible expenses

  1. Dependent care expenses at home that would normally be incurred (i.e., aftercare at school, dependent care that is provided on an on-going basis, or meals/groceries for dependents or caregivers that would normally be incurred)
  2. Caregiver fees paid to immediate family members
  3. Any of the faculty member’s expenses, conference or otherwise
  4. Entertainment activities
  5. First or business class travel tickets
  6. Offsets for any state-funded travel expenses prohibited by California State law AB 1887. Please visit the State Attorney General website for details:  https://oag.ca.gov/ab1887 
  7. Alcohol
  8. Other expenses not associated with the additional care or travel of the dependent(s)

Documenting travel plan changes

  • Approved grant funds must be used in the dependent care support manner designated in the application. Funds not certified by applicant as used in the pre-approved manner will not be disbursed.

  • Grant recipients are expected to attend the meeting or conference as designated in the approved application. Absent extenuating circumstances (e.g., illness) funds will not be disbursed if the faculty member does not attend the conference/meeting, or engage in scholarly work as described in the application.

  • Significant deviation from planned travel (i.e. substantially different trip or several hundred dollars difference in projected dependent travel expenses) must be approved prior to travel. In the event of a change of travel plans, faculty may submit  a revised application to Heather Fowler Zion at hzion@ucsd.edu.  Modifications for pre-approved application expenses will not affect application ordering in queue. 

  • In the event of cancelled travel, grant recipients must notify the  program coordinator as early as possible to release reserved funds.

Post-travel certification and request for funds

  • Via the procedure detailed on the application, within 30 days of completed travel, faculty must certify dependent care expenses were incurred.  Expenses not certified within 45 days of travel will be ineligible for funding.
    • While receipts are not required upon submission of certification of expense, they must be available upon request.
  • After a faculty member certifies his/her travel, the DCTG program coordinator will contact the department/unit fiscal contact and arrange for a funds transfer. 
  • Payroll payments of funds will be set up by unit or department contacts. PPS processing instructions are here.
  • Disbursements after submitted post-travel certifications can take up to 60 days.