UC Davis employees may be eligible for reimbursement of dependent travel expenses and additional dependent care costs incurred due to official university business travel. Reimbursement is available in limited circumstances and requires prior approval.

Click here to initiate request form. 

Pre-Approval Requirement

To qualify, the traveler must demonstrate:

• A clear need for support.
• That lack of reimbursement would hinder professional or academic growth.
• No reasonable alternatives exist to avoid the cost.

Approval Levels

Approval is not guaranteed and must be obtained before travel begins from:

• Financial Department Approver – Confirms budget availability, funding restrictions, and compliance with university policies.
• Department Approver – Certifies the travel is for official business and department funds will cover dependent care expenses.
• Dean’s Office/Division Level Approver – Ensures department-level approval and compliance with university policies.
• Executive Approver – Reviews applicant eligibility and makes final decisions on pre-approved dependent care expenses.

Reimbursement Criteria

To be eligible for reimbursement, expenses must:

• Be directly related to official UC Davis business travel.
• Align with UC travel policy (G-28).
• Be temporary costs above and beyond regular dependent care expenses.
• Meet the following conditions:
  • The trip lasts longer than 12 hours.
  • No alternative caregiver is reasonably available.
  • The dependent is:
    • A minor or adult who resides with the traveler and requires assistance with daily activities.
    • A disabled minor or adult for whom the traveler is the primary caregiver.

Eligible Expenses

When the Dependent is Traveling

• Transportation – One round-trip economy airfare per traveler.
• Lodging – Reasonable accommodations; shared lodging when feasible.
• Meals – Up to the standard daily per-person limit.
• Ground Transportation & Miscellaneous – Must comply with travel policy.
• Dependent Care at Destination – Reasonable babysitting or adult care costs during business activities (cannot be paid to a legal guardian).

When the Dependent Stays Home

• Babysitting or Adult Care Expenses – Outside of normal working hours (cannot be paid to a legal guardian).
• Breast Milk Storage/Shipping – Reasonable costs incurred while traveling.

Caregiver Travel Expenses

Reimbursement may be requested if:

• The caregiver is not the traveler’s spouse, partner, or a legal guardian of the dependent.
• The traveler is the primary caregiver, and their spouse/partner is unavailable due to work obligations.

Non-Reimbursable Expenses

• Expenses incurred without prior approval.
• Personal or leisure-related expenses.
• Costs incurred to facilitate personal travel.
• Travel cash advances for dependent/caregiver expenses.

Tax Implications

• Reimbursed expenses are taxable income under IRS and California law.
• Reimbursements for prospective employees will be reported on IRS Form 1099-MISC.
• Colleges and departments cannot cover tax withholdings.
• Employees should consult Tax Reporting & Compliance for guidance.

Exceptions

Exceptions require Supply Chain Management approval and approval from one of the following:

• Faculty & Academic Personnel – Vice Provost-Academic Affairs
• Graduate Students & Postdocs – Dean of Graduate Studies
• Staff – Chief of Human Resources
• UC Davis Health – Chief Financial Officer

Pre-Approval Process

1. Complete the Dependent Care Reimbursement Pre-Approval Form.
2. Approval must be obtained before any costs are incurred.
3. Submit the fully approved form with the traveler’s expense report in AggieExpense.

Funding Guidelines

• Employees should consult their departments regarding funding.
• Dependent care costs cannot be charged to federal or state funds.
• Non-state and non-federal university funds may be used for eligible dependent travel and care.
• Some federal grants may allow dependent care expenses related to conference travel.

Examples of Eligible Reimbursements

• Two UC employees with joint dependent care responsibilities traveling for official business.
• An employee traveling on business who has a dependent requiring 24-hour care.
• A prospective faculty member bringing dependents for a final interview.
• Additional dependent care support at home or at the travel site outside of working hours.
• Cost of shipping expressed breast milk for an employee’s child at home.

These examples illustrate possible reimbursements but are not an exhaustive list.