In March 2021, NIH announced that NIH NRSA fellows are eligible to request up to $2,500 per grant budget period to defray childcare costs.  In September 2021, NIH announced that they would begin providing childcare cost support to full-time NIH predoctoral and postdoctoral trainees on NRSA institutional training grants.  NOTE:  This does not include Health Resources and Services Administration (HRSA) fellows/trainees.  

Applies to full time pre/postdoc fellows and trainees supported on F30, F31, F32, or F33 awards, and T32, TL1, TU2, and T90 awards.

Each trainee/fellow is eligible to receive $2,500 per 12-month appointment period.  Multiple reimbursement requests may be submitted as services are provided during the appointment period.  The Department is expected to ensure that payments do not exceed the budgeted amount and are incurred within the appropriate period, and to maintain back-up documentation.  All payments need to be paid within the employee's appointment dates.  

Review RSP’s NIH NRSA Childcare Benefit for additional details.

Reimbursement Process

The trainee/fellow completes and submits the childcare services provided letter, copy of provider’s state license or certificate, and childcare receipts to their supervisor. 

The supervisor completes the “For University Use Only” section of the letter and forwards the letter to HRBP. 

HRBP:  Complete Add’l Pay Request, using the following information:

Subject line (Add’l Pay Request – LAST NAME, FIRST NAME, eff MM/DD/YY, CODE)

• Empl ID/Record:
• Name (Last, First):
• Effective Date(s):  Payroll Period in which completed documentation is received by HRBP.   
• Amount :  $2500
• Funding String:  Departmental Funding noted on the form
• Addl Pay Earnings Code:  STC
• If the employee has a VISA, HRBP emails Glacier (glacier@ohr.wisc.edu) to see if the employee is a non-resident alien (NRA).  If yes, include Glacier’s email in the request.    
• Reports To:
• T&L Approver:
• Backup T&L Approver(s):
• Justification:  NIH NRSA Childcare Benefit

HRBP:  Once Add’l pay is approved, file the Childcare Services Provided Letter in Image Now.  

In February of each year, the Payroll Manager/Leads will send the required supplemental tax-reporting letter to the employee, cc’ing the HRBP.  The HRBP should file the supplemental tax-reporting letter in ImageNow.