Frequently Asked Questions
The Child Care Subsidy Grant Program (CCSG) provides grants to eligible, university employees to assist with meeting the cost of child care. Below are common questions regarding the Child Care Subsidy Grant program.
Still have questions? Contact the WorkLife Office
If I don’t use all of the CCSG during the grant year can it be rolled over to the following year?
The IRS prohibits the carryover of unused balances from one year to the next, including both employee contributions and CCSG awards, in this type of FSA.
Once I have been awarded a CCSG will I continue to receive it if I take a leave of absence?
If for any reason you take a paid leave of absence, your grant will be frozen during your leave. You cannot contribute to your account or submit any claims that you incur during your leave. When you return from leave, your account will be reinstated and your contributions If for any reason you take a paid leave of absence, your grant will be frozen during your leave. You cannot contribute to your account or submit any claims that you incur during your leave. When you return from leave, your account will be reinstated and your contributions will be adjusted so you meet your original election amount by the end of the year. If you are on unpaid leave, your DDCFSA will be frozen while you are on your leave.
Please refer to the University HR Service Team for further questions about leave.
What happens if I terminate my employment from Stanford?
Your contributions to the DDCFSA stop the date your employment ends. You may not continue contributions beyond that date. You may only be reimbursed up to the balance remaining in your account at the time your contributions end.
You can file a claim for reimbursement of eligible expenses you incur up to the end of the year in which you terminate. You will only be reimbursed up to the amount remaining in your account on the date your employment ends. For example: Your last day of employment and last contribution is July 15. For any additional questions about this process, please call TASC at 855-842-4913 or go to the TASC website for more information.
I am no longer employed at Stanford, but my spouse is an eligible employee. May I transfer my grant to them?
No, we are not able to transfer grants.
I have a special needs child. Are there additional grants available for me to apply?
Yes, if your eligible child has a diagnosed special need that requires services such as speech or occupational therapy or training not reimbursed by any other agency, you may qualify for an additional grant of $1,000. To apply for the special needs grant, provide documentation of the diagnosis and proof of the additional expense such as contracts or paid invoices from providers.
I applied and was awarded a grant, but since then, I added a new child to my family. May I receive an additional grant?
If you received a 12-month grant and added a new eligible child before the end of that period, please contact the WorkLife Office at 650-723-2660 or email for further guidance.
If you added a new eligible child after being awarded a CCSG award of the same grant year, you may be eligible for an additional amount. You must apply for an amendment to your grant during a Mid-Year award period to be considered
If I receive a CCSG can I still contribute to my DDCFSA?
If you receive a CCSG from Stanford, you can elect to make additional contributions to your DDCFSA from your wages on a pre-tax basis, as long as the total of the tax-free grant plus your contribution does not exceed the maximum annual total of $5,000 per family ($2,500, if you’re married and file taxes separately).
If I receive notification of a grant award am I automatically enrolled in a Dependent Day Care Spending Account?
Yes, your full year CCSG award will be automatically accepted for you in My Benefits and applied to your Dependent Day Care Flexible Spending Account (DDCFSA).
If you are on leave during Open Enrollment, your grant will be automatically accepted upon your return.
How can I find out the status of my application and if I have been awarded a grant?
The WorkLife Office will contact applicants via email to confirm application and supporting documentation have been received. Grant award notification letters will be mailed via U.S. Mail and or e-mail after all applications have been reviewed and processed for each period. If additional information or clarification is required, the WorkLife Office will contact you, using the contact information provided on the application form.
My ex-spouse/partner claims my child on their taxes but I am responsible for paying for child care, can I apply?
You are eligible to apply for the CCSG if:
The child is your legal dependent and claimed on your tax form, or you are the Custodial Parent and can provide a copy of Form 2441 that was filed with your previous year’s Federal tax returns, per the application guidelines. Per the IRS definition, the Custodial Parent is the parent with whom the child lived for the greater number of nights during the year. If the child was with each parent for an equal number of nights, the custodial parent is the parent with the higher adjusted gross income.
What are eligible child care expenses under the CCSG grant?
Eligible expenses include:
- Fees for licensed day care or adult care facilities
- Before and after school care programs for dependents under age 13
- Amounts child care provider with a tax ID number or social security number (including babysitters or nursery school) provided in or outside of your home
- Nanny expenses attributed to dependent care
- Nursery school (preschool) fees
- Summer Day Camp
- Late pick-up fees
Additional eligible expenses are available on the TASC site.
What expenses do not qualify for CCSG funds?
CCSG funds are not valid for overnight camp, team registration fees, extracurricular activities, or club sports. The program's primary intent must be to provide child care while the parent is working. Please contact the WorkLife office if you have any questions.
How do I receive the grant funds?
12-Month, Tax-Free Grant: Each recipient must understand and abide by all rules and regulations that govern Stanford’s Dependent Day Care Flexible Spending Account (DDCFSA). Your CCSG award will be automatically accepted for you in My Benefits and applied to your Dependent Day Care Flexible Spending Account (FSA). If you are on leave during Open Enrollment, your grant will be automatically accepted upon your return.
For tax-free grants, the grant will be divided into 24 equal payments and deposited into the recipient’s FSA each pay period during the grant year (January 1–December 31, 2023). Participants must submit receipts for eligible child care expenses to receive reimbursement after the money is deposited into the account.
The full-year taxable grants are administered in two payments, once in April 2023 and once in July 2023. It can be used for any child care related needs that occur from April–December 2023. The funds will be reported as taxable income to the IRS for 2023. Proof of care, through child care receipts, is not required for taxable award periods.
Grant recipients are responsible for understanding and complying with the IRS guidelines as this is a Federal tax program under IRS regulation.
6-Month, Taxable Grant: Grant recipients from this period will receive a separate payment (in the manner they receive their standard pay statements) during the second pay period in July (approximately on July 22) of the current tax year. Taxes will be applied and reported as income on each grant recipient’s W-2 at the end of the tax year.