CCSG Application Process and Deadlines
The Child Care Subsidy Grant (CCSG) provides grants to assist with the cost of child care. There are two types of full year awards available - a pre-tax award that is reimbursed via your Dependent Care FSA in 24 equal amounts over the calendar year; and an optional taxable award that is administered twice a year via Stanford payroll.
Most employees will apply for the 12-Month Full Year Grant, which accepts applications online in late summer every year. The 6-Month grant ensures employees who were hired or added an eligible child after the 12-Month applications close can access grant funds. This payment is taxable and is administered once via Stanford payroll.
Which grant should I apply for in 2024?
Each application period has specific eligibility requirements, and you should apply only in the period(s) for which you are eligible.
| GRANT TYPE | WHO SHOULD APPLY | APPLICATION PERIOD | APPLICATION DEADLINE | FUND DISTRIBUTION DATES |
|---|---|---|---|---|
12-Month Pre-tax Grant and optional Taxable Grant ($10,000 max.) | Current university employees in benefit-eligible roles New employees hired by August 23, 2024. | July 10 – August 23, 2024 | August 23, 2024 | Pre-tax award funds will first be disbursed on January 1, 2025 - per IRS Guidelines. Pre-tax award funds will be disbursed via a Dependent Care Flexible Spending Account |
6-Month Taxable Grant ($2,500 max.) |
| May 1 – May 31, 2024 | May 31, 2024 Final decisions will be emailed to grant applicants in early July 2024 | July 2024 One-Time payment of funds will be awarded. Taxes apply. |
Please note:
- Applications are reviewed for eligibility compliance and then considered based on needs defined by an applicant’s household federal taxable gross earnings, the age(s) of the child(ren) in the family, and if an exceptional child care expense is claimed.
- You must apply annually. Grants are not automatically renewed.
- Application deadlines: Appeals for applications submitted after the deadline will not be accepted. If meeting the application deadline will present a hardship for you, please contact the WorkLife Office before the deadline to discuss options for your situation.
IRS tax information: Award monies provided from the CCSG program will be reported in box 10 of the W-2 form provided by Stanford University. CCSG award recipients who also participate in the Stanford back-up care program should be aware of the following IRS policy: The Stanford back-up care program is an employer-sponsored service that will be reported in box 10 on your W-2. Dependent care benefits include your pre-tax contributions to your dependent care FSA. Also included are eligible amounts paid by your employer to you or to your day care provider and the fair market value of dependent care in a facility provided by or sponsored by your employer. The fair market value of dependent care services that exceed the non-taxable limit of $5,000 allowed for the FSA is listed in boxes 1, 3, and 5 of the W-2 form. You must complete form 2441, Child and Dependent Care Expenses, to compute any taxable and nontaxable amounts. For further guidance on this topic, and to review any questions you may have, please contact a tax professional or the IRS directly (www.irs.gov).
2023/2024 grants
12-Month Full Year CCSG applications for the financial year 2024, with funds disbursed throughout 2024, are now closed. 6-Month Taxable Grant Awards for the year 2024, with funds disbursed in July 2024, are now closed.
Recipients of the 12-Month Full-Year pre-tax Grant Awards for the 2024 financial year will receive a pre-tax grant via the DCFSA. Your total grant amount is divided by 24 and credited to your DCFSA on a per-pay-period basis throughout the plan year. Once the money is credited in a given period, the recipient may request reimbursement for eligible childcare expenses for children under 13 years of age. Expenses must be incurred in 2023. Recipients of the 12-Month Full-Year Taxed Grant Awards will receive two payments - in April 2023 and July 2023. The funds can be used for any childcare-related needs from April–December 2023. All applicable taxes will be withheld, and final payment will be distributed to the recipient in the same manner as their standard pay statements.
The 6-Month Taxable Grant Awards for the financial year 2024, with funds disbursed in July 2024, are now closed. Employees who were hired after Sept. 1, 2023 or have a 2024 12-Month CCSG but added a new child (born between Sept. 1, 2023 - May 1, 2024) were eligible to apply for the 6-Month CCSG. Grant awards are pro-rated to 50% of the full-year pre-tax award and will be disbursed in one payment in July 2024 All applicable taxes will be withheld, and the final payment will be distributed to the recipient in the same manner as their standard pay statements.