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Faculty Dependent Care Travel Fund

The Faculty Dependent Care Travel Fund can help alleviate the financial burden of a breakdown in dependent care incurred by single caregivers or when an individual's spouse or partner is not available due to work obligations or other extenuating circumstances.

Cornell faculty may be eligible to receive reimbursement up to $1,500 per fiscal year for qualified, short-term, dependent-care expenses during professional travel. The travel fund includes an additional $500 for expenses related to the care of a child with special needs.

These funds are considered taxable income; if approved, Cornell will issue an additional 25% of the final expenses to help defray the tax burden.

Funding for this program is limited and may reach the maximum budget prior to the end of the fiscal year. The existence of the program is no guarantee of the availability of funds or the award of grants.

Eligibility & Process

Eligible circumstances

For Travel and/or Dependent Care:

Applicants must certify that funds requested for ​travel and/or dependent care costs were for participation in conferences or research-related activities, and incurred between July 1, 2024, and June 30, 2025.

In dual faculty caregiver situations, an attestation of the spouse’s/partner’s unavailability to care for dependents must be provided as well.

Airfare Costs:

The fund reimburses for the cost of economy airline travel only. If an applicant chooses to purchase a ticket that is more expensive, they must provide documentation of the price difference (collected the same day as the reservation was made for the same flight) from an online reservation system. The applicant is responsible for the difference after reimbursement of the economy ticket price. 

The fund will not reimburse an applicant if frequent flyer miles or points were used to purchase an airline ticket, airline upgrade costs, preferred boarding fees or luggage fees. This is in accordance with the University’s Non Reimbursable Expenses.

Eligible university titles

Individuals with the following university titles qualify for this program: 

  • Assistant Professor
  • Associate Professor
  • Full Professor
  • Clinical Professor (assistant, associate, and professor)
  • Research Professor (assistant, associate, and professor)
  • Professor of Practice (assistant, associate, and professor)

Dependents

For travel care needs, a dependent is defined as:

  • a minor who resides with the applicant and for whom the applicant provides primary support (up to age 18), or
  • a disabled adult who lives local to, or with, the applicant and receives at least half of their basic care needs from the applicant. 

Documentation

The Faculty Dependent Care Travel Fund review committee will make a determination of all applications with accompanying documentation.

Faculty must submit details verifying participation about the professional activities associated with the travel. Examples include a conference program with presentation date, or an email containing purpose and confirmation of travel. 

For travel expenses, receipts of travel costs for dependents or caregivers must be submitted.

If dependent care is provided, receipt of care costs is required including the name of the care provider. Examples include but are not limited to a written receipt or a Venmo receipt. See note above related to airfare cost reimbursement. 

If travel occurs near the fiscal year end, full documentation including receipts and verification of travel needs to be submitted within 30 days of June 30. If documentation is not received within that timeframe, expenses will be applied to the following year’s maximal allotment for the applicant.

Payment

Reimbursement will be made after travel has concluded and/or care is arranged, provided, and paid for. You can apply apply prior to travel to verify eligibility using the Application Form. If pre-approved, you need to submit the Verification Form to attest to the travel and care costs upon your return. 

Alternatively, you can submit the Application Form after your travel concludes. This does not guarantee that your requests will be approved for reimbursement. 

If travel occurs near the fiscal year end, full documentation including receipts and verification of travel needs to be submitted within 30 days of June 30. If documentation is not received within that timeframe, expenses will be applied to the following year’s maximal allotment for the applicant.

These funds are considered taxable income. If approved, Cornell will add an additional 25% of the final expenses when the payment is issued to help defray the tax burden.

How to Apply

  • For each professional trip, the Application form and all receipts/ documentation should be submitted online within two weeks after travel and/or care has been provided. 
  • If pre-approved prior to travel, you must complete the Verification Form upon your return.
  • Applications are reviewed within two weeks of their submission, and payments will be included in the next paycheck following an application’s approval. Decisions regarding any award are final. Program provisions are subject to change from time to time.
  • Eligible faculty can submit more than one request (and receive more than one grant) within a given fiscal year, up to the annual maximum ($1,500 for travel, not to exceed $2,000 if special needs care is required).
  • The application is confidential and will be reviewed by the Faculty Dependent Care Travel Fund Review Committee.