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In order to take part in the benefit, you must enroll in the benefit annually during Open Enrollment or at the time of a qualifying event. These qualifying events include birth, adoption or foster placement, the return to work of either parents or a significant change in income.
When the Child-Care Benefit is chosen, you choose an amount to set aside each month from your paycheck. These funds are held by Reliant and available for reimbursement of child-care expenses. The Child-Care Benefit employee monthly contributions are deducted from your paycheck before tax. Employees will submit their child-care expenses directly to Reliant for reimbursement (see details below). These dedicated child-care reimbursement funds are not part of funds applied to normal reimbursements but are set aside specifically for child care.
You may not make any changes to your contribution until the next open-enrollment period. This contribution remains in effect even if your employment becomes benefits ineligible. Excess contributions not used for this year's child-care reimbursements will be distributed to all participants in the child-care plan based on % of contribution. Your unused contributions will not be returned individually to you, so set your contribution modestly.
If you desire to elect the Child-Care Benefit, you will need to enroll using the form linked to below to sign up for your Child-Care Benefit employee contribution.
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FAQ
Q: When are child-care reimbursements paid?
A: Child-care reimbursements are generally paid out in the 20th reimbursement batch. Reliant waits until payroll is processed and posted to determine if there are sufficient funds in the employee's child-care account to pay a reimbursement.
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Q: Does the child-care reimbursement follow Reliant's Order of Pay (so if I have backpay or other back reimbursements, does that affect a child-care reimbursement being paid out)?
A: No, child-care reimbursements are not part of the order of pay. The monthly child-care election is deducted from your payroll pre-tax (similar to a 401K deduction). Therefore, a child-care reimbursement can still be paid even if you are in a backpay situation. There just needs to be sufficient funds in the child-care account to pay the reimbursement.
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Q: What child-care costs are eligible for reimbursement?
A: Child-care reimbursement is available for child-care services while you (and your spouse if you are married) are either working or looking for employment (interviewing etc.). This can be for child-care services during the day or child-care services needed at night, as we know sometimes missionaries have non-traditional work hours.
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Q: Is there an age limit of the child for the child-care costs to be eligible for reimbursement (for example, what if my child is school aged)?
A: When your child is below the first grade, the cost associated with child care (separated out from the cost of schooling), is reimburseablereimbursable. If the cost of schooling is incident to and cannot be separated from the cost of child care, then the total cost is eligible for reimbursement. Kindergarden Kindergarten is not reimburesablereimbursable. When your child is in first grade or higher, but under age 13, the cost of child care must be separated from the cost of schooling to be eligible for reimbursement. (This would apply to before- and after-school child-care programs/arrangements etc.)
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Q: Are child-care reimbursements paid incrementally (as funds are available) or do I have to have the full amount available for a reimbursement to be paid?
A: Child-care reimbursements must be paid in full amounts – , just like reimbursements. If your July child-care reimbursement is for $600 and there is only $500 in your child-care account, Reliant would wait to pay the reimbursement until the account has sufficient funds to pay the full reimbursement. However, we do allow a missionary to submit a large reimbursement but then request it be paid out at a lower amount (see below).
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Q: Is there a way to request a submitted child-care reimbursement be paid out at a lower amount?
A; Yes. This action would forfeit the remaining amount from being paid out. You must initiate the request to reduce a child-care reimbursement amount. This can be done by sending an email to finance@reliant.org such as, "Please pay my January child-care reimbursement of $1,000 using the $500 that is available in my child-care account."
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Q: Can I pay a relative for
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child-care costs?
A: Yes. You can pay a relative as long as that relative is not a dependent child under the age of 19 that resides within your home.
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Q: What types of child-care expenses are NOT eligible for reimbursement?
A: The following expenses are not eligible for reimbursement under an IRC Sec. 125 or 129 plan.
- Expenses for kindergarten, if the expenses are primarily educational in nature, regardless of half- or full-day, private or public school, state mandated or voluntary.
- The cost of schooling for your child(ren) enrolled in kindergarten or higher.
- The cost incurred to send your child(ren) to overnight camp.
- The cost of transporting a qualifying person to and from a care location or from a care location to school.
- Dependent care costs you pay while you are off from work because of illness or injury.
- The amounts you pay to a dependent that you or your spouse, if you are married, can claim as an exemption.
- Daycare for a child aged 13 or older.
- Nursing Homeshomes.
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Q: Is there a deadline for submitting child-care reimbursements to Reliant for a given year?
A: Yes. We must receive all child-care reimbursements for the previous year no later than January 31 of the following year.
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Q: What happens if I do not incur child-care costs for the total amount that was withheld per my cafeteria form election (basically, what if there are funds left over that I don't have reimbursements to submit? What happens to my money?)
A: Child-care funds do not roll over. Therefore, if you have $400 in the child-care account that is not used for costs incurred by December 31st, you will forfeit a portion of the funds. Any remaining balance not used is divided amongst all of the child-care cafeteria plan participants. We then pay that money back to the participants as taxable income in the following year. Therefore, if you have remaining funds in the child-care account, you will likely only get some of the money back, as some of the money will also go to the other participants in the program.
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Q: Are foster care dependents eligible for this benefit?
A: A foster child is eligible as long as the child is considered a dependent of the employee for federal income tax purposes. This means the employee must provide more than half of the financial support (Sec. 152(c)(1)(D)), the foster child must live with the employee for more than one-half of the year (Sec. 152(c)(1)(B)), the foster child must be less than 19 or a student less than 24 on December 31 (Sec. 152(c)(1)(C)), and the foster child was placed with the employee by an authorized placement agency or by judgment, decree, or other order a court (Sec. 152(f)(1)(C)). And the placement is formal (see the preceding sentence). (This is an IRS regulation.)
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Reimbursement instructions for monthly child-care expenses
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| Please Please fill out your reimbursement forms and submit them to finance@reliant.org on a monthly basis. If you have multiple service providers in a given month, please fill out one reimbursement form for the entire month for each provider , and attach all receipts for the amounts paid to that provider within the month. For example, if you have 2 have two babysitters that you paid weekly, you can either create one receipt for all the weekly payments for each babysitter to sign (so you create a monthly summary receipt for the babysitters to sign) or attach a receipt for each weekly amount paid to the babysitters within the month. Then you would fill out one reimbursement form for each babysitter for the month. |
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- The top portion of the form: Name, FD#, address, etc.
- Amount of reimbursement: enter the full amount of the child care paid for dates of service
- Dates of service: Enter starting and ending dates (we ask that the form be for only one month of service, same as for reimbursements)
- Type of Service Provider: Select either Individual or Business
- Service Provider Name: Name of individual or business providing the child care
- Service Provider Address/Phone
- Service Provider Employer ID: If you selected "Business" as the type of provider, this will be the business employer ID #
- Check the boxes that apply (per instructions on the form)
- Use the Receipt tab to include a scan or photo of your child care expense receipt
- Share the form with finance@reliant.org (using your reliant.org email address). If you haven't added the receipt to the Receipt tab, email the scan(s) as attachments to finance@reliant.org.
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