Program Overview

The Workplace Engagement and Development Fund Childcare Support is a donor-funded program designed to provide additional, flexible financial support for childcare-related expenses for eligible WHOI employees. The program recognizes that childcare needs can extend beyond the limits of existing benefits and is intended to supplement, not replace, WHOI’s current dependent care offerings.

This benefit operates as a separate program from WHOI’s dependent care benefit and dependent care FSA and is administered through a distinct application and payment process.

This program is intended to advance research and engineering careers at WHOI by reducing barriers to participation in critical professional activities. By providing flexible childcare support, the program enables employees to fully engage in research, fieldwork, travel, training, and other career development opportunities that are essential for professional growth, visibility, and contribution to WHOI’s scientific and technical mission.

Relationship to Existing WHOI Benefits

This program runs concurrently with WHOI’s dependent care benefit and dependent care FSA. Employees may participate in both programs; however, the same childcare expense may not be reimbursed by more than one benefit or program.

Payments made under this program are processed through payroll and are considered taxable income.

Eligibility

• To be eligible, applicants must
• Scientific, research, and engineering technical staff
• Be a current WHOI employee in good standing at the time of application.
• Hold an appointment that is benefits-eligible under WHOI policy (see WHOI Benefits Eligibility Guidelines).
• Have qualifying childcare expenses incurred to support their ability to meet work responsibilities.

Qualifying Dependents

For purposes of this program and under IRS dependent care guidance, a qualifying dependent is defined as:

• A child under the age of 13; or
• A dependent over age 13 who is disabled and requires care.

Allowable Expenses

Funds may be used to support childcare-related expenses, including but not limited to:

• Licensed childcare or daycare centers
• In-home childcare providers
• Before- and after-school care programs
• School vacation or summer childcare programs

Childcare provided by a family member may be eligible if the individual is not the employee’s spouse or dependent and provides documented childcare services at an established hourly rate.

All expenses must be documented and must not have been reimbursed through another WHOI benefit or external program. Eligible expenses must have been incurred on or after January 1st, 2026.

Non-Allowable Expenses

Funds may not be used for:

• Expenses already reimbursed through another WHOI benefit, program, or external source
• Informal or undocumented care arrangements
• Expenses that cannot be documented by a provider receipt or certification.

If you have questions about whether your expense is eligible, please contact  natalie.nevarez@whoi.edu.

Award Amounts

• Maximum award per employee per calendar year: $5,000 total (across any number of dependents)
• Awards are subject to overall program funding availability.
• Awards may be less than the maximum depending on documented expenses and available program funds.

Application Timing and Review

Applications will be accepted on a rolling basis until funds are expended. Applications will be reviewed in the order they are received.

Application Process

Applicants must submit:

• A completed application form
• Documentation of eligible childcare expenses

Applications should be submitted via email to:

• natalie.nevarez@whoi.edu
• Copied to: benefits@whoi.edu

Incomplete applications or applications lacking required documentation may be delayed or returned for revision. Submission of an application does not guarantee funding.

Review and Approval Process

Applications will be reviewed for completeness and eligibility based on the criteria outlined herein.

Requests that meet all program requirements will be approved up to the individual maximum award amount. The program does not involve discretionary or needs-based assessment beyond the stated eligibility and expense criteria.

Payment and Taxation

Approved awards will be:

• Processed through WHOI payroll
• Treated as taxable income and reported accordingly

Program Administration

This program is administered by the Office of Organizational Development in partnership with People Operations and Payroll.

Questions

For questions regarding eligibility or the application process, please contact:

• natalie.nevarez@whoi.edu