PhD Child Adoption Assistance Program

The University of Chicago will reimburse eligible PhD students for costs associated with adoption, up to $5,000 per adoption per family, with a maximum lifetime benefit of $10,000 per family.

Application Process

At least 90 days prior to the adoption,

  1. The applicant must provide “Notice of Intent to Adopt” to GRADHelp (gradhelp@uchicago.edu)
  2. The applicant must provide a written statement from the adoption agency indicating the anticipated date of placement, anticipated date(s) of travel, and estimate of adoption costs.

Within 90 days following the placement of the adopted child,

  1. The applicant must submit an Adoption Assistance Claim Form available upon request from GRADHelp.
  2. Itemized receipts for expenses are required for documentation.

The University of Chicago will provide payment after receiving proof of adoption and confirmation of eligibility and proof that all policy requirements have been met.

Applicants are expected to provide information that is true, complete, and given in good faith. Applicants who falsify any information or supporting documentation will be required to pay back any and all reimbursement in full, will be deemed ineligible for future adoption assistance reimbursements, and will be referred for area disciplinary action.

Eligibility

PhD students are eligible to begin the application process for adoption benefits immediately upon matriculation. For a PhD student to receive the benefit, applicants must meet the following requirements:

  1. The adoption must occur while the applicant is an enrolled, degree-seeking student in a UChicago PhD program.
  2. Applicants must be either (1) registered in the quarter they receive the reimbursement, as a full-time UChicago PhD student in good academic standing or (2) on an approved parental leave of absence per the Parental Relief Leave of Absence policy.
  3. If a student and their spouse, University-Registered Same-sex Domestic Partner, or Illinois Civil Union Partner are both affiliated with the University of Chicago as a benefits-eligible employee or currently enrolled PhD student, only one member may use the benefit.
  4. Non-U.S. citizens must hold a valid visa and be eligible to receive income at the time of award.

To be considered for this benefit, an adopted child must:

  1. Be under 18 (unless the child is physically or mentally incapable of caring for themselves, which is known as a special needs adoption);
  2. Not be the child of the student’s spouse or partner;
  3. Meet the purpose and intent of this benefit (children not otherwise in a family unit); and
  4. Not be subject to reimbursement under another University program or a similar benefit provided by another employer.

Reasonable expenses directly related to the adoption are reimbursable such as:

  1. Agency and placement fees
  2. Legal fees and court costs
  3. Medical expenses of the birthmother
  4. Medical expenses of the child incurred prior to the adoption that are not covered by insurance
  5. Temporary foster care costs
  6. Immigration, immunization, and translation fees
  7. Transportation and lodging

Expenses incurred in connection with an adoption will not be reimbursed if such expenses: (i) are incurred in violation of state or federal law; (ii) are incurred in carrying out a surrogate parenting arrangement; (iii) relate to adoption of the child of a spouse, University-Registered Same-sex domestic partner or Illinois Civil Union; or (iv) are reimbursed under any other arrangement.

Information for Awardees

Reimbursements are taxable to the recipient, and depending on the student’s immigration status, the University may have a legal obligation to withhold taxes from the payment and report it. Recipients should consult a tax advisor for an understanding of their reporting obligations to the IRS and / or Illinois Department of Revenue. In order to receive the stipend, domestic students may be asked to provide copies of the Form W-9 and foreign students may be asked to provide copies of Form W-8, Form UPP-192, – and a copy of their current visa (DS-2019 or I-20). Adoption assistance reimbursements may also affect student loan borrowing eligibility, and awardees should consult Graduate Financial Aid with questions related to student loans. Reimbursement recipients who do not provide appropriate documentation when requested will forfeit eligibility.