Program Details for Harvard University

Overview

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Who can use this benefit? 

Backup Care is available to eligible Harvard University employees. Before you can access Backup Care through Wellthy, you will need to complete Harvard's waiver which can be found here.

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After you’ve completed the waiver, it will be sent to Wellthy within 24 hours. You’ll then create your account at wellthy.com/member/hu and confirm your eligibility as a Harvard University employee by providing your HU ID. From there, you can access Wellthy anytime at wellthy.com/member/hu.

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‍Please note that if you have not completed the waiver you will receive an error that your eligibility cannot be verified. You must complete the waiver before creating an account with Wellthy. If you have not yet signed the waiver and you have an urgent care need, please contact Harvard’s Office of Work/Life at worklife@harvard.edu who can help you access your Wellthy benefit.

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What's included in this benefit?

As a benefits-eligible Harvard University employee, you can access up to 20 backup care days for child or adult loved ones per fiscal year, which runs July 1st through June 30th each year. Harvard subsidizes the cost of backup care based on the provider network. You are responsible for a copayment based on your salary and any costs that exceed the subsidized amount provided by Harvard.

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Subsidy Details:

• Wellthy’s Care Network: Up to $225 per day
• Harvard’s Network: Up to $200 per day
• Personal Network: Up to $175 per day (A maximum of 3 days per fiscal year can be booked using your Personal Network)
  

Copayment Details:

• Employees earning less than $110,000/year: $50 per day
• Employees earning $110,000/year or more: $100 per day
  

Backup Care Policy Details:

• Daily Booking Requirements: A backup care request must be a minimum of 4 hours.‍
• Consecutive Days: A maximum of 5 days can be booked consecutively.‍
• Personal Network: A maximum of 3 days per fiscal year can be booked using your Personal Network (family, friend, neighbor, etc.). Parents and grandparents are not eligible for reimbursement under the program. ‍
• Summer Camps: Summer Camps are not eligible providers under the program. ‍
• Reimbursement Criteria: Employees may be reimbursed in the following scenarios:
  
  • Urgent care needs within 24 hours. You are required to work with a Wellthy Backup Care Specialist to book and schedule the care, however, you will pay out of pocket and be reimbursed.
  • In addition to urgent care needs, employees can request a reimbursement for up to 3 days per fiscal year.
  • Beyond the above, you are required to work with a Wellthy Backup Care Specialist who will book, schedule, and pay the care provider on your behalf.‍‍
• ‍Tax Considerations: Harvard considers Backup Care to be a taxable benefit. For more detailed information regarding the breakdown of how imputed income is calculated, details on the timing of tax withholding, other relevant dependent care benefit limits, and for any questions regarding your tax withholding, please contact Harvard University’s Office of Work/Life.

• Rollover Policy: Unused days do not carry over to the next fiscal year.

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Getting Started

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Activate your Wellthy Account

1. Before you can access Backup Care through Wellthy, you will need to complete Harvard's waiver which can be found here. After you’ve completed the waiver, it will be sent to Wellthy within 24 hours. 
2. Create your account at wellthy.com/member/hu and confirm your eligibility as a Harvard University employee by providing your HU ID. From there, you can access Wellthy anytime at wellthy.com/member/hu.

Tips for signing up

Register before you need it. If you think you’ll use this benefit at some point, register in advance to save time when you actually need care. Get ahead of emergencies and proactively: 

• Search Wellthy’s Care Network for providers in your area
• Ask a Backup Care Specialist to search for you
• Add your Personal Network in the system to have on speed dial.

Reminder: if you have not completed Harvard’s waiver you will receive an error that your eligibility cannot be verified. You must complete the waiver before creating an account with Wellthy. If you have not yet completed the waiver and you have an urgent care need, please contact Harvard’s Office of Work/Life at worklife@harvard.edu who can help you access your Wellthy benefit.

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How do I get in touch with Wellthy?

The Wellthy team is ready to support you! 

• You can message our team on our digital platform, which is available 24 hours, 7 days/week.
• For Backup Care requests, Backup Care Specialists are available 24 hours, 7 days/week:
  
  • You can message us directly through the platform or call (518) 243-8025.
• For any technical questions or issues, our Member Support team is here to help:
  
  • Monday-Friday 8am-10pm ET. You can contact us by phone at (877) 588-3917 or email support@wellthy.com

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Wellthy Care Network and Providers

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What kinds of providers will I find in Wellthy’s Care Network?

All types! Wellthy’s Care Network is designed to offer a wide range of solutions tailored to your unique situation. Whether you're looking for convenient local providers, in-home support, enriching activities for your kids (think Boys & Girls Clubs, YMCA programs, arts and crafts, and more!), reliable babysitters, nannies, private caregivers, fun school break camps, or trusted daycare options (both centers and home-based), Wellthy has you covered. Explore the possibilities and find the perfect fit for your family!

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You'll also have access to a special Harvard Community Network of providers — caregivers from within the Harvard community, including students, recent graduates, and retirees.

Please note: Summer camps are not considered eligible for Backup Care under Harvard’s program

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Will I have options, or will I have to use a certain provider?

You will never be required to use a particular provider for Backup Care. Wellthy has created a Care Network of different types of vetted options for you to choose from and our Backup Care Specialists are here to help you find the best-fit provider with availability. 

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You can also use your Personal Network — family, friends or even neighbors who are not your regular caregivers for Backup Care. A maximum of 3 days per fiscal year can be booked using your Personal Network. Parents and grandparents are not eligible for reimbursement under the program.

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Please note: Wellthy does not directly employ or oversee any provider in the Care Network or within an individual’s Personal Network. Wellthy does not take responsibility for the final selection, whether they are sourced by Wellthy, the family, or through other means.

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If employees use a caregiver or center from their Personal Network, they are fully responsible for all vetting and verifying.

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How do I know that the providers in Wellthy’s Care Network are high-quality, safe, and reliable?

Wellthy’s Care Network of backup care options are vetted providers that go through a rigorous screening process. 

• Center-based Care: Wellthy verifies state and federal licensing, considers online reviews across multiple platforms and calls providers to confirm best fit.
• Community-Based Activities and Programs: Similar to the above, Wellthy assesses online reviews, contacts providers to ensure good fit, and checks licensing where applicable.
• In-Home Providers: Thorough review of past experience and comprehensive background checks (criminal, sex offender, SSN trace, global watchlist).

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Please note: Wellthy does not directly employ or oversee any provider in the Care Network or within an individual’s Personal Network. Wellthy does not take responsibility for the final selection, whether they are sourced by Wellthy, the family, or through other means.

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If employees use a caregiver or center from their Personal Network, they are fully responsible for all vetting and verifying.

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Costs and Payments

How much is Backup Care?

The set reimbursement rate of backup care based on the provider network:

• Wellthy’s Care Network: Up to $225 per day
• Harvard’s Network: Up to $200 per day
• Personal Network: Up to $175 per day (a maximum of 3 days per fiscal year can be booked using your Personal Network)

What am I responsible for?

You are responsible for a copayment per backup care day. Additionally, if the cost of care exceeds the set reimbursement rate which includes your copay, you are responsible for the overage. You can use a personal credit or debit card for those costs.

Copayment Requirements:

• Employees earning less than $110,000/year: $50 per day
• Employees earning $110,000/year or more: $100 per day

If you would like to use funds from a Dependent FSA account, you can pay for the copay and cost of care out-of-pocket, then submit for a reimbursement with Wellthy and submit a claim with your Dependent FSA provider.

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How does Backup Care get paid for? 

If you request care more than 24 hours in advance, Wellthy can:

• Book and pay the provider directly on your behalf

If you arrange care with less than 24 hours’ notice or prefer to use your own provider, you can:

• Pay out-of-pocket, then
• Submit a reimbursement request with proof of payment

Reimbursement Criteria: Employees may be reimbursed in the following scenarios:

• Urgent care needs within 24 hours. You are required to work with a Wellthy Backup Care Specialist to book and schedule the care, however, you will pay out of pocket and be reimbursed.
• In addition to urgent care needs, employees can request a reimbursement for up to 3 days per fiscal year.
• Beyond the above, you are required to work with a Wellthy Backup Care Specialist who will book, schedule, and pay the care provider on your behalf.

Can I schedule Backup Care on my own and get reimbursed?

Yes, you can get reimbursed for up to 3 backup care days per fiscal year. You can reserve the care on your own, pay the provider, collect a receipt for the payment, and request a reimbursement on the Wellthy platform by completing a reimbursement form which includes: who provided the care, the date when care was provided, and the amount paid. Examples of acceptable proof include:

• A receipt provided by a care program or caregiver
• A screenshot of digital payment (e.g., PayPal, Zelle, or Venmo)
• A photo of a check written out to the care provider

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How long will it take to get my reimbursement?

Once the appropriate documentation is submitted, a Backup Care Specialist will review within 1 business day. If approved, you’ll receive your reimbursement within 5–7 business days.

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How long do I have to submit for reimbursement?

You have 30 days from the date of care to submit your reimbursement request. Be sure to allow enough time for your request to be reviewed, approved, and processed before the deadline.

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Tax Considerations

Please refer to this flyer for more detailed information regarding the breakdown of how imputed income is calculated, details on the timing of tax withholding, and other relevant dependent care benefit limits. For questions regarding your tax withholding, please contact Harvard’s Office of Work/Life. 

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To view the number of Backup Care days you’ve used, visit your Backup Care Dashboard. There, you can see your total days used per year. In the "Care Events" section, you can click on past events to view a summary of the care provided, including the date and time, care recipients, provider details, and a breakdown of costs.

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It may be that you are able to claim federal, state or local tax credits relating to the childcare expenses covered by the income imputed by your employer. Please note that Wellthy is not qualified to provide personal tax advice. For guidance on your specific tax situation, we recommend consulting a tax advisor.

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Backup Care Allowance

What if I use up all of my Backup Care days for the year and I need more?

If you’ve used all your Backup Care days, you can still access Wellthy’s Care Network to find and book care—you’ll just pay the full cost out of pocket. Wellthy’s Backup Care Specialists will still be available to help you search for care and coordinate everything, even if you used all your days for the year.

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If I have Backup Care days left over at the end of the year, can I roll them over to the next year?

No, unused Backup Care days do not roll over. You’ll receive a new set of days each fiscal year based on Harvard’s program. 

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What if my spouse/partner and I work for Harvard University?

You and your partner are both eligible for your individual allowance. Each employee would need to set up their profile within the Wellthy platform

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How can I use my days across multiple loved ones?

You can use your Backup Care days flexibly, whether you're caring for a child or adult loved one. When booking backup care for multiple loved ones on the same day, Wellthy determines how many backup care days are used by how the provider charges. Here are some examples:

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Backup care for one eligible child + one aging loved one:

• Care for child only = 1 backup care day
• Care for aging loved one only = 1 backup care day
• Care for both on the same day with the same in-home provider = 1 Backup Care day
• Care for both on the same day with different providers (e.g., daycare + in-home aide) = 2 Backup Care days

Backup care for two eligible children

• In-home care for two children with one caregiver = 1 Backup Care day (in-home care is charged hourly, not per child)
• Care for two children with two care providers = 2 Backup Care days
• In-center care (including in-home daycares) at the same care facility for two children = 2 Backup Care days (care facilities charge per child)
• In-center care (including in-home daycares) for two children at two different centers = 2 Backup Care days

Please note that these are examples, and provider requirements may vary. Wellthy will always provide clear, upfront information so you know exactly how many days will be deducted for your backup care request.

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Cancellation Policy

Note: Cancellation policies vary per provider. Wellthy will provide clear expectations around each of the providers cancellation policies when booking care so you know in advance. Cancelling with less than 24 hours notice will require payment and will use a Backup Care day.

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If you need to cancel care more than 24 hours before the scheduled care start time

As long as the cancellation occurs within the provider’s cancellation policy, you can ask your Backup Care Specialist to cancel or contact the provider directly to cancel. 

• You will not be charged a Backup Care day use.
• You will be refunded for your copay if already charged. 
• In some cases, providers may request payment in advance of care to hold the spot. Wellthy will provide clear expectations around each of the providers cancellation policies when booking care so you know in advance. 
• Backup Care Specialists will request a refund from the provider; however it is not guaranteed.

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If you need to cancel care less than 24 hours before the scheduled care start time

You can ask your Backup Care Specialist to cancel or contact the provider directly to cancel.

• You will be charged a Backup Care day use.
• You will be charged your copay and you will not be eligible to receive a refund.
• In some cases, providers may request payment in advance of care to hold the spot. Wellthy will provide clear expectations around each of the providers cancellation policies when booking care so you know in advance.

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What if the provider cancels my confirmed reservation?

Your Backup Care Specialist will make every effort to secure care for you promptly. In these situations, we encourage you to leverage your own personal network for added support.

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If care was not secured after the cancellation:

• You will not be charged a Backup Care day use.
• You will not be charged your copay. 
• All payments will be refunded back according to the type of payment made.

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FAQs

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Can Wellthy’s Backup Care Specialists find and schedule backup care for me?

Yes! Backup Care Specialists are here to help you find and secure care when you need care. They can also proactively help you build a list of potential options for when the time comes — this is called building your Backup Care Circle. Backup Care Specialists are available 24 hours, 7 days/week. 

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What’s a Backup Care Circle?

A Backup Care Circle is like a ‘speed dial’ of your family, friends, preferred and vetted providers. It’s a great planning tool you can turn to when you have to schedule an urgent or planned backup care need.

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How do I build a Backup Care Circle?

On your dashboard, click “Build your Backup Care Circle”. There you will be given options to add your own providers (family, friend, neighbor, babysitter, etc) or choose from the Wellthy’s Care Network.

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What happens if I don’t have a Backup Care Circle when I need to schedule care?

You can either explore Wellthy’s Care Network by clicking, “Find Providers” button and schedule care on your own or enlist the help of a Backup Care Specialist by clicking the “Schedule Care” button, answer a few questions and schedule care on your own or connect with a Backup Care Specialist and they will help you find safe and reliable providers in your area.

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Can I provide feedback about my care experience using Wellthy’s Backup Care?

Once the care event is completed, connect with your Backup Care Specialist for any immediate feedback you would like to share. You will also receive a Wellthy survey by email.

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Is backup care only for when I am at work?

Yes, backup care helps you cover unexpected gaps in your regular care, allowing you to come to work without needing to use your sick leave or vacation time.

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Can I utilize backup care for my loved one who has different abilities (eg. neurodivergent, physical limitations, etc)?

Yes, Wellthy can help locate appropriate options for your loved one with diverse needs.

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If my child is sick, can I use Backup Care?

Yes, you can use backup care when your child is sick, but there are a few things to keep in mind:

• Most group care settings, like daycare centers, programs, camps, and clinics, won’t accept children who are minorly ill or have an injury (e.g. fever above 100°F, a mild cold, cough, sniffles, or a minor injury) 
• In-Home care can be a great option as long as the caregiver understands your child is mildly ill and is comfortable with their condition.

In these moments, family, friends, and neighbors in your personal network are also great options. We encourage families to tap into your personal network and proactively build their Backup Care Circle when possible. Don’t forget, Backup Care Specialists are here to help you build a reliable backup care plan for your family!

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