Overview of the Benefit 

Welcome to your Wellthy Caregiving Reimbursement Benefit! Through RSM, eligible employees in the United States and Canada receive an annual reimbursement pool to help manage caregiving responsibilities when regular care arrangements are unexpectedly unavailable or when work demands extend beyond normal caregiving hours.

Whether your regular caregiver is sick, daycare is closed, busy season client deadlines require late-night work, or business travel creates a sudden care gap, you can draw from your annual reimbursement allowance. You can choose your own qualified personal caregivers or leverage Wellthy's Care Specialists to help research and source care options for you. Regardless of who finds the care, all backup and extended care functions on a reimbursement basis—you pay the provider directly and submit your receipt for reimbursement.

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General Eligibility

To be eligible for the Caregiving Reimbursement Program, employees must meet the following criteria:

• Work Status & Location: Regular US or Canada employees 
• Employment Status: Active employee at the time of the requested reimbursement.
• Care Recipients: Responsible for a dependent child age 17 or younger, an adult/elderly dependent with documented special needs, or a household pet.
• Owners, Partners & Principals: Owners, including Partners and Principals, are not eligible for caregiving reimbursement, but retain full access to Wellthy Care Concierge and Backup Care platform resources.

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Overview on RSM’s Backup Care Program 

When to use backup care 

Reimbursement is available when your normal care arrangements fall through unexpectedly:

• Daycare or school closures (including weather-related or emergency closures).
• Caregiver illness or emergency.
• Scheduled caregiver vacation when alternative care could not reasonably be arranged.
• Child illness preventing school/daycare attendance (that does not require hospitalization).
• Work-related travel or mandatory business events creating a temporary childcare need.

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Reimbursement is also available when work demands extend significantly beyond normal work hours:

• Extended Service Hours: Working beyond your normal schedule to meet client or internal business deadlines.
• Busy Season Demands: Consecutive days or weeks of extended work hours during peak business periods.
• Evening & Weekend Work: Required evening work extending past your customary workday, or required weekend work for client engagements.
• Business Travel: Overnight business travel, early-morning departures, late-night returns, or multi-day client meetings/training.
• Firm-Required Events: Mandatory evening client events, recruiting, or training held outside normal hours.
• Unplanned Business Demands: Urgent client matters or time-sensitive transactions requiring unexpected extended hours.

For remote workers, the care need must arise from temporary, work-related circumstances requiring uninterrupted, focused participation beyond normal work expectations:

• Facilitating or presenting virtual training programs, webinars, or client presentations requiring extended continuous attendance.
• Proctored professional certification or licensing examinations required or encouraged by the firm.
• Participation in all-day virtual conferences, summits, or leadership meetings.
• Peak business period demands requiring consecutive days of extended hours beyond normal schedules.

Pet care reimbursement is available when temporary work demands disrupt normal pet care arrangements:

• Extended client service hours (late-night client deliverables, busy season hours, weekend work).
• Overnight business travel, multi-day conferences, or late travel returns.
• Firm-required evening events or emergency client issues requiring prolonged time away from home.

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What’s excluded

Reimbursement is not available for foreseeable childcare or routine expenses: 

• Everyday childcare expenses during regular work hours, regular before/after-school care, or ongoing nanny/daycare costs.
• Everyday childcare expenses during the summer, like summer camps 
• Care provided by the employee's spouse, partner, another legal guardian, or a member of the household.
• Nannies or caregivers employed on a permanent basis (unless representing incremental backup hours due to a qualifying event). 
• Care needed while on vacation/leave, for personal appointments, date nights, social events, or personal convenience.
• Regular pet food, routine boarding, veterinary care, grooming, pet insurance, or recurring walking services during normal hours.

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Your Program Design: Who is covered and how the subsidy works

Through RSM, eligible employees get an annual reimbursement pool of $2,500 per calendar year to help cover those unexpected care gaps so you can stay focused and present. 

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Your program runs on a simple "Pay First, Get Reimbursed" model. You’ll pay your caregiver or facility directly, request a reimbursement through Wellthy, and Wellthy will process your reimbursements dollar-for-dollar up to your daily coverage limits.  

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You have full flexibility in choosing who provides care. RSM subsidizes actual care costs dollar-for-dollar up to specific category caps as noted below: 

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• Child & Adult Care: Up to $150 per day. You may use providers from Wellthy’s Care Network (daycares, centers, in-home agencies) or your own out-of-network personal providers (trusted babysitters, friends, neighbors).
• Pet Backup Care: Up to $50 per day (capped at a $500 maximum out of your $2,500 annual pool). You source your own providers and submit for a reimbursement. 
• Business Travel: Reimbursed up to $500 per trip for caregiver travel expenses (airfare, baggage fees, mileage) when mandatory travel requires a caregiver to accompany a dependent. (Meals and other non-travel caregiving expenses are excluded; total travel reimbursement counts toward the combined $2,500 annual cap).

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Other important program policies

• You can request or schedule backup care up to 90 days in advance.
• Requests are limited to a maximum of 3 consecutive days per occasion to ensure the benefit remains available for short-term emergency backup needs.
• Any costs exceeding the daily coverage caps are the responsibility of the RSM employee.
• Unused funds in your $2,500 pool do not roll over to the next calendar year.
• Reimbursement submissions must be at least $25.

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How to use your benefit

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For Children & Adults 

For children and adults, you have two flexible paths—you can ask Wellthy to research and find care for you, or you can use someone you already know.

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A. Need help finding a caregiver? Let us handle the research!

1. Go to your Backup Care Dashboard and click “Request Care” 
2. Provide more about who needs care and for when, along with some preferences you may have. 
3. We’ll present up to three personalized vetted options.
4. Select the option that works best for your family — we can secure the booking, but you will be responsible for paying the provider directly.
5. Once care is complete, don’t forget to submit your reimbursement request — select “Get Reimbursed” to submit a claim and upload proof of payment within 30 days for reimbursement.

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B. Already have a trusted sitter or center?

1. Add them to your Backup Care Circle: Save your favorite babysitter, neighbor, or local drop-in center to your dashboard to make future requests even more seamless.
2. Arrange care directly with your provider and pay them as you normally would.
3. Log into your account and navigate to your Backup Care Dashboard and select “Get Reimbursed” to submit a claim and upload proof of payment within 30 days for reimbursement.

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For Pet Care needs 

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Pet care is strictly reimbursement-only, meaning you’ll handle the booking directly.

1. Hire a pet sitter, dog walker, or boarding facility when a work disruption pops up.
2. Pay the sitter or facility at the time of service.
3. Head to your Backup Care Dashboard and select “Get Reimbursed” to submit a claim and upload a proof or payment within 30 days. 

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Getting Started: Activate your Wellthy Account 

1. Visit your custom portal: wellthy.com/member/rsm
2. Click ‘Activate my account’ and register with your RSM work email address.
3. Enter your Employee ID if prompted (found in Workday).
4. Enroll any child dependents, adult loved ones, or pets to your account.

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Backup Care Circle: Adding Your Preferred Providers

You can add trusted personal caregivers, regular babysitters, or favorite daycare centers to your Backup Care Circle on your dashboard. Click ‘Providers’ Think of this as your "speed dial" list for quick scheduling and reimbursement when an unexpected gap occurs.

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Wellthy Wallet: Linking Bank Account

To receive reimbursements, you’ll need to set up your direct deposit account details in your Wellthy Wallet during onboarding. This ensures approved reimbursement claims are deposited directly into your bank account without delay. 

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What to Expect as a Member

1. Direct payment & reimbursement: You’ll pay your caregiver or care facility directly. Wellthy doesn’t handle direct billing for RSM team members, so simply submit your receipt after care is completed to get reimbursed.
2. Safety and vetting: All providers in Wellthy’s Care Network undergo comprehensive and rigorous screening processes. If you choose to source an out-of-network personal caregiver, you remain fully responsible for screening, interviewing, and verifying their qualifications yourself.
3. Stay in the loop: Keep an eye out for updates from Wellthy’s Backup Care Specialists and reply quickly so we can confirm your care details without delay.

Cancellation Policy

This is most critical for when Wellthy helps book backup care on your behalf. 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.

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We know plans can shift unexpectedly! Because cancellation policies vary by provider, your Backup Care Specialist will always share the specific provider’s cancellation policy before finalizing any booking so there are no surprises. 

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If You Need to Cancel Care (> 24 Hours in Advance)

• If Wellthy sourced the care for you, simply ask your Backup Care Specialist to cancel or contact the provider directly. If you self-sourced care (or booked pet care), contact your caregiver or facility directly.

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If You Need to Cancel Care (< 24 Hours in Advance)

• If you cancel last-minute, the provider may charge a cancellation fee or retain your payment according to their rules.
• Any non-refundable cancellation fees charged by the provider cannot be submitted for reimbursement through your Wellthy subsidy pool. No reimbursement will be issued for care that did not take place.

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What Happens if the Provider Cancels on You?

• If a provider cancels your confirmed booking, your Backup Care Specialist will immediately jump in to help secure replacement care. We also recommend tapping into your personal Backup Care Circle for added coverage.
• If replacement care cannot be secured, no funds are deducted from your subsidy. 

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Reimbursement process

To receive reimbursement, submit your claim via your Wellthy dashboard within 30 days of the care event. Click “Get Reimbursed” to initiate a reimbursement and be sure to include the following information: 

1. Qualifying Event Description: A description of the qualifying backup, extended care, or travel event that created the care need. 
2. Proof of Payment: Upload a credit card receipt, invoice, cancelled check, or bank transfer screenshot (e.g., Venmo, Zelle, PayPal).
3. Caregiver Information: Provide the caregiver/center name and relationship (caregivers cannot be a spouse, partner, or legal guardian).
4. Care Details: Indicate care dates, total hours provided, and care recipient names.
5. Employee Attestation: Digital confirmation attesting that the request is for a qualifying care need under the program and that all submitted information is complete and accurate. 

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Once submitted with proper documentation, claims are reviewed and approved reimbursements are deposited into your linked bank account within 5–7 business days.

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Scenarios

• Scenario A: Daycare Closed Due to Weather
  Your child's daycare closes suddenly due to snow. You hire your neighbor's adult daughter for 8 hours for $20/hr ($160). You pay her via Venmo, submit the reimbursement claim along with the receipt to Wellthy, and receive the daily maximum reimbursement of $150.
• Scenario B: Late-Night Work During Busy Season
  During busy season, client deliverables require you to work until midnight. You pay a babysitter $120 for evening childcare. You submit a receipt and receive a $120 childcare reimbursement from your annual pool. 
• Scenario C: Unexpected Work Travel
  You have mandatory client travel and need a caregiver to travel with your nursing infant. You pay $300 for the caregiver's airfare. You submit receipts and receive $300 for caregiver travel expenses and from your $2,500 pool

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Frequently Asked Questions

• Is backup care only available when I am scheduled to work? Yes, backup care is intended to cover unexpected gaps in your regular care arrangements so you can fulfill your work duties.
• Can I use backup care if my child is mildly sick? Yes, child illness preventing school/daycare attendance (not requiring hospitalization) is a qualifying event. Because most centers do not accept sick children, in-home or personal network care is recommended.
• Can I use backup care for summer camps? No. Summer camps are explicitly non-qualifying events under RSM policy.
• How can I check what’s left in my subsidy? You can view historical use on your Backup Care Dashboard, as well as in the Wellthy Wallet. 
• Is this benefit taxable? Yes, the value of back-up care and pet care will be taxed as imputed income and any related withholdings will apply. Any subsidy use will be reported to RSM for applicable tax withholding or other payroll adjustments in compliance with local, state and federal tax laws. Please consult with a tax professional for further guidance. (Note: Expenses reimbursed under this program are not eligible for reimbursement under a pre-tax Dependent Care Flexible Spending Account (DCFSA).) 
• How do I contact Wellthy for help? Backup Care Specialists are available 24/7. Log into wellthy.com/member/rsm to schedule backup care and submit a reimbursement. For anything else you can call +1 877 588 3917 or email support@wellthy.com.