Welcome to Childrens' Creative Learning Centers (CCLC) Back Up Child Care Reimbursement program for TIBCO Families. This program will provide quick and easy reimbursement of funds when a TIBCO family has had to make alternative arrangements and pay out of pocket for emergency back up care.

What is Back Up Child Care?

When your primary care arrangement breaks down or is unavailable and you need to make alternative arrangements. For example, when your usual center or family child care home is closed or the provider is ill, this program assists you through reimbursing the funds paid for an alternative care provider for the day. CCLC manages the reimbursement of these funds for TIBCO.

Back Up Care Reimbursement Facts

How do I get started?

• Complete the Back Up Child Care Reimbursement Registration Form (PDF). Fax the completed form to 800-854-2707. Once your paperwork has been processed you will receive a "Welcome" e-mail.
• When you find you are in need of back up care and one of the CCLC centers is either un available or inconvenient for your needs, you will need to make alternative arrangements. Please note the reimbursement program CANNOT be used to pay for additional days at CCLC if you have used your 5 pre-paid center based back up care days.
• Who is eligible to provide care through the reimbursement program?
  Reimbursements will be approved when care has been provided by one of the following:
  • Licensed Child Care Center
  • Licensed Family Child Care Home
  • Nanny and or Babysitter

You may use a relative as long as they are not the usual primary caregiver for the child. A Tax ID Number or Social Security Number will be required to verify eligibility. A custodial guardian cannot provide care for a child. All individuals providing care must be over 18 years of age and have a valid Social Security Number. Reimbursement will not be paid for any type of camp or lessons.

• Back up Care Reimbursement Requests are subject to verification. Misuse of the program shall be reported to TIBCO and shall be subject to disciplinary action.

How Do I receive reimbursements?

• You will need to complete the Reimbursement Request Form (PDF) and bring it with you to the center/care provider you are using for the day so he/she can verify the information and sign the form. Please note this program does NOT pay you in advance for child care. You can only submit for reimbursement AFTER care and payment have taken place!
• Obtain a receipt from the provider to submit with the Reimbursement Request From.
• Reimbursement requests MUST be submitted within 90 days of the date that care takes place. Any reimbursement requests received more than 90 days after care takes place will be denied. Reimbursements will be accepted for care taking place after August 1, 2007, all others will be declined.

What Information is requested on the Reimbursement Form?

You will need to provide the following information:

• TIBCO Employee Name, E-mail, Home Address and Employee Number
• Name, Address, Signature and Tax ID or Social Security Number of Care Provider
• Child's Name and Date of Birth
• Date and hours of care
• Amount Paid for Care

All of the above mentioned information MUST be provided to process the reimbursement request.

Where do I send my completed Form?

• Once the Reimbursement form has been completed and signed by the care provider, please fax it to: CCLC Inc. Attn: TIBCO Back Up Child Care Reimbursements at
  800-854-2707. Or send a scanned copy to TIBCO@cclc.com
• You will receive a confirmation e-mail within 48 hours to alert you that the form has been received.
• Please allow 21 days for processing of paperwork. The check will be mailed to your home address. Incomplete or illegible information on the form will hold up the reimbursement process.
• For questions regarding a recently submitted reimbursement please contact TIBCO@cclc.com with the date you submitted the request and the last name of the TIBCO employee.

What is the maximum reimbursement I can request?

• TIBCO families are eligible for a maximum daily reimbursement of $50.00 per child, with a maximum reimbursement of $250.00 per year.
• Each time a reimbursement is processed you will receive a statement of available funds for the remainder of the year.

If I use back up care services at the end of one year but don’t submit the reimbursement request until the beginning of the next year, what year’s funds are used for my reimbursement?

The funds for the reimbursement come from the year that the request is submitted, not the year in which the services occurred. For example, if you are seeking reimbursement for care provided in December 2009 but you submit the request in January 2010, your reimbursement will be paid from your available 2010 funds.

Frequently Asked Questions

Why Do I need to register?

Registering for the program allows CCLC to provide a better level of service to you. Before a reimbursement request is submitted we can verify your information and eligibility to use the program. CCLC also publishes a Newsletter that will keep you up to date on special events, when we will be on site, reminders and much more.

Why do I need to submit my form within 90 days of care being used?

CCLC provides monthly reports to TIBCO on the amount of reimbursement funds disbursed to employees. To keep these records accurate and up to date, we must place a limit on how far back employees can submit requests.

Can I still use Back Up Care if I have used my allotted funds?

TIBCO supports families using the center based back up care program. All children will receive no more that 5 days of back up care per year paid by TIBCO. However, once you have used your 5 Pre-paid days per child for the year OR you have used your $250 per child reimbursement you cannot utilize the other back up care benefit. You can use a combination of center based pre paid care and reimbursement funds but the total days used per child in a year cannot exceed 5 days unless the employee is paying for the additional days.

For more information contact us at (888)552-2288.