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Regular full-time employees may be reimbursed for adoption related expenses incurred on or after the first day of the fourth month following date of hire.
Rensselaer will reimburse any regular full time employee for adoption related expenses, up to $1500 incurred on or after January 1, 2004, for the adoption of a child. Adoption related expenses include travel to pick up the child and costs incurred to the birth mother. All expenses for which you wish to be reimbursed will need to be submitted to the Division of Human Resources with a copy of the receipt and the cost identified on the receipt. To quality for this benefit, the adopted child must be under the age of 16.
Who is eligible?
Rensselaer employees must complete 90 days of continuous service before becoming eligible for this benefit. The 90 days of service will begin at the time an employee is classified as a Regular, Full Time Status.
Employees must be an employee with the required employee classification at time when expense is incurred, when the adoptive child is placed with you for adoption and when you are granted legal custody.
To be considered eligible for adoption assistance, the individual being adopted must be an unrelated minor under the age of sixteen (16). The adoptive child may not be a relative or stepchild if either of the biological parent(s) are living. The adoptive child may not be the child of the employee's spouse or domestic partner.
Employees adopting children can apply for up to 12 weeks unpaid leave under the Family Medical Leave Act (FMLA). In the event that an employee and spouse work at Rensselaer only one FMLA will be granted.
For which expenses can an employee be reimbursed?
The adoption assistance program provides financial assistance consisting of reimbursement for specific adoption related expenses as follows:
- Licensed private or public adoption agency fees, including fees for placement and parental counseling
- Legal costs, including attorney’s fees and court costs
- Charges for transportation to obtain physical custody of the adoptive child
- Transportation expenses include reasonable and customary travel expenses for both the adoptive parents and the adoptive child and must be associated to the adoption process. This includes meals & lodging
- Immigration, child's immunization, and translation fees
- Temporary foster care expenses before placement
Eligible expenses will be covered up to a maximum of $1,500.00 per adopted child. The lifetime maximum amount to be reimbursed is $4,500.00.
What is not reimbursable?
- Expenses that violate state and federal law
- Expenses for carrying out any surrogate parenting arrangement
- Expenses paid using funds received from any federal , state, or local program
- Costs associated with legal guardianship
How do I apply?
You must notify the Human Resources Office in writing within 30 days of when the adoption proceeding has commenced.
When the adoption is final, submit the Rensselaer Adoption Assistance Program Reimbursement Application Form with itemized bills, proof of payment, and a certified copy of judicial order of adoption to the office of Human Resources at the following address:
Rensselaer Polytechnic Institute
Division of Human Resources
21 Union Street
Troy, NY 12180
Additional documentation may be requested regarding itemized bills. Written requests for reimbursement must be made within 30 days after the adoption is final. Financial assistance reimbursement will be made only after the adoption is finalized in court and the decree and birth certificate is awarded to the employee seeking reimbursement. Reimbursements will be made directly to the employee requesting the reimbursement(s) and adjusted into the employee’s paycheck.
Financial reimbursements will be considered taxable income and are subject to tax withholdings at the time of payment. Adoption assistance benefits are subject to Federal Income Tax, State Income Tax, City Wage Tax, and FICA withholdings.
Employees who want to cover an adopted child under Rensselaer’s medical and or dental plan(s) must do so within 30 days of obtaining legal custody of the child. A certified copy of judicial order of adoption will be required at time employee requests to add adoptive child to any benefit plan.
Requests for exceptions to this policy must be made in writing to:
Louis A. Padula
Manager of Benefits & Retirement
Rensselaer Polytechnic Institute
Human Resources Division
21 Union Street, 2nd Floor
Troy, NY 12180