POLICY

It is the policy of Saint Louis University to support employees in their efforts to balance the demands of the workplace, their personal needs, and the needs of their families. Saint Louis University provides assistance to eligible staff, faculty and administrators who are building their family through adoption and recognizes the investment of time and financial resources required by the adoption process. The University provides financial reimbursement for adoption-related expenses. Leave time for adoption is provided through the Family and Medical Leave Act policy, and other leave policies, where applicable.

SCOPE

This policy applies to all full-time staff and faculty of Saint Louis University who have completed twelve (12) months of employment and have met the eligibility requirements for the Family and Medical Leave Act policy, 3.6.9. This policy applies to adoptions in which placement of the child occurred after July 1, 1999.

PROCEDURE

Upon placement of the adopted child, complete and submit an Adoption Reimbursement Request Form to the Human Resources office on your campus. Eligible adoption related expenses would be reimbursed to a maximum of $6,000 for agency and non-step child adoptions. For adoption of a stepchild, the adoption reimbursement maximum amount is $1,000. Expenses related to an adoption that are reimbursable include:

Agency, home study, and placement fees
Legal fees and court costs
Medical expenses of the birth mother
Medical expenses of the child, not covered by insurance
Temporary foster care costs
Immigration, immunization and translation fees
Transportation and lodging
The child’s passport and visa fees
Documented unpaid leave time incurred by the SLU employee

The Adoption Reimbursement Request Form, a certified or notarized copy of the record of placement or final court order, and itemized receipts may be submitted up to six (6) months after placement of the child in the employee's home. No requests may be submitted after the six-month period has ended.

The adoption reimbursement benefit may be utilized only once during a twelve (12) month period.

An adopted child must be under the age of 18 at the time the adoption becomes finalized. If an employee and the other adoptive parent both work for the University, only one employee can utilize the adoption reimbursement benefit.

If an employee voluntarily separates from the University within six (6) months after utilization of the Adoption Reimbursement benefit, the employee will be required to reimburse the University for the amount of the benefit received.

TAXATION OF BENEFITS

Amounts provided to an employee for adoption reimbursement will be recorded as income. Employees utilizing the adoption reimbursement plan should consult the IRS (1-800-TAX-FORM) or the employee’s tax preparer regarding possible exclusion of adoption-related expenses from the employee’s taxable income.

COORDINATION WITH OTHER BENEFITS

At the time of placement, you may add your child to your medical and group life insurance policies. In addition, qualified employees may enroll in the Dependent Care Assistance Plan. Any additions to your benefits plan must occur within 31 days of placement. You will need completed change forms and a copy of the adoption agreement or order of placement in order to enroll. Please consult the plan documents located in the Benefits office for complete details regarding each benefits program.

COORDINATION WITH LEAVE POLICIES

The Family and Medical Leave policy provides an employee with up to twelve (12) weeks of unpaid leave for qualifying events, including adoption, when the employee meets the eligibility requirements (see policy 3.6.9 in the Policy and Procedures Manual). Staff may be eligible to use up to 10 days of accrued sick leave after placement of a child, under the caregiver leave designation, in place of unpaid FMLA time with the approval of their Vice President and Human Resources. Please refer to the Family & Medical Leave Act policy 3.6.9 and Staff Sick Leave policy 3.6.8 for additional information. In addition, staff must use their accrued vacation and caregiver leave prior to utilizing unpaid FMLA leave. FMLA leaves for adoption must be coordinated in advance with your supervisor and the Human Resources office. Eligibility requirements as stated in the Family and Medical Leave policy, 3.6.9, must be met to utilize leave time.

Adoption Form