Back Up Reimbursement Plan

Villanova University Backup Care Reimbursement Program

(Administered by Health Advocate EAP + Work/Life Services)

This plan is administered through Health Advocate, who also provides our Employee Assistance and Work/Life services. All full-time permanent faculty and staff are eligible and the benefit amount described below is provided on a one per family basis.

Eligible Dependents (for your tax dependents only)

Employees develop their own backup care arrangements through formal or informal resources for:

  • Children, including infants through preschool, as well as kindergarten to age 12
  • Elders and adults with disabilities

Examples of Emergency Backup Care

  • Unexpected emergency when the regular arrangement is not available
  • Illness – elder, child or caregiver, child care provider
  •  School or child care closings (weather, teacher meetings, school holidays, etc.)
  • Extensive late evenings/out-of-town travel requires additional evening care at home
  •  Employee needs to work, when they are not normally scheduled to work
  • Parent or parent-in-law, who is normally independent, needs temporary care
  • Spouse, who is normally independent needs personal care (i.e. due to surgery)

Even the most reliable child care and elder care arrangements don’t always run like clockwork. Some interruptions are easier to plan for -- like holidays and school vacations. Others -- like heavy snow that closes your child’s school, or a care provider’s sickness -- come out of the blue, leaving you to scramble for coverage.

No matter what the cause of your backup care need, the Villanova University Backup Care Reimbursement Program, is here to help. We give you two very important kinds of support:

  • Expert advice by phone from consultants who understand the critical importance of good backup plans and can help you plan for your family’s unique needs. Call the Health Advocate EAP + Work/Life at 866-799-2728, option #2, 7 days a week, 24 hours a day, for a free consultation.
  • A financial subsidy to reimburse you for certain kinds of backup dependent care -- at a rate of up to $50.00 per day for up to 5 days per year.

Having a well prepared backup plan means you can respond to just about any backup care need -- for your infant, toddler, school-age child, or adult relative -- with confidence. You can call the Health Advocate EAP +Work/Life specialists at 866-799-2728, option #2 as a resource to discuss your options.


This reimbursement may be used to offset the cost of emergency backup care provided by an agency, in-home caregiver, friend, relative or neighbor. It may not be used to pay the child’s parent/step-parent, or anyone claimed as a dependent on the employee’s or spouse’s federal income tax return.


Step 1: Identify your family’s needs

Before you begin searching for backup care in your community, consider when you are likely to need care. Think about your predictable backup care needs -- school holidays or your elder’s in-home care provider’s vacation, for example. And think about your unpredictable needs, too. What will you do if your toddler’s child care center closes because of a snowstorm?

Step 2: Understand your options

Health Advocate EAP +Work/Life specialists can assist in finding resources and information on options available in most communities. The possibilities range from informal care, where a neighbor might help you out for a morning or a day, to more formal options, such as drop-in child care centers or adult day care.

Step 3: Submit for reimbursement

Pay for your backup care (by cash, check, or charge account) and ask your provider to sign the Emergency Care Affidavit/Employee Reimbursement Form. Then sign the form yourself and send it to the Villanova University Backup Care Reimbursement program:

by fax: 610-644-1134

or by mail:

Villanova University Backup Care Reimbursement Program

Attn: Health Advocate EAP + Work/Life Services

835 Springdale Drive, Suite 100

Exton, PA 19341

Emergency Care Affidavit/Employee Reimbursement Forms must be received by Health Advocate within 60 days after the date of the care being provided in order to be eligible for reimbursement.

Your reimbursement will be included in an upcoming paycheck. For tracking and tax purposes, we will report to your employer the number of days of care you use and the amount you have been reimbursed. If you have questions about your reimbursement, please email: or  



This is intended as a summary only and, if a dispute should arise, the legal plan document and contract will always govern. Villanova University plans to continue this benefit plan but reserves the right to terminate, suspend, withdraw, amend or modify any benefit plan at any time.

Benefit Resources

AHA gold seal 2014

Benefits Enrollment System for new hire benefits enrollments and life events changes for current employees.

Notice of Privacy Practices

Pathways brochure provides a summary of the Villanova University Benefits Program.

Villanova Medical Plan Cost Estimator: this tool may help you determine which plan may be the most cost effective given your family’s current health situation. This tool is also available for your iPhone at

New Health Insurance Marketplace Coverage Options and Your Health Coverage Notice: This notice includes information on how to access the new health insurance marketplace which will be available on October 1, 2013.

Summary of Benefits and Coverage- Premium PPO

Summary of Benefits and Coverage- Value PPO

Summary of Benefits and Coverage- Keystone HMO (in area)

Summary of Benefits and Coverage- Amerihealth HMO (out-of-area)

Employee contribution rates for medical and dental insurance plans.

Employee premium rates for purchase of supplemental life insurance.

Individual Health Care Buyers Guide

Physician Affidavit for Health Screenings