Childcare Expenses Policy

The WRDTP is committed to Equality, Diversity and Inclusion. Our core objective in this area is to offer an inclusive and nurturing doctoral experience where students from a range of backgrounds are supported to realise their potential as postgraduate researchers (PGRs). The WRDTP aims to make its training events as inclusive as possible.

During 2025 it came to light that some of our PGRs were having difficulty attending core training due to issues involving the cost of childcare. PGRs cannot apply for the 30 hours of childcare that the UK Government currently offers to working families. This means that PGRs sometimes have to make tough choices between paying for additional childcare and attending DTP training. After discussing what might be done to help alleviate this issue with those affected it was decided that the DTP would offer social science PGRs (regardless of funding) from our partner universities the opportunity to claim for any additional childcare costs incurred whilst attending the following compulsory WRDTP training:

  • Welcome event
  • Research Data Management and Open Scholarship
  • Advanced Methods Showcase
  • Annual Conference

The WRDTP will reimburse childcare costs:

  1. For any child aged 0-5 years of age. Childcare expenses can only be claimed by a PGR if attendance at a compulsory WRDTP training event has resulted in additional childcare costs (i.e. additional costs directly related to participation in the event, not costs that would normally be incurred by the PGR).
  2. Where childcare has been booked with a registered scheme/care supplier. 
  3. Where PGRs claim their expenses using the non-staff expenses claim form.
  4. Where PGRs provide receipts showing proof of payment to support their expense claim. The WRDTP will accept scanned or photographed copies of itemised bills or invoices which will be submitted as part of the expense claim. Debit/credit card receipts and bank statements will not be accepted as proof of payment. 
  5. Where claims for expenses are made promptly. PGRs should submit expense claims within three months of the expense being incurred unless an acceptable reason for delay can be provided. Once received and approved, administrative staff may take up to thirty days to process the claim.

Claiming Childcare Expenses

All WRDTP PGRs (whether funded through WRDTP or not), who require reimbursement for childcare expenses, will need to contact the WRDTP Office, via training@wrdtp.ac.uk, to request a non-staff expenses claim form. Once the training event has taken place, this should be completed and submitted (with original receipts) to the WRDTP Office (via training@wrdtp.ac.uk), for approval and payment.