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Child care breakdowns are one of the leading causes of absenteeism among working parents, costing U.S. businesses billions each year in lost productivity.

For employers committed to supporting their workforce and staying competitive in today’s labor market, backup child care is more than a nice-to-have perk. It’s a strategic investment.

In this guide, we’ll walk you through everything you need to know about offering backup child care for your employees: what it is, how it works, why it matters, real-world examples, implementation steps, and the many ways it can benefit your business. Whether you’re just exploring family-friendly workplace policies or ready to take action, Investments in Caring PA is here to help you take the next step.

What Is Backup Child Care?

Backup child care, also called emergency child care or backup daycare, is a service that helps working parents find reliable care when their regular arrangement falls through due to illness, school closures, schedule changes, or unexpected events. It can include:

• In-home care through a vetted caregiver network
• Center-based care at participating daycares
• On-site drop-in care provided at the workplace
• Reimbursements or stipends for alternate care costs

The goal? Ensure employees can show up to work with peace of mind, even when life throws a curveball.

Why It Matters: The Business Case for Backup Child Care

In today’s competitive labor market, businesses that prioritize their employees’ well-being are more likely to attract and retain top talent. One of the biggest challenges working parents face is securing reliable child care. And, it's a struggle that directly impacts their ability to perform consistently at work. Child care disruptions are a major source of stress and absenteeism, causing ripple effects across productivity, morale, and overall company culture.

Supporting your employees’ child care needs isn’t just a compassionate gesture; it’s a strategic investment that yields measurable returns. Offering backup child care demonstrates that you value your workforce as whole people with lives outside of work. This kind of family-friendly workplace policy improves loyalty, reduces turnover, and sets your company apart as an employer of choice.

Here’s how backup child care benefits your business and why it deserves a place in your employee support strategy:

1. Reduce Absenteeism and Disruptions - Businesses lose $3 billion annually due to child care-related absenteeism. [U.S. Chamber Foundation] . When parents don’t have care, they often miss work or scramble for last-minute solutions. A backup child care benefit directly reduces unplanned absences.
2. Improve Employee Retention and Morale - When employees know their employer has their back, they stay longer and are more engaged. According to a Care.com survey, 69% of working parents say child care benefits influence their job decisions.
3. Recruit Top Talent - Family-friendly policies like child care support signal that your workplace values work-life balance. This gives you a competitive edge, especially with millennial and Gen Z workers.
4. Boost Productivity - Parents who don’t have to worry about child care emergencies can focus fully on their jobs. Less stress = better performance.
5. Align with DEI and Gender Equity Goals - Women are disproportionately affected by child care breakdowns. By offering backup child care, you help close the gap and support working mothers and caregivers.

Only 5% of U.S. employers offer backup child care today. That means the opportunity to stand out is huge. [SHRM 2016 National Study of Employers]

Types of Backup Child Care Solutions

Backup child care isn’t a one-size-fits-all benefit.  The best solution depends on your workforce’s unique needs, work schedules, and geographic location. Understanding the variety of available options will empower you to design a program that truly supports your employees while fitting your company’s size, budget, and operational realities.

Some employees may benefit most from care that comes directly to their home, especially those with infants or multiple children, while others might prefer a nearby center where they can drop off their kids during emergencies. For companies with on-site space and shift workers, offering drop-in care right at the workplace can provide unmatched convenience. Meanwhile, reimbursement programs offer flexibility and ease of administration, allowing employees to seek care that works best for their specific circumstances.

By exploring these various models, or combining them into hybrid solutions, you can create a backup child care offering that maximizes accessibility, convenience, and employee satisfaction. Here are the main types to consider:

In-Home Backup Care

In-home backup care involves partnering with vetted, qualified caregivers who come directly to the employee’s home when their regular child care arrangements fall through. This option is especially valuable for parents with infants or multiple children who may find it challenging to transport kids to a center on short notice. It also suits employees with non-traditional or unpredictable work hours, such as evening shifts or remote work, since care can be tailored to their unique schedules.

Benefits of in-home care include personalized attention, a familiar environment for the child, and flexibility around employee work hours. Many providers conduct rigorous background checks, training, and ongoing monitoring to ensure safety and quality.

Center-Based Care

Center-based backup care reserves spots for employees at licensed child care centers in the community. When an employee’s regular child care is unavailable due to illness, closures, or other emergencies, they can utilize these centers on a short-term basis. This model can be managed internally by the employer or through partnerships with established providers such as Bright Horizons, Care.com, or regional child care networks.

Center-based care benefits include structured activities for children, social interaction, and compliance with state licensing and safety regulations. However, it requires accessible locations near employee residences or workplaces and typically operates during standard business hours. Some centers offer extended hours or weekend care to better serve diverse employee needs.

Examples of providers that specialize in in-home backup care include companies like Bright Horizons and Care.com’s Care@Work program.

On-Site Drop-In Care

On-site drop-in care is an employer-hosted solution where a dedicated space within or near the workplace is converted into a child care room for emergency or short-term use. This option offers unparalleled convenience, especially for businesses with shift workers or employees who can’t easily access community-based care.

Employers can partner with specialized vendors to manage and staff the care facility, ensuring regulatory compliance and quality standards. This approach fosters a family-friendly workplace culture by visibly demonstrating commitment to employee support. It also allows employees to minimize disruptions and return to work quickly during unexpected child care gaps.

Child Care Reimbursement

Child care reimbursement programs provide employees with stipends, vouchers, or expense reimbursement to cover the cost of backup care they arrange independently. This model is simple to implement, requires minimal infrastructure, and gives employees the freedom to select the care provider that best fits their family’s needs.

Employers can set annual or monthly reimbursement limits and require documentation of care expenses to manage costs. While flexible, reimbursement programs depend on employee initiative and may require clear communication and education to ensure participation.

Hybrid Solutions

Many employers find that combining different backup care models is the most effective way to meet the diverse needs of their workforce. A hybrid approach might include offering on-site care for employees in a particular location, in-home backup care for remote workers, and reimbursement options for those who prefer to arrange their own care.

By providing multiple pathways to backup child care, employers increase overall accessibility and employee satisfaction. Hybrid solutions also allow companies to pilot one model and expand or adjust based on feedback and utilization patterns.

Real-World Examples of Impact

Best Buy

After two years of employee research, Best Buy launched a backup care program offering 10 days per year of in-home or center-based care. Employees pay just $10/day. Result: improved peace of mind and increased productivity.

Evangelical Community Hospital (ECH) & Patch Caregiving (PA Case Study)

Located in Union County, PA, ECH launched an on-site, drop-in care room in partnership with Patch Caregiving. The result?

• 60% enrollment of eligible employees
• 70 avoided absences in the first 4 months
• Reliable care during school closures, caregiver illness, and shift changes

Learn more about how this program works: ECH Case Study

How to Implement Backup Child Care for Your Employees

Knowing that backup child care is a valuable benefit is just the first step. Putting it into action is where the real impact happens. Implementing a successful backup child care program doesn’t have to be overwhelming. With thoughtful planning and employee input, you can design a solution that fits your company’s unique culture, workforce needs, and budget.

This step-by-step framework is designed to guide you through the process - from understanding your employees’ specific challenges to choosing the right care model, setting clear policies, selecting trusted providers, and communicating effectively. Taking a structured approach ensures you build a program that truly supports your team, improves retention, and boosts productivity.
 

1. Assess Employee Needs

• Conduct surveys, focus groups, or one-on-one interviews with your employees
• Identify common schedule disruptions, types of child care currently in use, and key barriers to care
• Ask employees directly: What types of backup care would help you stay productive and reduce stress? In-home? Center-based? A stipend?

First step you can take today: Use the free survey template in the Investments in Caring PA Business Toolkit to assess child care needs.

2. Choose a Model

Consider:

• Workforce type (remote, hybrid, shift-based)
• Company size and location
• Existing HR infrastructure and benefit partnerships
• Budget for implementation and long-term sustainability

Need inspiration? Explore our case studies to see how different businesses have designed customized models.

3. Set Policies

Clarify:

• Eligibility: Who qualifies and under what conditions?
• Annual usage limits: E.g., up to 10 days of care per year
• Age range: Typically 0–12 years old (soemtimes up to 4)
• Cost-sharing: Will the company fully subsidize care or ask for a copay?
• Booking rules and notice requirements

4. Select a Provider (if applicable)

Reach out to:

• Patch Caregiving (great for shift-based workforces)
• Bright Horizons
• Care.com for Business
• Or explore local and regional providers recommended by the Creative Child Care Solutions network.

5. Communicate With Your Team

• Build a communication plan: emails, onboarding packets, benefit meetings
• Emphasize availability during seasonal disruptions like school breaks or weather closures
• Provide visuals or explainer videos for ease of use

Tip: Employees won’t use what they don’t understand. Start with a clear, friendly benefits overview.

6. Monitor and Adjust

• Track usage metrics (e.g., care days used, departments served)
• Collect anonymous feedback via quarterly surveys
• Consider expanding access or hours based on demand
• Set a 6-month and 12-month review date to evaluate outcomes and make adjustments.

Resources to Help You Get Started

You don’t have to figure it out alone. The following resources can guide your next steps:

• Investments in Caring PA: One-stop resource hub for creating family-friendly workplace policies in Pennsylvania including backup child care
• Case Studies: Learn from real businesses that are already leading the way
• Child care consultants: Partners like Creative Child Care Solutions (CCCS) can help design custom strategies
• Provider networks: Explore backup care benefit vendors and their business packages
  • Patch Caregiving
  • Bright Horizons Back-Up Care
  • Care.com for Business (Care@Work)
  • TOOTRiS

Final Thoughts: A Family-Friendly Workplace Starts with You

When you invest in child care solutions, you invest in your people. Offering backup child care helps employees show up, stay focused, and feel supported, which translates to real results for your business.

And you don’t have to do it alone. Investments in Caring PA is your partner in building a workplace that works for families. From tax credits to provider connections and toolkits, our site will help you research, design, and implement the right child care solutions for your team.

Visit Investments in Caring PA to start building your family-friendly workplace today.

Frequently Asked Questions (FAQ)

What is backup child care?

Backup child care is a service that helps employees find reliable child care when their usual arrangement falls through due to illness, closures, schedule changes, or emergencies. It ensures employees can still report to work even in unexpected situations.

What is emergency child care?

Emergency child care is a type of backup care that can be arranged at short notice—often within hours—to provide immediate support during an unforeseen disruption to a family’s regular child care.

What are the most effective strategies for implementing backup child care programs for employees?

Effective strategies involve conducting employee surveys to understand their needs, offering flexible care options such as in-home, center-based, or on-site care, creating clear and simple usage policies, partnering with experienced vendors, and subsidizing costs to increase access and participation.

How can employers choose the right type of backup care to meet their workforce needs?

Employers should consider work schedules like shift work, remote, or hybrid models, factor in employee demographics and family structures, review location-specific care availability, ask employees directly through surveys or focus groups, and pilot small programs to test interest and make adjustments as needed.

How do successful companies communicate backup care benefits to employees effectively?

Successful communication includes incorporating benefit information in onboarding and open enrollment materials, using multiple channels such as email, intranet, and print materials, offering explainer videos and Q&A sessions, and collecting feedback to continuously improve messaging.

What are common challenges employers face when offering backup child care?

Common challenges include low initial usage due to lack of awareness, managing budgets for subsidies, limited local provider options especially in rural areas, ensuring compliance with licensing and safety regulations, and adjusting policies to meet changing family needs.