Policies and Procedures

On April 21, 2000, the President signed Executive Order Number 13150 entitled Federal Workforce Transportation requiring Federal agencies within the National Capital Region (NCR) to provide commuting subsidies to all qualified Federal employees. This expansion of benefits removed the ceiling of participation and offers qualified employees the option to receive assistance with employee out-of-pocket commuting costs incurred through the use of mass transportation and vanpools, not to exceed the maximum monthly level allowed by law (26 U.S.C. 132 ) currently up to $100.00. NIH Transhare Program participants will receive Metrocheks that will not exceed the authorized amount.

Executive Order 13150
Title 26, United States Code, Section 132(f)
Energy Policy Act of 1992
Federal Employees Clean Air Incentives Act of 1993
Transportation Equity Act for the 21st Century (1998)
OMB Circular a-11
OPM Decision Letter S001842, August 11, 1998
IRS Notice of Proposed Rulemaking dated January 27, 2000

1. National Capital Region (NCR) - For the purposes of these rules and procedures, the NCR is identified in the Executive Order (No. 13150) as follows: the District of Columbia; Montgomery, Prince George's and Frederick Counties in Maryland; Arlington, Fairfax, Loudon, and Prince William Counties in Virginia; and all cities now or hereafter existing in Maryland or Virginia with the geographic area bounded by the outer boundaries of the combined area of said counties.
2. Double Subsidy Month - The NIH distributes two months worth of Transhare subsidy at a time (e.g., November-December, January-February, etc.) in order to alleviate participants having to collect their subsidy every month.

1. The NIH strongly encourages all qualified employees to actively participate in carpooling, vanpooling and the NIH Transhare Program. Information on the NIH Transhare Program, the NIH Ridefinders Network, and public transportation routes is available through the DTTS by calling 402-RIDE (7433) or by visiting the NIH Parking Office in Building 31, Room B3B04. Additional information is also available on the DTTS Website at: http://dtts.ors.od.nih.gov/commuter_info.htm
2. The NIH Transhare Program is open to qualified Federal employees of the NIH, including employees who are employed by other Federal agencies and are located at the NIH (i.e., FDA/CBER) and in accordance with special legislative authority (several non-FTE bearing positions such as summer students, visiting fellows and volunteers).

   NOTE: FDA/CBER employees who are registered with any FDA transit subsidy program may not participate in the NIH Transhare Program.

3. Participation in the NIH Transhare Program is contingent upon adherence to all established rules, policies and procedures. Violations of these rules, policies and procedures will result in suspension from the program and/or other appropriate penalties.
4. Penalties invoked because of violation(s) or abuse of these procedures may include suspension of up to six months from the NIH Transhare Program; removal from program; criminal prosecution under U.S. Code, Title 18, Section 1001, including a fine and imprisonment for up to five years; a civil penalty action providing for administrative recoveries of up to $5,000 per violation; and/or agency disciplinary actions up to and including dismissal.

1. Complete NIH Forms 2705-1 "Transhare Program Application" and Form 2831-1 "NIH Transhare Program Commuting Cost Declaration - May through October" OR Form 2831-2 "NIH Transhare Program Commuting Cost Declaration - November through April". Application forms may be obtained at the Parking Office, Building 31, Room B3B04, Monday through Friday, 7:30 a.m. to 4:15 p.m. You may also phone 301-496-5050 to have the applications mailed or faxed to your office; or you may download from the Transhare web page: http://dtts.ors.od.nih.gov/transhare.htm
2. The applications must be fully completed to be considered for participation.
3. Bring the completed forms to the NIH Parking Office (Building 31, Room B3B04).
4. Individuals must present a valid NIH identification card at the Parking Office.
5. Transhare participants cannot retain NIH on- or off-campus parking privileges while participating in the NIH Transhare Program. Applicants must surrender whatever parking privileges they have (i.e., permits, hangers, access cards, etc.)
6. Once all information is verified, participants are eligible to receive Metrocheks based on the declared commuting cost and enrollment date, during the double subsidy month. Distribution of Metrocheks will take place at the Recreation & Welfare Association (R&W) store in Building 31, Room B1W30 (open 8:30 a.m. to 3:45 p.m.) or Executive Plaza South, lobby level (open 9:00 a.m. to 3:00 p.m.).

   Recipients must appear in person to pick-up Metrocheks at the R&W store during the designated double-subsidy month.

   Recipients must present to the R&W a valid NIH identification badge to receive the subsidy. Without a valid NIH ID badge, the subsidy will not be disbursed.

   Recipients must pick up Metrocheks prior to the end of each designated double-subsidy period. If a participant fails to pick up their Metrocheks for any given subsidy period, that double month subsidy will be forfeited. Partial pickups are not allowed and only the current double-subsidy period Metrocheks will be disbursed.

1. Six Month Renewals - Renewal periods for the NIH Transhare Program occur in November and May. You must complete form NIH 2705-4 and form NIH 2831, which is dependent on the six month renewal period. In May you will complete form NIH 2831-1, and in November you will complete form NIH 2831-2.


2. Withdrawal - NIH Transhare participants may elect to withdraw from the program at any time. To withdraw, the participant must submit a completed form NIH 2705-5 "NIH Transhare Program, Termination of Program Participant" at the Parking Office.

   If the participant was issued a Satellite parking permit, it must be returned when withdrawing from the program.

   If a participant elects to withdraw after receiving and using any portion of the NIH Transhare Metrocheks for the current double-subsidy period, the participant will not be eligible to receive an NIH parking permit (on- or off-campus) until the next double-subsidy period.

3. Temporary Parking Permits - NIH Transhare participants who are located on-campus and must drive on a given day can be issued a temporary dashboard parking permit. These Temporary permits can be obtained from the NIH Parking Office in Building 31, Room B3B04 from 7:30 a.m. to 4:15 p.m. Monday through Friday (excluding Government Holidays). Temporary parking permits will not be issued for more than five consecutive days. If the Parking Office is closed, you may request a temporary one-day dashboard parking permit from the NIH Police Desk located in Building 31,Room B3B17. Off-campus Transhare participants may obtain a one-day validation sticker for parking from their Facility Manager or IC representative. Temporary permits/stickers will be available to each NIH Transhare participant not to exceed 6 days per quarter, or 24 days per calendar year.
4. Employee Certification Of Commuting Costs - Employees participating in the NIH Transhare Program must certify their monthly cost(s) of commuting to work by completing NIH Form 2831 "NIH Transhare Program Commuting Cost Declaration." The completed commuting cost declaration form must be submitted by the employee at the time of joining or renewing Transhare participation at the NIH Parking Office. An employee may only receive Transhare subsidies equal to the amount of their actual commuting costs. For assistance in calculating your public transportation cost, see the “Monthly Public Transportation Calculator” in Paragraph N of this document.
5. Disbursement of Metrocheks – Transhare members pick-up Metrocheks during 2-month, “double subsidy periods” at authorized R&W locations. The 2-month periods are as follows:

   May – June
   July – August
   September – October
   November – December
   January – February
   March – April

   When an employee joins Transhare, the subsidy amount for that employee’s first disbursement is based upon when they became eligible for the program during a current 2-month “double subsidy period”. For example, if an employee joins Transhare in June, no subsidy will be provided for the month of May.

   The subsidy amount for the first eligible month will be prorated as follows:

   • 100% if the day of enrollment in the program is the first through the fifteenth of that month.
   • 50% if the day of enrollment in the program is the sixteenth through the last day of that month.

   For example, if an employee joins Transhare on June 20th, for the “double subsidy” period of May – June, that employee will be ineligible for subsidy for the month of May and eligible for 50% of their cost for the month of June.

   After the first disbursement, a Transhare member may pick-up their certified allotment for two months of commuting costs anytime during the two-month “double-subsidy period.”

6. Renewal of Transhare Membership - Employees must renew their Transhare membership during the designated renewal months of May and November. Employees, who renew during a renewal month, may pickup their full 2-month subsidy anytime during that double-subsidy period. Employees who fail to renew during the renewal months will be removed from the Transhare program. Employees are eligible to rejoin the Transhare program at any time following their removal from the program.
7. Lost/Stolen/Damaged Metrocheks - NIH Transhare participants are personally responsible for safeguarding all Metrocheks issued to them. No exchanges or refunds will be given under any circumstances. If a Metrochek is damaged after being issued to the participant, he/she is responsible for replacing the Metrochek.
8. Failure to Pick-up Metrocheks During Double Subsidy Period - If a participant fails to pick-up their Metrocheks during any double-subsidy period, that subsidy is forfeited.

1. The New Carrollton Metro Parking East Lot is located at 4201 Garden City Drive in Landover, Maryland. There are 25 parking spaces available at this location.
2. The Twinbrook Metro Parking Lot is located one block east of Rockville Pike between Halpine Road and Twinbrook Parkway. There are 200 parking spaces available at this location.

1. The Vanpool Coordinator may enroll or renew Vanpool participants as a group into the Transhare program at the NIH Parking Office by submitting Forms 2705-6 “NIH Transhare Program Vanpool Group Renewal” and Form 2831-1 “NIH Transhare Program Commuting Cost Declaration – May through October” OR Form 2831-2 “NIH Transhare Program Commuting Cost Declaration – November through April.”
2. The Vanpool Coordinator may pick up subsidy for all members of the Vanpool as a group at the R & W.
3. To facilitate timely processing, Vanpool Coordinators may renew Transhare participation of their members and pick up eligible subsidies starting five days preceding the normal renewal and pickup months.

1. Enter your average round trip cost for public transportation on Line #1. (DO NOT INCLUDE PARKING FEES.) To calculate your daily public transportation cost, you may wish to record your transportation expenses on a normal commuting day in which you have used public transportation to commute to and from work. Other ways to predict your average expense include contacting the individual major transportation providers for a chart or base cost and fares. For example, for Metrorail, see the Ride Guide at http://rideguide.wmata.com/

   Example: Jane’s total round trip cost from the Bethesda Metro Station and the Medical Center Metro Station is $2.40.

2. Enter the total number of commuting days in the month on Line # 2.

   Example: The total number of days Jane will be commuting to and from the Medical Center Metro Center is 17.

3. Multiply Line # 2 and Line #1. Enter this amount on Line # 3.

   Example: $40.80 is Jane’s total monthly public transportation cost.

   • Line # 1 (Average round trip for public transportation) $ 2.40
   • Line # 2 (Number of commuting days in the month) x 17
   • Line # 3 (Total public transportation cost) $40.80
4. Monthly Subsidy: The maximum monthly amount is $100.00 to subsidize your public transportation cost. This is the amount you would enter in the Form 2831 “NIH Transhare Program Commuting Cost Declaration”. When determining your Transhare amount, your subsidy amount will be rounded up to the nearest whole dollar. In the example above (Paragraph #3), the monthly subsidy for Jane would be $41.00.