Oversight Guidelines for
Transit Benefit Coordinators

Background

The Operating Administrations are responsible for verifying federal employees meet the requirements for participation in the transit benefit program as outlined in Executive Order 13150 Federal Workforce Transportation, April 21, 2000, and DOT Order 1750.1A.  This includes a determination that employees are using mass transit for the bulk of their commute to work. 

The U. S. Department of Transportation (DOT) Transit Benefit Program Policy and Guidance requires the Operating Administrations (OA) to establish Transit Benefit Coordinators for the National Capital Region and field offices.

• The Transit Benefit Coordinators have overall responsibility for communication, coordination, auditing, and management of their respective organizations, nationwide.  
• Transit Benefit Coordinators receive, review, and forward all transit applications from DOT field offices (excluding FAA) to TRANServe for processing.
• TRANServe provides guidance and serves as the point of contact for DOT OA Transit Benefit Coordinators on national transit benefit program questions or issues.  

Best Practices

To maintain integrity and program controls, OA Transit Benefit Coordinators should conduct routine audits of their employees’ transit benefit records.  Internal control best practices include:

A. Review of monthly transit benefit billing reports for accuracy.  The review should verify and ensure that:

1. Employees that have departed the agency are no longer receiving benefit.  Cross check the transit benefit alphabetical listing with Human Resource records to ensure separated employees followed exit procedures and withdrew from the transit benefit program.
2. Employees on extended travel or leave have not picked up monthly benefit for the period they were not at their home station.
3. Employees that intermittently telework or drive to work adjust their commuting benefit.
4. Benefits are adjusted due to change of address.
5. Participants with a pickup record over the monthly statutory limit are reported to the TRANServe Office.  (There may be legitimate reasons but this should be investigated.)
6. Participants with records that show no adjustments due to daily parking in the garage, vacations, holidays, etc are notified in writing, of the policy requirements to adjust their benefits for actual commuting expense.

B. Transit benefit applications are verified to ensure they disclose/provide all information required by the OMB Memorandum, M-07-15 (attachment) such as:

• The Employee’s Home Address (including the street name)
• The Employee’s Work Address
• The Employee’s Commuting cost breakdown is completed on the Expense Worksheet.  (Each transit coordinator should require a print out of the travel plan(s) and cost for each transit authority the employee identifies as his/her mode of transportation.)

C. A supervisor or person of authority signs the application verifying costs were reviewed for reasonableness. 

D. A funds approving official certifies funds are available. 

E.  Enforce the use of electronic fare media where available.

For more information on the Transit Benefit Program, visit the TRANServe website at:  http://transerve.dot.gov.