UNCLASSIFIED
NGAI 1000.2

APPENDIX 2
SUBSIDIZED PARKING

4. A DoD civilian or NAF employee who receives subsidized parking is not eligible to
participate in the MTBP.

2. Subsidized parking refers to a space that may be occupied by a POV, including
motorcycles, and that the Government owns or pays any part of the cost. Subsidized

parking includes:
a. Parking spaces specifically reserved for an individual by name or title.

b. General parking spaces for which an applicant must register and obtain a parking
permit.

c. Spaces in a commercial lot for which the Government has obtained preferred or
discounted rates.

(1) These rates may be obtained through terms included in negotiated lease
agreements in buildings occupied by DoD employees or members of the Armed

Services.
(2) Spaces may be located on or in:
(a) Government installations.
(b) Leased buildings.
(c) Government-owned buildings.

(d) Areas adjacent to or located in the vicinity of Government installations or
leased buildings.

3. If mass transit participants must drive for purposes of personal or work-related
reasons, they may receive temporary parking passes for up to five days per month IAW
Reference (j). Use of temporary parking passes will be included in the MTBP
worksheet.

20

UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

j. PM ensures that internal controls are not so restrictive that they deter employee
use of the program and conform to governing laws and ethics principles.

k. PM will collect and periodically review:

(1) Official documentation on work schedules for participants who work part-time,
telework, or have unusual schedules.

(2) Copies of contracts, invoices, or receipts from vanpool participants, to ensure
the vanpool is in compliance with the regulations of the program.

(3) Utilize DoD’s and DOT’s automated systems, where available, to improve the
efficiency, effectiveness, accountability of processing applications; verification and
reconciliation of applicant information; and program reporting. Systems used shall be
compatible with automated DoD personnel and pay systems.

8. Vanpool coordinators submit rider logs that include (see sample found in Appendix
5):

a. Names and dates of ridership by month,
b. Mileage for each day (beginning and ending), and

c. Reason for mileage variations (e.g., gas or maintenance).

14

UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2
DRAFT
APPENDIX 6
DOT TRANSERVE DEBIT CARD FUNDING
Benefit Month Cards Funded Card Usage
October October 10th September 10 to October 9
November November 10th October 10 to November 9
December December 10th November 10 to December 9
January January 10th December 10 to January 9
February February 10th January 10 to February 9
March March 10th February 10 to March 9
April April 10th March 10 to April 9
May May 10th April 10 to May 9
June June 10th May 10 to June 9
July July 10th June 10 to July 9
August August 10th July 10 to August 9
September September 10th August 10 to September 9

24
DRAFT
UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

ENCLOSURE 1

REFERENCES

(a) Title 5 United States Code (U.S.C.) § 2105, “Employee”

(b) Title 26 U.S.C., § 132, “Certain Fringe Benefits”

(c) Executive Order 13150, “Federal Workplace Transportation,” 21 April 2000

(d) DoD Instruction (DoDI) 1000.27, “Mass Transportation Benefit Program,” 28 October

2008
(e) DoDI 5010.40, “Manager Internal Control (MIC) Program Procedure,” dated 30 May

2013

(f) Washington Headquarters Services (WHS), Mass Transportation Benefit Program
Web Application, “Applicant User Guide,” May 2014

(g) US Department of Transportation (DOT), “Transit Benefit Program Policy and

Guidance,” April 2012

(h) NGA Instruction (NI) 7410, “Inspector General Operations,” 16 November 2016

(i) NI 7410.5, “NGA Instruction for the Internal Control Program,” Administrative Update
10 November 2015

(j) NGA Manual 1455.1, “Disciplinary and Adverse Actions,” 16 February 2015

(k) NGA Manual 4540.1, “Parking and Vehicular Traffic,” 23 November 2015

(l) OPM website http://dw.opm.gov/datastandards/dataStandard/1433?index=D

5
UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

APPENDIX 3
SUBMISSIONS OF CLAIMS

1. Participants shall not make false claims overstating commuting costs or claim costs
for days they did not commute to work via a QMOT.

2. Claims will only be submitted when they meet the program criteria, as stated in
Enclosures 3 or 4.

a. Claims can be made only for the days an employee uses a QMOT to commute to
work. ROs may make an exception when a monthly fare media is less expensive than a
claim made for individual days of ridership.

b. Claims for part-time work for participants, including teleworkers and those on
compressed work schedules, are calculated based on the actual number of days they
commuted to and from work or a designated telework center.

3. Claims are not permitted:

a. For commuting costs while on TDY status. Participants on TDY should make
claims for reimbursement of actual transportation costs incurred via travel vouchers
through appropriate programs or procedures and funds established for that specific

purpose.

b. While the participant is on leave, unless the leave is used within a workday and
does not preclude commuting to or from the worksite via a QMOT.

c. If the participant is named on a Federally subsidized workplace motor vehicle
parking permit (including motorcycles) unless otherwise provided.

d. If the participant has separated from NGA. Participants who make a change in
permanent duty station may be required to reapply in the MTBP at the new duty station

or work location.

4. Participants must return unused fare media received for future months or any current
unused fare media remaining if they withdraw or become ineligible for MTBP.
Participants who do not return unused fare media shall make a repayment before they
leave employment status. If the participant leaves the Agency before repayment, PM
will establish a debt for collection.

5. Payments received under the MTBP are not considered income for the purpose of
income tax.

21

UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

DRAFT

APPENDIX 5

WOME. INSERT
aed Normal fed fe 2x fig Zamom Sy ih
ar
htt Dette Format so
tear in
m 7
maken]: = [faye ia
Wome | rues | wo [rns] em | sar [ sn | sow | rues | veo [rns] om | sar | suv | wow | rus | weo [ones] ew | sar | sw | wow wea
Joe Doe ons ows
|, Mary Jones ows ows
4, Hany Smity | ows os
Sally Able ows | ows
, Honey Bee ous | ows
SamSmith | ows | ows
Bill Cable e | 7
Dawn Morn ons cus
{ |
3 | |
5
1a a=
a
3 |
. |
Tarra Taint
Ta [ow vows
Sate Taio Tar | Toa aul
2 i t
(> ww] APRIOI6 | MAY 2016 JUNE2O16 | JULY 2016 | AUG 2016 OCT 2016 | NOV 2016 | O&C2MI6 | Cha. ® Y

23
DRAFT

UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

APPENDIX 1

QUALIFIED MEANS OF TRANSPORTATION

1. QMOTs are:
a. Commuter Bus.
b. Commuter Train.
c. Subway or Light Rail.

d. Ferry.

(1) Ferries are an approved form of mass transportation to the workplace.
Participants using a ferry are authorized to claim the foot passenger rate only. This
includes walkers, bicyclists, and vanpool members (not including the driver).

(2) Ferries are not an approved form of public transportation when used as a
means to shuttle the participant’s privately owned vehicle (POV) from one point to
another when the POV is used to complete the journey to a participant's duty station.

e. Vanpools.

(1) MTBP participants who are assigned to a vanpool do not have the privilege of
having a parking permit unless they qualify for an exception. Owners/operators of
for-profit vanpools are not eligible for benefits.

(2) The vehicle may be owned and operated by either public transit authorities
(commercial) or by a private vendor in the business of transporting persons for
compensation or hire, and must have seating capacity for at least six adults, not

including the driver.
(3) Must meet the guidelines prescribed in Reference (b).

(4) Private vanpools are subject to the same eligibility criteria as commercial
vanpools.

(5) Vanpools may be made up of Government and non-government (contractor)
employees.

(6) Vanpool operators should comply with rules and procedures established by
local transit authorities where they exist.

18

UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

i. Intergovernmental Personnel Act employees (except those appointed to Federal
positions or those who meet the definition of employees under Reference (a)), Foreign
Exchange personnel, and personnel detailed to DoD from other Federal agencies,
nongovernment organizations, private industry, and academic institutions.

3. Eligible personnel may not be placed on a waiting list for enrollment into the program
outside the normal enrollment process.

10

UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

b. Provides assurances on behalf of the Comptroller that internal management
controls are operating as intended in the annual Statement of Assurance [AW

Reference (i).

c. Ensures that NGA’s MTBP complies with Reference (d).
d. Ensures 100 percent annual participant recertification.

e. Accesses the hangtag database, as needed, to verify that MTBP applicants are
not in possession of a parking permit IAW References (d) and (j).

f. Reports any instances of fraud, waste, or abuse to the NGA Inspector General,
IAW References (d) and (h).

6. Director, Resource Management Office (D/FMR), ensures funds are available and
processes funding documents to third parties for administration.

7. RO reviews and approves applications for MTBs and claims (PM may serve as an
RO).

8. Supervisors.
a. Confirm the applicant's eligibility.
b. Confirm accuracy of the duty station.

c. Ensure that the commuting cost calculation reflects the applicant’s correct work
schedule.

d. Verify and approve eligibility for transit benefits.

9. Vanpool Coordinators.

a. Provide rider logs and leasing company statements, including commuting cost
calculations, to the RO and/or PM within seven business days after the request, if

selected for an audit.

b. Notify the RO, prior to the 15" of the month, when the operations of the vanpool
cease, the vanpool roster falls below the required minimum (see Appendix 1, e.11), or
when the vanpool coordinator changes.

c. Return the vanpool parking hangtag/permit to the Workforce Support Center

(WSC), should the vanpool lose QMOT designation (see Appendix 1) or if the vanpool
operations cease.

7

UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

ENCLOSURE 2
RESPONSIBILITIES
1. Chief Financial Executive (CFE).
a. Develops and administers NGA’s MTBP.

b. Ensures the MTBP is adequately funded.

c. Appoints MTBP Program Manager (PM) and Reviewing Official(s) (RO)
(Reference (d)).

2. Director, Security and Installations.
a. Maintains the hangtag database to ensure accuracy.

b. If the hangtag database is unavailable, provides the PM with a list of parking
permit holders as needed.

3. Director, Human Development.

a. Verifies new participants’ personal information (e.g., name, home address, and
permanent duty station).

b. Provides participants’ information to the PM on the first day of every month and
responds to individual inquiries as requested.

4. Comptroller.
a. Manages the MTBP on behalf of the CFE.
b. Assesses program operations annually to ensure program integrity.

c. Establishes and collects debt for participants who leave the Agency before
repayment of MTB or as otherwise stipulated in References (qd), (f) and (g).

d. Reviews, assesses, and reports on the effectiveness of internal management
controls for the MTBP IAW References (e) and (i).

5. PM.

a. Implements MTBP policies and procedures.

6
UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

(7) Rental vehicles, personal carpools, ride-sharing by individual riders often
referred to as “slugs,” or employee-purchased vans that do not meet the requirements

of Reference (b) are not considered QMOT.

(8) Vanpool drivers may be eligible for the MTB only when they:

(a) Do not own or operate the vanpool vehicle.

(b) Are not in receipt of another form of compensation for their driving service.
(c) Do not profit from providing the service of driving the van.

(d) Incur a cost for participating in the vanpool.

(9) If vanpool operators need advice on QMOT eligibility requirements, the
operator should consult his or her own private attorney, accountant, etc., to determine

whether the requirements are met.

(10) Vanpool riders who pay to “hold” their space in the vanpool due to extended

absence or part-time work schedule are personally responsible for the cost of holding
their space. This expense will not be included in commuter cost calculations, and

exceptions will not be granted.

(11) The vanpool vehicle must utilize at least 80 percent of the mileage for:

(a) The purpose of transporting personnel in their local commute to and from
their designated meeting place and their place of employment/duty station.

(b) Trips during which the number of passengers transported for such purposes
is at least one-half of the adult seating capacity of such vehicle (not including the driver).

i. Each vanpool may drop below the minimum occupancy up to two (non-
consecutive) months per year.

19

UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

ENCLOSURE 3

PARTICIPANT ELIGIBILITY

1. Requirements.

a. Must use a QMOT as the primary means of transportation to commute to and
from work or to a designated telework center.

b. May not receive MTBs from other sources.

c. May not receive a parking subsidy or an NGA issued parking hangtag/permit IAW
Reference (k).

d. Must be a DoD civilian or NAF employee, including employees on part-time work
schedules and paid interns.

e. Must use DOT’s TRANServe program for participation ONCR and use the WHS
program for participation within the NCR.

2. Ineligible personnel.

a. DoD civilian employees who are named on a Federally subsidized parking permit.
However, relinquishing the Federally subsidized parking permit will allow the employee

to apply for MTBs.

b. Vanpool owners who are drivers or passengers of a commercial vanpool.

c. DoD civilian and NAF employee vanpool drivers riding at no cost or receiving
compensation, monetary or non-monetary, for driving the vanpool (except for those

receiving only a reduced rate).
d. Students or others who provide voluntary service.

e. NAF-employed personnel whose salary is not funded by a duly constituted NAF
Instrumentality.

f. DoD civilian retirees, unless otherwise eligible.

g. DoD civilian and NAF employees who are receiving transportation benefits from
other sources.

h. Contractors.

9

UNCLASSIFIED


Absence

Commuting Costs

Fare media

Mass
Transportation
Benefits

National Capital
Region

Non-appropriated
Fund

Outside National
Capital Region

Permanent Duty
Station

UNCLASSIFIED
NGAI 1000.2

GLOSSARY

A day when the participant does not use the QMOT. An absence
may include (but is not limited to) days while on leave, TDY, or
commuting to work using privately owned vehicle. (Definitions
created by NGA for NGA purposes only)

Expenses to commute via QMOT, excluding parking and vanpool
vehicle ferry costs. Costs for holding vanpool space during
absences is not allowable. (Definitions created by NGA for NGA

purposes only)

Any pass, token, farecard, voucher, or similar item that entitles a
person to transportation (a) on mass transit facilities (whether or
not publicly owned); or (b) in vanpools owned and operated either
by public transit authorities or by a person in the business of
transporting persons for compensation or hire. A voucher may be
exchanged only for fare media. (Reference (d))

Non-taxable fringe benefits provided to federal employees who
use mass transportation (e.g., trains, buses, vanpools) for
commuting purposes. (Definitions created by NGA for NGA

purposes only)

Includes the District of Columbia; Montgomery, Prince George’s
and Frederick counties in Maryland; Arlington, Fairfax, Loudoun,
and Prince William Counties in Virginia; and all cities now or
hereafter existing in Maryland and Virginia within the geographic
area bounded by the outer boundaries of the combined area of
said counties. (Reference (d))

Monies that are not appropriated by Congress to incur obligations
and make payments out of the US Treasury. NAFs come
primarily from the sale of goods and services to DoD military and
civilian personnel and their family members. (Reference DoD

FMR, Volume 8, Definitions)

The 50 states (exclusive of the area included in the definition of
the NCR), the Commonwealth of Puerto Rico, the Virgin Islands,
Guam, American Samoa, and the Commonwealth of the Northern

Mariana Islands. (Reference (d))

The location of the employees’ official work site. (Reference (I)).

25

UNCLASSIFIED


UNCLASSIFIED

National Geospatial-Intelligence Agency

INSTRUCTION
NUMBER 1000.2
25 October 2017
FM

SUBJECT: Mass Transit Benefit Program (MTBP)

References: See Enclosure 1.

4. PURPOSE. This Instruction establishes policy, assigns responsibilities, and provides
procedures for the administration of mass transit benefits (MTB) in accordance with

(IAW) References (b), (c), (d), (f), and (g).

2. APPLICABILITY. This Instruction applies to Department of Defense (DoD) civilian
employees and employees hired under non-appropriated funds, hereinafter NAF

employees.
3. POLICY. It is NGA policy:

a. To utilize MTBs to offset commuting costs for applicable employees, including
NAF employees, to the extent authorized to reduce pollution and traffic congestion,
preserve the environment, and expand transportation alternatives inside the National
Capital Region (NCR) and outside the NCR (ONCR). (References (b) through (d))

b. To authorize MTBs only when qualified means of transportation (QMOT) systems
are used.

c. To fund MTBs adequately to prevent benefit restriction or denial.

d. That commuting costs do not include costs incurred for parking, tolls, ferry
transportation, or for holding a seat on a vanpool.

e. That participants who fail to abide by this policy and the terms and conditions of
the MTBP may be subject to disciplinary action, including but not limited to removal from
the Federal Government service and/or criminal prosecution. (Reference (j))

f. That if Reference (d) becomes more restrictive, it takes precedence over this
Instruction.

4. RESPONSIBILITIES. See Enclosure 2.

5. PROCEDURES. See Enclosure 4.

UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

amount. To claim the full MTB amount for rail and bus, participants must ride a
minimum of 16 and 17 days, respectively. When riding less than 50 percent of workdays
in the month, participants will calculate costs based only on days commuting to and
from the workplace. See Appendix 4 for calculation examples.

(2) Part-time personnel or participants not using mass transportation for every
workday, or working compressed work schedules, will calculate costs based only on the
number of days commuting to and from the workplace using a QMOT.

c. All participants must purchase the most cost-effective combination of fare media
available. MTBP applications should provide information regarding commuter choices to
facilitate the applicant’s ability to determine the most cost-effective fare media (daily,
weekly, or monthly pass). Applicants’ commuting costs will be verified by the RO to the

extent practicable.

d. A participant may not accrue and stockpile or “roll over” unused benefits from one
disbursement period to be used in a subsequent disbursement period so as to reduce

their own out-of-pocket expenses.

e. When the amount of the MTB received in previous periods exceeds the amount
needed (e.g., due to unforeseen leave or TDY), participants will adjust their calculations
of commuting costs in the following period, and/or reimburse the Government, by
submitting a check to the MTBP administrator (WHS or DOT), payable to the US

Treasury.
5. Distribution of Benefit.

a. In any given month, the MTB maximum benefit amount shall not exceed the
maximum benefit current at the time, IAW Reference (b). If monthly commuting costs
exceed the monthly maximum benefit, the participant must supplement any additional
costs with his or her own funds.

b. MTBs are distributed monthly via an electronic payment service for participants by
WHS or DOT, IAW References (f) and (g).

c. The benefit application process can be lengthy, up to several months. MTB will
not be paid retroactively for QMOT costs that an applicant incurred before their
transportation benefit application has been approved. Requests for MTBs may not be

processed in the Defense Travel System.

6. Changes/Withdrawals.

a. Participants submit an updated MTB application when monthly commuting costs
change; personal information changes (e.g., name, home address, permanent duty

station); or QMOT changes.
12

UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

ENCLOSURE 4

PROCEDURES

1. Application Process.

a. To participate in the MTBP, each applicant completes an application IAW
References (f) and (g).

b. Applicant provides complete and accurate information on the application,
including the actual or estimated monthly commuting cost.

(1) Applications are submitted electronically.

(2) Incomplete applications will be returned.

(3) When the benefits are distributed, no participant will receive more than the
maximum non-taxable benefit allowed, IAW Reference (b).

c. RO verifies information on the applications, ensures applicant's eligibility, and
approves or disapproves.

d. RO receives certification from program participants, which indicates the applicants
understanding and agreement to conform to all program requirements.

2. After receiving the initial application, RO reviews participant's ethics briefing materials
and, for situations in which program administration is automated, provides annual ethics

reminders thereafter.

3. RO reconciles a minimum of 10 percent of annual records to ensure participant
accounts are correct.

4. Determining Monthly Commuting Cost.

a. Participants estimate their monthly commuting costs based on the average
number of days they use mass transportation. They may not include parking, toll, and
ferry costs or costs for holding vanpool space.

b. In order to calculate commuting expenses:

(1) Compute the monthly cost by multiplying the daily commute cost by the
average number of days when mass transportation will be used. There are 21 workdays
in an average month for a participant working full time and commuting five days per
week. All participants purchasing vanpool space must ride a minimum of 50 percent of
the days (i.e., 11 days for this example) per month in order to claim the full MTB

11

UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

d. Notify the RO if the vanpool becomes a commercial vanpool.

e. Accept MTBs for the purpose of vanpool operations and in amounts that reflect
their ridership level and actual costs incurred.

f. Take advantage of money offered by non-federal programs (Commuter
Connections, Vanpool Alliance, etc.) to offset commuting costs to the Government.

g. Provide instructions to their respective vanpool rider(s) to adjust amounts claimed
for MTBs when a credit balance exists in excess of $500.

10. Participants.
a. Request participation in the MTBP.
b. Meet eligibility requirements (see Enclosure 3 below) for MTBs.
c. Comply with this Instruction.
d. Complete required ethics training and annual recertification.

e. Return unused fare media or provide reimbursement upon separation, extended
leave, or Temporary Duty (TDY) travel.

8

UNCLASSIFIED


UNCLASSIFIED

NGAI 1000.2

APPENDIX 4
QUALIFIED MEANS OF TRANSPORTATION (QMOT) RATE, BENEFIT
CALCULATION

A. Example of fixed QMOT rate, benefit overpayment calculation

Description Formula_| Value
A | Certified commuting cost $130
B | Transit benefit received $130
C | Number of days fixed-cost mass transit/vanpool used 9
D | Work days (established monthly average) 21
E | Percentage of scheduled work days c/D 43%
F | Threshold of 50% met? (If No, calculate G & H below) No
G | Prorated commuting cost AVE $56
H | Amount to be repaid to government B-G $74

B. Example of fixed QMOT rate, allowable payment calculation

Description Formula _| Value
A | Certified commuting cost (monthly fixed-cost mass transit/vanpool $275

charge
B | Transit benefit received $255
C | Number of days fixed-cost mass transit/vanpool used 1
D_| Work days (established monthly average) 21
E | Percentage of scheduled work days C/D 52%
F | Threshold of 50% met? (If No, calculate G & H below) Yes
G | Prorated commuting cost N/A
H_| Amount to be repaid to government $0

C. Example of fixed QMOT rate, participant knows in advance the threshold will not

be met for the upcoming month

Monthly benefit participant should request

Description Formula_| Value
A | Certified commuting cost $275
B | Transit benefit normally requested $255
C | Number of days fixed-cost mass transit/vanpool will be used 7
D | Work days (established monthly average) 21
E | Percentage of scheduled work days c/D 33%
EF | Threshold of 50% met? (If No, calculate G & H below) No
G | Prorated commuting cost A*E $91
H G $91

22

UNCLASSIFIED



UNCLASSIFIED

NGAI 1000.2
CHANGE LOG
Change | Change Revised Pages A
Type Date By Affected Change Description
4

UNCLASSIFIED



UNCLASSIFIED
NGAI 1000.2

ENCLOSURE 5

NATIONAL CAPITAL REGION

1. WHS administers the NCR’s MTBP.

2. Participants that meet the eligibility requirements stipulated in Enclosure 3, and work
within the NCR, will utilize WHS program to receive MTBs.

3. Prior to receiving benefits, participants must have a Common Access Card and
access to the Sensitive but Unclassified (SBU) network. For system access, visit
https://mtbp.whs.mil/ (on the SBU), and complete the DD Form 2845, “US Department
of Defense (National Capital Region) Mass Transportation Benefit Program Application”
IAW Reference (d). Participants who do not have access to SBU because they are ona
joint duty assignment should work with their supervisor and RO as needed to complete

the form.

4. During the transit benefit application process, the applicant must complete the MTBP
ethics awareness training and the expense worksheet, used to calculate the
participant’s monthly mass transit commuting cost. Participants are required to recertify

annually after the initial application process.

5. Once completed, the WHS, supervisor, and RO will review and approve the transit
benefit application, IAW Reference (f).

6. Once the application is approved, the participant is enrolled in the WHS MTBP and
the participant will be notified via email. The participant is now eligible to start receiving

MTBs.

7. Participants are required to submit monthly electronic claims to receive benefits, IAW
Reference (f). The claim period is the 1° to the 15" for the following month's benefit
delivery. Failure to submit a monthly claim will result in missed benefits for the following

month.

8. Once the claim is submitted, participants must allocate their MTBs. Allocation
deadline is the 21% of the month prior to benefit delivery.

9. On the first workday of the benefit period, benefits will be applied to the participant's
SmartTrip card and then can be reallocated to a vanpool provider or be assigned to an

appropriate third party vendor.

10. Participants with 180 days of inactivity will be removed from the program.

15
UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

c. On the 10" of the following month, the debit card provider will remove any unused
benefits from the card.

12. Participants use the TRANServe Debit Card to purchase fare media.
13. Monthly claims must be submitted electronically IAW Reference (g).

14. Participants with 180 days of inactivity are removed from the program.

17

UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

TABLE OF CONTENTS

CHANGE LOG
ENCLOSURE 1: REFERENCES ........0.0.c.cccccccccscscecseseseseseneeneeeceeeeteteneteneneeeereeseserisereeeees

ENCLOSURE 2: RESPONSIBILITIES.
Chief Financial Executive...........
Director, Security and Installations
Director, Human Development .
Comptroller ..........
Program Manager
Director, Resource Management ..
Reviewing Officials .
Supervisors ..........
Vanpool Coordinators..
Participants

ENCLOSURE 3: PARTICIPANT ELIGIBILITY..

ENCLOSURE 4: PROCEDURES ....0......cccceeeeesceseeceestsssesesesesesenenecssseseseeseseeseneneneneeaees

ENCLOSURE 5: NATIONAL CAPITAL REGION..
ENCLOSURE 6: OUTSIDE NATIONAL CAPITAL REGION .............ccccceessereeeteteees 16

APPENDIX 1: QUALIFIED MEANS OF TRANSPORTATION ..

APPENDIX 2: SUBSIDIZED PARKING .........c.ccccccsccssseeseseeteneceeeceeseseneeeseneneneneneeeeeeeee 20

APPENDIX 3: SUBMISSION OF CLAIMS..
APPENDIX 4: QUALIFIED MEANS OF TRANSPORTATION RATE, BENEFIT

CALCULATION... .ccccceccccccccseseeeseseecensceesesecanseseseseneneenenenenscesaeeenenensesneeeeseeseseseeneeenen 22
APPENDIX 5: SAMPLE RIDER LOG 000.0... cece eee ee cece eeeseeeteseeeeenetstecenenenssseeeneneees 23
APPENDIX 6: DOT TRANSERVE DEBIT CARD FUNDING .........ccececeseeeeeeteeeeenenes 24
GLOSSARY uacassrccsseserenreneneeessecsassnensnessacasneacarscaseanssonnenassasssuses stsesadneasieagustteesesnearisneseneen 25

3

UNCLASSIFIED


Primary Means of
Transportation

Qualified Means of

Transportation

Statement of
Assurance

TRANServe

WSC

UNCLASSIFIED
NGAI 1000.2

The method of transportation that is most often used to commute
between work and home, with a minimum usage of 50 percent of
the days per month. (Definitions created by NGA for NGA
purposes only)

Commercial or public transportation operated for use by the
general public and/or means of transportation that meet the
requirements. (References (b) and (d))

An annual statement, in memorandum format, that provides a
leader's explicit level of assurance on whether Internal Controls
are effective. The statement of assurance is based on self-
assessments and testing of Internal Controls developed for
mission-essential functions relative to risk and identifies any
material weakness found during the analysis. (Reference (e))

Transerve is an established fee for service program with the
Department of Transportation that provides transit benefit
program administration and distribution services for federal
agencies. (Definition provided by DOT)

Workforce Support Center is an operations center within the
Security and Installation Directorate that is responsible for facility
services. WSC verifies whether Mass Transit Benefit Program
participants possess parking hangtags. (Definitions created by
NGA for NGA purposes only)

26

UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

6. EFFECTIVE DATE. This Instruction is effective on the date of signature.

Deputy, Chief Financial Executive

Enclosures
1. References
2. Responsibilities
3. Participant Eligibility
4. Procedures
5. NCR
6. ONCR
Glossary

2

UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

b. Participants submit a change when withdrawing from the program.

7. Program Management and Oversight.

b. To prevent and detect fraud, waste, and abuse, the PM will conduct internal
reviews to assess whether the program conforms to guidance and procedures
established in this Instruction.

c. PM ensures participants complete ethics briefing/training upon initial enrollment in
the program and, where program administration is automated, provide annual ethics

reminders thereafter.

d. PM conducts periodic reviews and reconciliations of MTB and parking databases
to ensure adherence to applicant eligibility criteria.

e. PM institutes and implements procedures to identify and process situational
changes that could affect the amount of the MTB or would require reimbursement to the
Government (e.g., change in commuting patterns, extended TDY, or leave).

f. PM ensures participant removal from the MTBP as part of the Agency’s
separation/out-processing procedures.

g. PM randomly reviews information provided on participants’ applications for
accuracy, including:

(1) Eligibility

(2) Work address

(3) Commuting origination point
(4) Certification statement

(5) Commuting cost breakdown

h. PM confirms that:

(1) Participants have been provided a false statement warning.

(2) Participants’ supervisors have reviewed and signed each participant's
application form.

i. PM ensures participants’ annual recertification.

13
UNCLASSIFIED


UNCLASSIFIED
NGAI 1000.2

ENCLOSURE 6

OUTSIDE NATIONAL CAPITAL REGION

1. DOT administers ONCR MTBs.

2. Participants that meet the eligibility requirements stipulated in Enclosure 3 and who
work ONCR will utilize DOT’s TRANServe program to receive MTBs.

3. Prior to completing DOT’s TRANServe Transit Benefit Application and Worksheet,
participants must visit https://transitapp.ost.dot.gov/index.cfm (on the SBU) and
complete the Transit Benefit Program Integrity Awareness Training IAW Reference (g).
All transit benefit recipients are required to self-certify the monthly amount they spend in
order to continue to receive the MTBs. This must be completed annually after the initial
application process; participants will be automatically withdrawn from the program if

annual recertification is not completed.

4. Once the Integrity Awareness Training is completed, the RO will confirm that the
participant’s supervisor is registered with DOT’s TRANServe program as a
reviewer/approver IAW Reference (g).

5. Once the Transit Benefit Application Worksheet is completed, the participant will
complete the Transit Benefit Application, IAW Reference (g).

6. Once the participant’s application is completed, the supervisor, WSC and RO will
review and approve the Transit Benefit Application and Worksheet IAW Reference (g).

7. Once the application is approved, the participant will be enrolled in DOT’s
TRANServe program and the participant will be notified via email.

8. After enrollment, participant will receive the TRANServe Debit Card to utilize his or
her monthly MTBs.

9. The TRANServe Debit Card will be mailed to the participant's home address.

10. Once the TRANServe Debit Card is received, the participant activates the debit
card.

11. Once activated, the debit card provider funds the card with the appropriate benefit
as follows:

a. The card is funded on the 10" of each month for the next month’s benefit.

b. The participant uses the card to purchase fare media from the 10" of the funded
month to the 9" of the following month.
16

UNCLASSIFIED