Manager and Supervisor Responsibilities
As a manager or supervisor, you are responsible for:
- Advising new employees of their responsibilities and benefits under this program,
- Ensuring all employees are treated equitably and fairly,
- Certifying their employee’s work schedule on Form AD-1147, and
- Addressing any transit issues brought to your attention by MRPBS-HRD, USDA-Office of the Inspector General (OIG), Department of Transportation (DOT), and/or your local transit coordinator. This includes taking appropriate disciplinary action for program misuse, in consultation with your servicing employee relations specialist (PDF).
As an employee, you are responsible for:
- Completing an AD-1147, certifying use of qualified transit facilities or commuter highway vehicles to commute to and from work and submitting it to the designated mission area, agency, or staff office coordinator.
- Submitting a revised AD-1147 and DOT/TRANServe SmartBenefits Application, if applicable, when there is a change to the commuting cost or the employee's eligibility.
- Returning unused benefits to the agency when leaving the agency or when the employee is no longer eligible. If unused fare media vouchers are not available, the employee may write a check to for the unused amount.
- Presenting their USDA employee identification card at the time of distribution to verify identity and continued eligibility.
- Using only the authorized monthly amount in any given month and only for commuting to or from work.
- Using fare media only for commuting expenses. These do not include transportation to business meetings/conferences, training, lunch, or to/from the airport for official travel.
- Not giving or selling fare media to others, not purchasing fare media from others, or otherwise considered abusing this benefit.
- Notifying the representative disbursing fare media whenever a lesser amount should be received due to telework or other compressed work arrangements, vacation, temporary travel, extended sick leave, change in monthly amount, etc.
- Re-certifying eligibility each fiscal year by completing a new AD 1147. Participants who do not recertify by the announced deadline are prohibited from receiving further benefits until they submit a new application. This may result in delayed receipt of future benefits.
- Complying with agency guidance for applying for and receiving benefits. This includes complying with any program deadlines
Agency/Program Transit Coordinator Responsibilities
As a transit coordinator, you are responsible for:
- Ensuring designated representatives (at headquarters and in the field) are trained and provided updated information as it is received.
- Implementing a process for collecting unused and partially used fare media when a participant is reassigned, transferred to another internal or external agency, retires, resigns, etc.
- Accepting and reviewing completed Public Transportation Benefit Program Applications (AD-1147) and DOT/TRANServe SmartBenefit applications.
- Signing the reviewed application(s) certifying completeness and employee eligibility.
- Forwarding the required information to the designated Department-wide service provider, and maintaining the original application(s) for a period of three years.
- Following the guidelines in Appendix A for submission of new or changed applications.
- Reviewing monthly administrative reports posted on the USDA's CTSB secure website to determine if any charges have been mistakenly applied and reporting errors to the Departmental Transit Program Coordinator.
- Collecting unused and partially used fare media from participating employees when they separate or are no longer eligible for the subsidy and returning the unused fare media to the service provider. Each month Coordinators must return all unused media fare and transit benefits to the DOT, via overnight mail service; United Parcel Service of America, Inc (UPS), or Federal Express mail. The DOT Media Return Form must be completed and accompany the return of benefits, to indicate the corresponding participant's name, last four numbers of the Social Security Number, if the employee will be withdrawing from the transit program, and the amount and denominations.
- Notifying the appropriate manager and/or supervisor when an allegation of misuse and/or ineligibility is made against an employee receiving a CTSB.
- Communicating to agency participants the procedures for applying for and continuing benefits.
- Resolving customer complaints and issues in a timely fashion.