- What is the DOD, NCR Mass Transit Benefit?
- How did the DOD Mass Transit Benefit originate?
- Who is eligible for a transit benefit?
- Do I have to turn in my parking permit in order to receive transit benefits?
- Are vanpool riders authorized to receive transit benefits?
- Hot do I apply for the transit benefit?
- What if I do not have a CAC card, and will not be issued one? Can I still join Transit Benefits?
- What is a WMATA SmarTrip® card?
- Where can I get a SmarTrip® card?
- Do I have to buy my own card?
- Do I have to buy a card if I ride in a vanpool, MARC, VRE, etc?
- How do I use Transit Benefits on a mode of transit that is not SmarTrip® enabled, i.e. vanpool, MARC, VRE, etc?
- What is my CAC name and how do I register my SmarTrip® card with WMATA?
- How do I determine my monthly commuting costs?
- What is the maximum amount I can receive?
- How do I check to see if my application has been approved and processed?
- Do I need to show my ID or sign for electronic benefit distribution?
- What is a “Monthly Claim”?
- What if I forget to do my monthly claim?
- How do I use the Transit Benefit?
- If I am submitting a claim once a month, do I still need to recertify annually?
- Are my personal funds separated from my transit benefits on the same card
- Can I use Transit Benefits to pay for parking?
- What if I lost my SmarTrip® card or it breaks?
- What if I change organizations?
- How do I withdraw from the program?
- Is the Transit Benefit I receive taxable?
- Is there a time limit on my benefits?
- I just found out about the program but I have been taking mass transportation for some time. Can I be retroactively reimbursed for this expense?
- Can I give or sell my benefits to someone?
- If I’m on TDY or in Long Term Training (LTT), am I eligible to receive Mass Transportation benefits at the TDY/LTT location?
- Other questions? Contact us.
1. What is the DoD NCR Mass Transit Benefit Program (MTBP)?
An employer-provided mass transportation fare subsidy that is offered to eligible employees who use mass transportation for their work commute to/from work. Employers assign the dollar value of their monthly commuting benefit directly to the employees' registered SmarTrip® cards.
2. How did the DOD Mass Transit Benefit originate?
Executive Order 13150, “Federal Workforce Transportation.” Executive Order 13150 "Federal Workforce Transportation in the NCR" requires Federal agencies to provide employee incentives to use mass transit to and from work.
3. Who is eligible to receive mass transit benefits?
To be eligible for the Mass Transportation Benefit Program (MTBP) you must be:
- A civilian, military, or NAF employee paid and employed by DoD
and...
- Permanently stationed and working in the National Capital Region (NCR).
The following types of employees are eligible to receive the subsidy:
- Interns/Students employed and paid directly by DoD (i.e. interns/students hired through contractual agreements are not eligible)
- Eligible paid interns/students hired for the summer months MUST reflect their dates of employment on the web-based application. If a paper application is completed, dates of employment must be listed on the second page and "summer hire" should be written at the top of the application. Unpaid interns are not eligible to receive transportation benefits
- Members of Reserve Components who are performing active duty for more than 30 consecutive days are eligible to apply through this program. Reservists on Active Duty less than 30 days are eligible to receive transit benefits, but are not able to apply for those benefits through this program. Those individuals are required to apply through their local command. Click here to view the specific policy (Enclosure 4)
The following are not eligible to receive the subsidy:
- Contractors
- Personnel that are TDY to the NCR from another area
- Personnel that are on detail to the NCR from an area outside the NCR
- Inactive reserve personnel
- Unpaid interns
- Intergovernmental Personnel Act (IPA) employees (unless appointed to DoD). For more information click here
- Foreign Exchange employees
- Personnel who possess a parking permit
4. Do I have to turn in my parking permit in order to receive transit benefits?
Yes, if your agency provides you withfree parking, parking at a reduced rate, or any other form of subsidized parking. Employees may not receive a parking pass and transit benefits at the same time. Your local parking office may grant exceptions on a daily basis. MTBP participants may receive up to 5 days of parking per month for personal or work related reasons, if needed.
5. Are vanpool riders authorized to receive transit benefits?
Yes, if the vanpool is registered with WMATA (Washington Metropolitan Area Transit Authority – aka METRO), DoD employees riding in the vanpool may have their benefits electronically allocated to their vanpool operator’s account. Please note that vanpool owner/operators are NOT eligible to receive benefits.
To contact WMATA regarding vanpool registration, call 202-962-1326 or visit their website: http://www.wmata.com.
If you have any questions regarding Pentagon vanpools and/or parking permits, contact the Pentagon Parking Office at 703- 697-6251.
6. How do I apply to receive transit benefits?
MTBP applications can be found online: http://www.whs.mil/DFD/PSD%20Services/Applying.cfm
7. What if I do not have a Common Access Card (CAC) and will not be issued one? Can I still join the Mass Transit Benefit Program (MTBP)?
Yes. There are some cases where DoD NCR employees who will not be issued a CAC card or work at a facility where they do not have access to a CAC enabled computer on the DoD network.
To receive a paper MTBPapplication, visit: http://www.whs.mil/DFD/PSD%20Services/Applying.cfm or send a request to TransitPass@whs.mil
These participants’ continued eligibility will be verified by the employee’s DoD component MTBP reviewing official. The DoD NCR MTBP office will provide each organization with a monthly listing of non-CAC participants to certifythey are currently employed and eligible. Benefits will be made available on SmarTrip® cards until the component instructs the MTBP office otherwise.
*Important note: The paper application cannot be used by employees waiting for their CAC to be issued. This process is strictly reserved for DoD employees that will not be issued a CAC or work at a facility that does not have access to the DoD CAC enabled network.
8. What is a WMATA/Metro SmarTrip® Card?
A SmarTrip® card is a permanent, rechargeable farecard. It's plastic, like a credit card, and is embedded with a special computer chip that keeps track of the value of the card.
Using a SmarTrip® card is fast and easy. Instead of inserting a farecard through the Metrorail faregate slot, you simply touch the SmarTrip® card to the circular targets on top of or inside station faregates. Likewise, you can tap the SmarTrip® farebox on Metrobus to pay your fare with SmarTrip®.
SmarTrip® cards can be used directly on the following modes of transit.
Metro Train/Metro Bus
DC Circulator
PRTC - OmniRide
ART (Arlington Transit)
DASH (Alexandria Transit Company)
CUE Bus System
FAIRFAX Connector
The Bus
Loudoun Commuter Bus
Montgomery County Ride On
REX (Richmond Highway Express)
SmarTrip® cards cannot be used directly on the following modes of transit. You must use a transit benefit allocation or CommuterDirect.com for service on the following transit providers (further details can be found below in question 11).
Vanpools
VRE
MARC
National Coach Works/ MARTZ
Quick’s Bus
Metro Access
Dillon Bus
Keller Bus
EYRE Bus
Other transit companies that partner with WMATA
9. Where can I get a SmarTrip® card?
. SmarTrip® cards can be purchased at Metrorail stations with parking facilities, Commuter Stores, CVS stores, online, or at over 400 retail locations across the National Capital Region (NCR). Please visit the following link for a full listing: http://www.wmata.com/fares/purchase/where.cfm#retail
If you already own a SmarTrip® card, you will need to register it correctly with WMATA in order for DoD MTBP to be able to make your transit benefit available on your card (see question 13 below for more details).
10. Do I have to buy my own card?
Yes. SmarTrip® cards are personal property and can hold your personal funds. The DoD NCR MTBP has the ability to link a transit tenefit account to the ‘transit benefit purse) on your properly registered personal SmarTrip® card (see question 13) every month if you qualify for the program. Transit benefit funds and personal funds are separated on your card.
11. Do I have to buy a card if I ride in a vanpool, MARC, VRE, etc.?
Yes, the card is the mechanism that enables DoD NCR MTBP to establish your transit benefit account. For these modes of transit you must use either CommuterDirect.com (VRE & MARC) or WMATA’s allocation system (vanpools, commuter buses and all other non-SmarTrip® enabled modes of transit). Afull listing is provided in question 12 (see below).
http://www.whs.mil/DFD/Info/allocate.cfm
After establishing an account with either CommuterDirect or WMATA, on the first of every month you qualify for the program, your monthly benefit will be transferred off of your SmarTrip® Transit Benefit purse and sent to your 3rd party provider for payment. Benefits cannot be delivered through other means. You must have a registered SmarTrip® card in order to participate in the DOD NCR MTBP.
12. How do I use transit benefits on a mode of transit that is not SmarTrip® enabled (i.e. vanpool, MARC, VRE, etc.)?
Riders of MTA Commuter Buses(Dillon Bus, Keller Bus, and EYRE Bus):
- Submit a claim - https://mtbp.whs.mil/claim this makes benefits available to your SmarTrip card (you do this each month)
- Establish a passenger allocation account with Metro to move your entire monthly benefit allotment, or a portion of your benefit from your card to the MTA web store each month (you only do this step once)
Instructions are available at:http://mta.maryland.gov/sites/default/files/SmartBenefits_Ref_Guide_MTA_Commutuses.pdf
- Buy a pass using your benefits on MTA web store (you do this each month)
- https://mta.maryland.gov/pass-store
- Find your Pass in the listing and add your pass to the cart
- Under “Add SmartBenefits to your Order,” provide your 9 digit SmarTrip card number, your desired benefit amount to be allocated, and click “Add to Order”
- If the price of the pass equals the amount you allocated, you should see a zero balance in the subtotal. If you are allocating less than the full ticket price, you should see the difference in cost listed in the subtotal. Click “Checkout”
- Free shipping. Orders must be placed by the 25th of each month!
Contact: MTA Web Store at 410-454-7973 or transitstore@mta.maryland.gov
Riders of VRE and MARC
- Submit a claim - https://mtbp.whs.mil/claim this makes benefits available to your SmarTrip card (you do this each month)
- Create an account with CommuterDirect.com to move your entire monthly benefit allotment, or a portion of your benefit from your card to Commuter Direct each month (you only do this step once)
- Select the “SmartBenefits” light bulb icon and follow the onscreen instructions
- Receive your pass in the mail each month or arrange to pick it up at a Commuter Store location
Contact: CommuterDirect.com 703-228-7433 or questions@CommuterDirect.com
Riders of Vanpools
- Submit a claim - https://mtbp.whs.mil/claim this makes benefits available to your SmarTrip card (you do this each month)
- Establish a passenger allocation account with Metro to move your benefit from your card to your vanpool provider each month (you only do this step once)
- http://www.wmata.com/business/employer_fare_program/vanpool_transit.cfm
- Ask you vanpool provider for specific information to identify your vanpool in the allocation
- Benefits will be delivered directly to the vanpool’s account on the first of the month
Contact: SmarTrip Customer Service 888-762-7874 or smartrip@wmata.com
Riders of Martz Group/National Coach
- Submit a claim - https://mtbp.whs.mil/claim this makes benefits available to your SmarTrip card (you do this each month)
- Establish a passenger allocation account with Metro to move your benefit, or a portion of your benefit from your card to Martz Group/National Coach each month (you only do this step once)
- Instructions available at http://www.martzgroupva.com/smartbenefitmemo.doc
- Pick up your pass from the conductor on the first of every month
Contact: Martz Group 866-466-2789
Riders of Quick’s Bus
- Submit a claim - https://mtbp.whs.mil/claim this makes benefits available to your SmarTrip card (you do this each month)
- Establish a passenger allocation account with Metro to move your entire monthly benefit allotment, or a portion of your benefit from your card to D&B Bus Inc./Quick's Bus each month (you only do this step once)
- http://www.wmata.com/business/employer_fare_program/vanpool_transit.cfm
- Listed as D&B Bus Inc./Quick's Bus
- Pick up your pass from the conductor every month
Contact: Quick’s Bus 800-786-4192
Riders of Metro Access
Riders of AMTRAK
13. What is my CAC name and how do I register my SmarTrip® card with WMATA?
Your Common Access Card (CAC) name is the exact spelling of your first and last name as imprinted digitally on your CAC card.
In most cases, this spelling matches the visible spelling on the front of your physical CAC card. In rare cases, the spelling on the front of your physical CAC card may be shortened or displays a hyphenated name that is not on the digital imprint.
To verify the digital imprint of your CAC name, click the link:https://mtbp.whs.mil/Participant/Status.aspx
Your CAC name is listed under“Enrollment Status”Name: Last name, First name
Example: John Q Public
*If your first or last name is more than 15 characters long, please use the first 15 characters from your CAC name to register your SmarTrip card with WMATA. WMATA’s website has a limit of 15 characters to input a name.
To register your SmarTrip® card using your CAC name, visit:
https://smartrip.wmata.com/Registration/Register.aspx
*If you already own a registered SmarTrip® Card, you can verify that the WMATA registration matches your CAC name by emailing SmarTrip@wmata.com or by calling 1-888-SMARTRIP (1-888-762-7874)
14. How do I determine my monthly commuting costs?
An expense worksheet is provided on MTBP applications. On paper applications (DD Form #2845), you can find the expense worksheet on page 3. This portion must be fully completed before the application can be sent forward for approval and processing. Please note that modes of transportation, individual stations, bus lines, etc. must be listed where appropriate. A SmarTrip® card serial number is required as well, which can be copied and faxed along with the application. Please provide the 9 digit serial number in the margins of the application or include it on the fax cover sheet.
15. What is the maximum amount of subsidy I can receive?
$125 per month. Source: IRS Revenue Procedures (rp-11-52)
16. How do I check to see if my application has been approved and processed?
You may check https://mtbp.whs.mil/Participant/Status.aspx (you must use your CAC to access this site) or you can email the program office at: transitpass@whs.mil
Please note that all email queries are returned within 5 business days.
17. Do I need to show my ID or sign for electronic benefit distribution?
Not in person. Fare media is distributed electronically. Participants will claim benefits using a new CAC-enabled claims module on the DoD NCR MTBP website (https://mtbp.whs.mil ). Between the 1st – 15th of each month, participants will submit a claim for the following month. The claims module verifies that you are still employed, eligible, and will allow to evaluate how any planned leave or travel will affect your commuting costs in the upcoming month. Claims are not optional and should take between 3-5 minutes to complete.
Click here for an example of the claims process:
http://www.whs.mil/DFD/PSD%20Services/ClaimInstructions.cfm
FAILURE TO SUBMIT A MONTHLY CLAIM WILL RESULT IN A FORFEIT OF NEXT MONTH’S BENEFITS!
Failure to submit a monthly claim will not withdraw you from the Mass Transportation Benefit Program, but you will skip a month of benefits every time you fail to submit a monthly claim within the claim period.. To allow for processing time, claims must be submitted by the 15th of the month prior. After the claim deadline, benefits are forfeited for the following month, and cannot be reinstated.
18. What is a Monthly Claim?
Click here for an example of the monthly claims process:http://www.whs.mil/DFD/PSD%20Services/ClaimInstructions.cfm
The monthly claim process is an important internal control that replaces the physical verification of employee’s DoD CAC/ID to ensure continued eligibility and serves to document participant attestation to the program rules.
Claims are made between the 1st–15th of the month prior, for the next month’s benefit (cut off dates are driven by WMATA’s required deadlines).
Example: In order to receive benefits for November 2011, you must visit the MTBP website and submit a claim between October 1-15. A claim made between October 1-15 will ensure issuance of November benefits.
Claims are made by visiting the DoD NCR MTBP website from a CAC enabled computer. If you know that you are going to be away from your CAC enabled computer for the next months claim period, you can submit a claim up to 2 months in advance.
Participants will be required to make a claim each month to continue receiving benefits. At least three email reminders will be sent during the claim period.
19. What if I forget to do my monthly Claim?
You will not receive the next month’s transit benefit allotment. Failure to submit a claim between the 1st and the 15th will result in the forfeit of benefits for the following month. The monthly claim process is an important internal control. No claim = no benefits.
During the claim period, you will receive 3 email reminders to submit your monthly claim.
If you know that you are going to be away from your CAC enabled computer during the claim period for next month, you can submit a claim up to 2 months in advance.
20. How do I use my transit benefits?
Instructions vary by transit provider. Visit the following website for more details: http://www.whs.mil/DFD/Info/Instructionsforreceivingelectronicfaremedia.cfm
21. If I am submitting a claim once a month, do I still need to recertify annually?
Yes.ou are still required to recertify once a year. The annual recertification is approved by your supervisor and your organizational reviewing official. Monthly claims do not pass through the same management for approval.
Click here for an example of the monthly claims process: http://www.whs.mil/DFD/PSD%20Services/ClaimInstructions.cfm
22. Are my personal funds separated from my transit benefits on the same card?
Yes. SmarTrip® cards linked to a transit benefit account store funds in two separate “purses.”
Transit Benefit Purse
The transit benefit purse is loaded on the first of the month by funds made available by DoD. It will hold up to your certified monthly commuting cost (not to exceed $125). Funds from this purse are spent first when commuting until the entire benefit allotment has been depleted. Any unused funds do not rollover at the end of the month. These funds cannot be used for parking expenses (compliant with IRS regulations). Funds cannot be transferred into the personal stored value purse. You may view the balance at faregate, farebox, or online through a SmarTrip® online account.
Personal Stored Value Purse
The personal stored value purse contains your personal funds for parking or transit and holds up to $300 maximum. Funds may be added at Metrostation kiosks. Funds on this purse do roll over month-to-month. You may view the balance at farecard & pass machines, parking lot SmarTrip® targets, faregates (only after you have spent all transit benefit purse funds for the month), or online through a SmarTrip® online account.
*Important Note: You must have personal funds in the personal stored valuepurse in order to leave a Metro parking facility. Even if you have $125 in your transit benefit purse, you cannot pay for parking with transit benefit funds!
You can check the balance of both purses online by creating a WMATA SmarTrip® Online Account via: https://smartrip.wmata.com/AccountCreate/AccountCreate.aspx
Started in November 2011, Metro implemented the new “autoload” program.This loads your transit benefits directly to your card the first time you tap a SmarTrip target. Metro fares will automatically draw from your transit benefit purse first (see question 22). Due to this feature, it is recommended that you own a second SmarTrip card for weekend or personal use.
23. Can I use Transit Benefits to pay for parking?
No. Parking costs have never been allowed as part of the tax free DoD Mass Transportation Fringe Benefit. This rule is specifically detailed in the DoD policy on Mass Transportation Benefits (DoDI 1000.27) http://www.dtic.mil/whs/directives/corres/pdf/100027p.pdf
SmarTrip® cards will specifically block transit benefits from being used to pay for parking at Metro facilities.
*Therefore, you must have personal funds in the personal stored value purse in order to pay for parking at Metro facilities. Even if you have $125 in your transit benefit purse, you cannot pay for parking with transit benefit funds!
24. What if I lose my SmarTrip® card or it breaks?
Step 1Get a new card
SmarTrip® cards can be purchased at Metro stations with parking facilities, Commuter Stores, CVS stores, online, or at over 400 retail locations across the region.
Please visit the following link for a full listing: http://www.wmata.com/fares/purchase/where.cfm#retail
Step 2
Register your new card in your CAC name at WMATA. https://smartrip.wmata.com/Registration/Register.aspx
Verify your CAC name at https://mtbp.whs.mil/Participant/Status.aspx
Step 3
Call WMATA at 888-762-7874 and ask them to transfer any remaining personal balance on your old card to your new one.
Step 4
Link the new card to your transit account:https://mtbp.whs.mil/Participant/Status.aspx Click “Link SmarTrip® Card.”
You will receive an email confirmation when your benefits have been reassigned to your new card. This process may take a few days to confirm.
*Important Note: If you use CommuterDirect for MARC/VRE or a WMATA allocation account for vanpools, MTA commuter busses, etc., you will need to update your CommuterDirect or WMATA allocation account with the new card number as well.
25. What if I change organizations?
If you are changing organizations within DoD, please complete the application and choose "making a change."
If you separate from DD, you must withdraw from the program. See question 26 for more details.
26. How do I withdraw from the program?
You must submit an application for withdrawal. The application can be found online: https://mtbp.whs.mil/
When completing the application, please provide an effective date and reason for your withdrawal in the ‘additional information’ section.
Our office will ELECTRONICALLY retrieve any remaining transit funds (government issued) from your SmarTrip card on the effective date you specify. You are free to use the SmarTrip card for personal use and any funds you may have added out-of-pocket will remain unaltered by our office.
27. Are the transit benefits I receive taxable?
No. Transit benefit are not taxable and do not have to be recorded on your tax returns.
28. Is there an expiration date on my transit benefits?
Transit benefits can only be used during the month they are issued electronically. Unused benefits will expire at the end of the month.
29. I just found out about the program, but I've been taking mass transportation for some time. Can I be retroactively reimbursed for these expenses?
No. Retroactive distributions are not permitted.
30. Can I give or sell my benefits to someone?
No. Transit benefits are used for traveling to and from your work location. They are not transferable or intended to be used for your leisure. Selling or distributing your transit benefits violates the self certification on the application (DD 2845) which states, “WARNING: This certification concerns a matter within the jurisdiction of an agency of the United States and making a false, fictitious, or fraudulent certification may render the maker subject to criminal prosecution under Title 18, United States Code, Section 1001, Civil Penalty Action, providing for administrative recoveries of up to $10,000 per violation, and/or agency disciplinary actions up to and including dismissal.”
31. If I’m on TDY or in Long Term Training (LTT) am I eligible to receive mass transportation benefits at the TDY/LTT location?
No. Personnel in a TDY or LTT status are not eligible to receive mass transportation benefits under the Mass Transit Fringe Benefit Program. Personnel in a TDY or LTT status may be reimbursed for travel to/from the temporary duty location, if authorized on their orders, by filing a travel voucher.
32. Other Questions? Contact us!
The MTBP Program Office may be reached viaemail at transitpass@whs.mil or phone at 571- 256-0962.
NCR Transit
