COMMUTER BENEFITS BROCHURE The Smithsonian Institution provides two types of commuter benefits to its employees. Both the Transit Pass and Pre-Tax Commuter programs are administered by Wage Works, Inc. All eligible employees who wish to participate may enroll using the instructions provided below. Please read this information carefully as it provides details regarding the enrollment process and benefits available under each program. Question Transit Pass Program Pre-Tax Commuter Program What are the features of the program? Effective January 1, 2016, The Smithsonian Institution provides transit benefits in amounts up to $255per month to eligible Federal and Trust employees whose work/duty station is in the United States and who use mass transportation to commute to and from work. Effective January 1, 2016, The Smithsonian Institution allows pre-tax deductions for parking up to $255 per month to eligible Federal and Trust employees. The cumulative maximum for both subsidy and post-tax options cannot exceed $500 per month. The cumulative maximum for both pre and post-tax deductions cannot exceed $500 per month. What is the cost? The Smithsonian Institution pays for the full cost and administration of the Transit Pass Program up to the program limits of $255. The employee pays for the cost of the Commuter Option Program via pre-tax deductions for parking up to $255 per month. Employees whose transit cost exceeds $255 may elect to have post-tax deductions for the additional cost. Employees whose parking cost exceeds $255 may elect to have post-tax deductions for the additional cost. The cumulative maximum for both subsidy and post-tax options cannot exceed $500 per month. The cumulative maximum for both pre and post-tax options cannot exceed $500 per month. Smithsonian Institution 1 Revised January 2017 600 Maryland Ave. SW, Suite 5060 Washington DC 20024-2520
When can employees enroll? Who is eligible to participate? SI employees who meet the eligibility requirements MUST enroll no later than 10 th of the month for the benefits to take effect in 2 months. Example: Enrollment and changes made between October 11 and November 10 will become effective January 1. Smithsonian Enterprises (SE) employees who meet the eligibility requirements MUST enroll no later than 10 th of the month for the benefits to take effect the next month. Example: Enrollment and changes made between November 11 and December 10 will become effective January 1. Enrollment and changes must be submitted by the 10 th of the month at www.wageworks.com or by calling 877-924-3967. Note: SI Employees should wait until the first Monday following the pay period in which they are hired to enroll as it takes approximately 2-3 weeks for the employee s information to appear in the Wage Works system. The SI Transit Pass Program is available to eligible Federal and Trust employees whose work/duty station is located in the United States AND who use mass transportation to and from work. SI employees who meet the eligibility requirements MUST enroll no later than 10 th of the month for the benefits to take effect in 2 months. Example: Enrollment and changes made between October 11 and November 10 will become effective January 1. Smithsonian Enterprises (SE) employees who meet the eligibility requirements MUST enroll no later than 10 th of the month for the benefits to take effect the next month. Example: Enrollment and changes made between November 11 and December 10 will become effective January 1. Enrollment and changes must be submitted by the 10 th of the month at www.wageworks.com or by calling 877-924-3967. Note: SI Employees should wait until the first Monday following the pay period in which they are hired to enroll as it takes approximately 2-3 weeks for the employee s information to appear in the Wage Works system. The SI Pre-Tax Commuter Program is available to eligible Federal and Trust employees. Employees can use the benefit for parking on a pre and post-tax basis. Who is NOT eligible to participate in the Program? Employees whose work duty station is outside the United States as well as volunteers, fellows, interns, scholars, contractors and docents. Volunteers, fellows, interns, scholars, contractors and docents. USER AGREEMENT 2 Revised January 2017
All employees should be aware that the amount of benefits obtained either through the SI Transit Pass Program or the Pre-Tax Parking Program should be the actual amount of benefits needed to pay for the cost of mass transportation to and from their work duty station or for parking at their work duty station or other eligible locations. Additionally, employees are not permitted to sell, barter, exchange or otherwise transfer cash or other goods or services obtained through use of these programs. Employees are not to return goods and services to the provider for cash or any other consideration other than for direct exchange of damaged or defective goods. Wage Works will not refund or credit your account, or seek a refund or credit on your behalf. You agree that you will not solicit or accept a refund or credit from any party for payments made from your account unless you return those funds to your account. Employees must cancel or reduce their benefit election if separating from employment, transitioning to a leave without pay status, or using leave for an extended period of time. The Smithsonian Institution s Office of Human Resources reserves the right to cancel an employee s benefit (transit subsidy or parking benefit), if it is determined the employee is receiving the transit and or parking benefit while they are not actively working at the Smithsonian. Employees may be required to pay back amounts for benefit months that are received and not used or used inappropriately if not already refunded to the Smithsonian Commuter Benefits: Enrollment Calendar 2017 Pay Period Hire Date Earliest Date To Enroll Last Date To Enroll For Benefit Month 3 Revised January 2017
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Note: The above calendar is not applicable to Smithsonian Enterprises employees who should contact their Human Resources Benefits Office for the benefit month effective date. 4 Revised January 2017
GENERAL QUESTIONS FOR BOTH PROGRAMS Who administers the Programs? Wage Works Inc. administers the SI Transit Pass and Pre-Tax Commuter Program. What are the enrollment deadlines? SI Employees who meet the eligibility requirements MUST enroll no later than 10 th of the month for the benefits to take effect in 2 months. SE Employees who meet the eligibility requirements MUST enroll no later than 10 th of the month for the benefits to take effect the next month. Example: To receive a benefit starting January 1, an SI employee must enroll by November 10th. This deadline rolls forward each month. The Wage Works website and/or a Wage Works customer service representative can assist you with enrollment deadlines. You must obtain documented confirmation from Wage Works upon completing enrollment and change transactions. What process do I use to enroll or make changes? There are two ways to enroll or make changes: Online. Go to www.wage Works.com and click on the First Time User? Register now and follow the online prompts. By Phone. Call 877-924-3967 from 8 am to 8 pm Eastern Standard Time and a Wage Works customer service representative will assist you with the enrollment process. Employees can also access an existing account via their smart phones and other mobile devices to give participants anywhere, anytime access to their Wage Works accounts. The application is designed to work on the most popular mobile devices and phones, such as the iphone, ipod Touch, ipad, Droid X and the Samsung Intercept. No download is necessary. Participants just need to point their mobile browser to www.wage Works.com and they will be directed to the mobile application. From the mobile application, participants will be able to access account information for all of their accounts. Other URLs participants can use are listed below. 1. mobile.wage Works.com 2. m.wage Works.com 3. www.wage Works.com/mobile 4. www.wage Works.mobi What do I do if I have enrolled but have lost my password? Go to the www.wage Works.com website and click on the Forgot your User Name or Password? link. 5 Revised January 2017
What are some Helpful Tips in the enrollment process? SI employees should wait until the first Monday following the pay period in which they are hired to enroll. It takes approximately 2-3 weeks to submit SI employee s initial eligibility record to Wage Works. You must have an employee record established in the payroll system and Wage Works eligibility file, which your Benefits Specialist/HR Office can verify. The eligibility files are uploaded into Wage Work s eligibility database weekly. By the 10th of the month, enroll in the Transit Pass Program or Pre-Tax Commuter Program at www.wage Works.com or by calling 877-924-3967. These steps must take place prior to using the Wage Works website to enroll. 1. If you use the SmarTrip card purchased through the Washington Metropolitan Area Transit Authority (WMATA), make sure your data that resides with WMATA and the payroll system matches with what you enter on the Wage Works website (e.g. full name, SSN, mailing address, etc.). 2. Make sure your SmarTrip card is registered with WMATA. 3. Make sure that the SmarTrip card serial number registered with WMATA is the same number you use to register with Wage Works. 4. SmarTrip cards can be purchased thru www.wmata.com or at any Metro Station. Note: if you lose your SmarTrip card and subsequently receive a new one, you MUST re-register your new card with WMATA and Wage Works. To finalize the online application, you must click Submit. In the following screen, click Place Commuter Order for processing to occur. Print the confirmation for your records. Wage Works will also send you a confirmation and additional info via mail or email. SmarTrip registration reminder SmarTrip download reminder Claims reminder for Pay Me Back participants New 1st month participant reminders Who should I contact if I have questions? Contact Wage Works customer service at 1-877-924-3967 from 8 am to 8 pm Eastern Standard Time. Please direct all enrollment questions and problems to Wage Works Customer Service. Your Human Resources Benefits Specialist can answer routine Wage Works benefit questions. In the event Wage Works is unable to answer your questions or resolve your problem, you may contact your Benefits Specialist, who is the contact for all benefits related issues. You can reach your specialist via 202-633-6321. What do I do if I don t have a SmarTrip card? You have several alternatives. You can purchase a SmarTrip card online at www.wmata.com or at any Metrorail location. If you purchase a SmarTrip card, you must register the card with WMATA. You must also provide the card information including serial number to Wage Works. The data residing in the Wage Works system must match the data residing in the WMATA system or no benefits will be provided. 6 Revised January 2017
What if my SmarTrip card is damaged, lost, or stolen? You must immediately purchase a new card. SmarTrip cards are sold at all metro locations. Register the SmarTrip card at WMATA, www.wmata.com, and Wage Works, www.wage Works.com, within 24 hours so there is no lapse in your benefits coverage. Contact Wage Works customer services at 1-877-924-3967 from 8 am to 8 pm Eastern Standard Time, if any questions. After you purchase a new SmarTrip card, you must: Register the new serial number with Wage Works or your benefits will not be loaded to your new card. Once Wage Works updates your new serial number, request that all funds be transferred from the old serial number and that upcoming funds are available to download immediately on your new serial number. How do I change or update my SmarTrip card serial number? You should contact Wage Works at 1-877-924-3967 to register the serial number on your SmarTrip card. What is a Wage Works Commuter Card? The Commuter Card works just like a debit Card and can be used to pay for your commuting costs at select providers in your area. If you choose this as an option, then your card will be recharged automatically on the 20 th of the month prior to each benefit month for the benefit amount that you elected. NOTE: The Wage Works Master Commuter card cannot be used to load funds to a WMATA SmartTrip card. If I am a disabled employee who rides Metro Access (DC subway), how do I fund my Metro Access account? Use the Commuter Card to load money on to your Metro Access account. For more information, please visit http://www.wmata.com/accessibility/metroaccess_service/. What must I do if I transfer from a Smithsonian Federal status to a Smithsonian Trust status or vice versa? You must re-enroll in the Wage Works plan to avoid a gap in benefits. The re-enrollment process transfers your election(s) from Smithsonian Federal status to a Smithsonian Trust status or vice versa. You must re-enroll by the 10 th of the month for the benefit to take effect the second month following re-enrollment. Human Resources system transactions are normally completed within three weeks of the transfer effective date. Employees who transfer from a Smithsonian Federal status to a Smithsonian Trust status or vice versa can re-enroll with Wage Works the third week following the effective date of their transfer. If necessary, you may contact your Benefits Specialist to ensure your transfer data has been entered in the HR system and updated in the Payroll system. To 7 Revised January 2017
obtain a response for questions that you may have on the re-enrollment process contact Wage Works customer service at 1-877-924-3967 from 8 am to 8 pm EST. What must I do if I separate from or terminate my employment with the Smithsonian Institution? Once you have determined the effective date of separation of your employment with the Smithsonian Institution, you must cancel your benefits under the Wage Works program, at www.wage Works.com or call 877-924-3967 by the 10 th of the month. For those participating in the pre-tax commuter benefit, timely cancellation is of utmost importance, otherwise payroll deductions will continue. Deductions always occur one month prior to the benefit month, i.e. paychecks in June pay for the July benefit month. Also, upon notification from SI, Wage Works will remove the employee from an eligible status, so you no longer receive a benefit. Neither Smithsonian nor Wage Works will refund payroll deductions or credit benefits already processed. You will need to pay back any fare media amounts that you receive for benefit months after your separation in which you are not eligible to receive the subsidy benefit. If your benefit is cancelled in error, notify your Benefits Specialist immediately so that SI can include you in the next eligibility file upload. How do I obtain a claim reimbursement under the Pre-Tax Commuter Benefit Program? Active employees have 6 months following the end of the benefit month in which expenses were incurred to file claims to get reimbursed from your Pay Me Back account. Be sure to check the deadline for each benefit month on the Account Activity page for this account. If you have a balance remaining after the deadline, you will receive a credit in that amount which will be applied toward your next Commuter deduction automatically. Former employees have 6 months following the end of the benefit month in which expenses were incurred thru your date of separation. You may file receipts for these expenses directly to Wage Works to receive a reimbursement. 8 Revised January 2017
FREQUENTLY ASKED QUESTIONS TRANSIT PASS PROGRAM What is the definition of mass transportation? In general, forms of mass transportation include subway, bus, rail, van pools and ferry services. These forms of transportation are eligible under the transit program. The specific list of mass transportation providers and options are available on www.wage Works.com or by contacting Wage Works at 1-877-924-3967. The Wage Works transit catalog covers more than 500 transit operators nationwide. What is the definition of a vanpool? To be eligible for this program, a vanpool needs to have seating for 6 or more adult passengers, 80% of mileage is to transport employees to and from their work\duty stations in the National Capital Region (see eligibility section above) and 50% of seating capacity used for employee transport. Are Carpools eligible? No. Under current Federal tax law, carpools are not eligible for benefits under the SI Transit Pass Program. What are the types of fare media that I can sign up for? You can sign up for a variety of options that vary depending on your public transportation or vanpool provider. This can include loading funds on a SmarTrip card (WMATA ), having funds loaded on the Wage Works Master Commuter card which can be used to purchase a variety of tickets and passes and paper tickets or passes where electronic options are not available. However, the Wage Works Master Commuter card cannot be used to load funds to a WMATA SmartTrip card. Can I use my fare media to travel between Smithsonian buildings during work hours? No. Fare media is to be used to commute from your home to your work/duty station and return using mass transportation methods only. I pay for parking at my subway station. Is that eligible for the SI Transit Pass Program? No. Parking at the subway station is not eligible for the SI Transit Pass Program provided by the Smithsonian. However, you can still save money on these parking costs by enrolling for the Commuter Option Program (pre-tax parking) or SmartTrips direct load parking available through Wage Works. Select the Park-n-Ride or SmartTrips direct load option to sign up for pre-tax parking benefits at a transit rail or bus stop. The website will walk you through the steps to enroll for these options. Depending on your tax rate, you can still save 30 to 40 percent on your parking costs by electing this option. How do I determine and calculate the amount of my Transit Pass Subsidy? The cost of the Transit Pass should be your actual monthly cost. Example: Look at the number of work days in a year - 52 weeks in a year times 5 days a week equals 260 days. Subtract the number of days you anticipate to take annual leave, holidays, and alternate work schedule days. In this case, someone working 260 days a year with 10 holidays and 15 annual leave days works 235 days a year. Multiply the number of days worked in a year times your actual daily commuting cost, e.g. 235 X $3.10 a day equals $728.50 annually. Divide the annual cost by 12 to determine the anticipated monthly cost: $60.70. 9 Revised January 2017
If your current transit expenses are less than $255, you must indicate so when enrolling. You should also change your benefit amount if you are going to be on annual or sick leave and any other times you do not travel to and from work. If you know your vacation schedule two months in advance, you can change your benefit election for the month that you are taking vacation. This works as well for holidays. If you do not have advance notice of leave you can change a future benefit month. What if my cost to get to and from work exceeds $255 under the SI Transit Pass Program? If your cost to get to and from work exceeds $255, the additional cost can be deducted from your paycheck post-tax. Example: If your current mass transit costs are $280, then up to $255 will be paid through the SI Transit Pass Program and $25 will be deducted from your paycheck as a post-tax discretionary allotment at a rate of $12.50 per pay period. Note: Deductions are taken only for the first two pay periods of the month and will be reflected as code 99 on your Earnings & Leave Statement (ELS). What if my cost to get to and from work is less than $255 under the SI Transit Pass Program? If your cost is under $255, you should put down your actual cost. False or fraudulent statements or the sale, barter, exchange or transfer of fare media by the employee may result in disciplinary action up to and including termination of employment. How often can I change the amount of my Transit Pass? You can change the amount of your transit pass monthly. However, keep in mind the 10 th of each month is the deadline for enrollment and changes. It is your responsibility to provide to Wage Works your actual transit costs. Employees are eligible for fare media on the days they actually use mass transportation to commute to and from their duty station. When you separate or retire from the Smithsonian, it is your responsibility to cancel your Transit Pass election and pay back any fare media amounts that have been paid for the upcoming month in which you are not eligible to receive the benefit. Employees are not permitted to transfer or sell their Transit Pass to anyone. How will I receive my benefits? Transit benefits may be provided in the form of transit passes, vouchers, fare cards, etc. for those eligible employees who enroll and who use qualified mass transportation (e.g. subway, public bus service, commuter rail) or commuter highway vehicles (e.g. vanpools, privately run bus services) that meet the criteria, to get to and from work. When will I receive my elected funds? Your elected funds will be available on the first day of each benefit month. I tried registering at www.wage Works.com for the SI Transit Pass program, but when I entered my info, it gave an error message: "We cannot locate your record in our database. Please contact your employee service center so they can provide us with the information." What do I do? Contact your Benefits Specialist, to ensure your information was entered into the HR system and the information has been applied in the Payroll System. 10 Revised January 2017
FREQUENTLY ASKED QUESTIONS PRE-TAX COMMUTER PLAN Can I enroll in the Commuter Option Program (Parking purposes) AND enroll in the Transit Pass Program? Yes. For example, employees who must drive to and park in a commuter lot in order to take the Metro to their work/duty stations may participate in the SI Transit Pass Program (transit expenses) and the Commuter Option Program (parking expenses). The SmartTrip direct load option on the Wage Works site allows users to elect a transit and parking benefit to use for Metro rail and Metro parking facilities. Employees who wish to take advantage of this option will use the pay my provider or pay me back option for the parking portion of the benefit. Simply make a Pay My Provider or Pay Me Back election that represents your monthly parking costs. Your election amount will be deducted from your paycheck pre-tax and then used to reimburse you or your provider for your parking costs. Just pay for your parking as you normally do and then submit claims to get reimbursed under the Pay Me Back option. You can file claims online or by way of submitting a paper claim to Wage Works. Employees enrolled or participating in the SI Transit Pass Program may NOT use the pre-tax parking benefit for any parking lots near their work/duty station. Employees not participating in the SI Transit Pass Program may use the pre-tax parking benefit for parking facilities at or near their work/duty station. 11 Revised January 2017