3 FAM 3850
Bicycle transportation Reimbursement Program
(CT:PER-1149; 08-23-2023)
(Office of Origin: GTM/TS)
This subchapter is in the process of being updated. For additional information, please refer to the Bicycle Transportation Reimbursement Program SharePoint Site.
3 FAM 3851 Authority
(CT:PER-1149; 08-23-2023)
(State only)
(Applies to Foreign Service and Civil Service Employees Assigned Domestically)
Authorities include:
(1) 5 U.S.C. 7905;
(2) 26 U.S.C. 132(f); and
(3) Government Accountability Office Letter GAO B-318325 of August 12, 2009.
3 FAM 3852 Purpose of Program
(CT:PER-1149; 08-23-2023)
(State only)
(Applies to Foreign Service and Civil Service Employees Assigned Domestically)
a. The Purpose of the Bicycle Transportation Reimbursement Program is to encourage sustainable commuting practices consistent with Executive Order 13990 titled “Protecting Public Health and the Environment and Restoring Science to Tackle the Climate Crisis”. Department of State established the Bicycle Transportation Reimbursement Program consistent with 5 U.S.C. 7905. The reimbursement provided under this program is a taxable fringe benefit and can be used in conjunction with the non-taxable transit benefit described in 26 U.S.C. 132(f) as a qualified transportation fringe benefit. This program is intended to assist employees with certain commuting costs associated with their use of a non-motorized bicycle for a substantial portion of their travel between their residence and worksite and/or in conjunction with their monthly transit benefit for their commute to and/or from work.
b. The Bicycle Transportation Reimbursement Program Policy supersedes the non-taxable transportation fringe benefit to bicycle commuters. In accordance with the 2017 Tax Cuts and Jobs Act, the non-taxable bicycle commuter benefit is suspended until 2026.
3 FAM 3853 Maximum value of the Bicycle transportation reimbursement
(CT:PER-1149; 08-23-2023)
(State only)
(Applies to Foreign Service and Civil Service Employees Assigned Domestically)
The Bicycle Transportation reimbursement is calculated monthly. The maximum amount an employee may claim for reimbursement is measured by the number of months in a given year that the employee qualifies for the program. A “qualified bicycle commuting month” is a month in which an employee regularly uses a bicycle for a substantial portion of the travel between the employee’s residence and worksite. The maximum amount an employee can receive as a taxable fringe benefit is determined by law and equals the monthly reimbursement amount multiplied by the number of qualified bicycle commuting months the employee has in a given year. The current monthly reimbursement amount is posted by the Bureau of Global Talent Management, Office of Talent Services (GTM/TS) on the Bicycle Transportation Reimbursement Program SharePoint site.
3 FAM 3854 Management of the bicycle transportation reimbursement program
(CT:PER-1149; 08-23-2023)
(State only)
(Applies to Foreign Service and Civil Service Employees Assigned Domestically)
Bicycle Transportation reimbursement for qualifying expenses are processed by the CGFS/EX Budget Office. The CGFS/EX Budget Office makes payments directly to program participants based on claims for reimbursement submitted by members of the program. Additional information can be found on the GTM/TS Bicycle Transportation Reimbursement Program SharePoint site.
3 FAM 3855 PROGRAM Eligibility
(CT:PER-1149; 08-23-2023)
(State only)
(Applies to Foreign Service and Civil Service Employees Assigned Domestically)
a. All employees must be serving in domestic assignments of at least 16 weeks in length to participate in the Bicycle Reimbursement Program. Eligible employees include:
(1) All direct-hire employees (including part-time employees) serving in domestic assignments;
(2) Reemployed Annuitants When actually employed (WAE) employees;
(3) Presidential management fellows (PMFs);
(4) Student employment program (STEP) employees;
(5) Paid co-ops and paid stay-in-schools;
(6) Pre-assignment center (PACs) individuals, who are not receiving per diem;
(7) Paid interns; and
(8) Unpaid interns, unpaid fellows, and unpaid volunteers.
b. The following employees are not eligible to participate in the Bicycle Reimbursement Program:
(1) Contractors (e.g., personal service contractors (PSCs) and nonpersonal service contractors (NPSCs));
(2) Employees who are not Department of State employees;
(3) Employees serving in a domestic assignment (or in the United States on temporary duty) for periods of fewer than 16 consecutive weeks;
(4) Employees who are on detail to the Department of State from other agencies; and
(5) Military personnel assigned or detailed to the Department;
c. Employees otherwise eligible to participate in the program may not receive any bicycle reimbursements subsidy for any calendar month in which the employee:
(1) Has received or possesses a subsidized parking permit from the State Department, except for vanpool operators; or
(2) Has received any other types of funds including reimbursement, per diem, or credit, from the Department of State that are authorized for local travel.
3 FAM 3856 REIMBURSEMENT CLAIM processes, Payment, Transfer of Reimbursement, and Program Termination
(CT:PER-1149; 08-23-2023)
(State only)
(Applies to Foreign Service and Civil Service Employees Assigned Domestically)
a. To be eligible for reimbursement, employees must certify that they have complied with the Bicycle Reimbursement Program conditions, including certification that the minimum requirements on bicycle use are met. To receive payment for eligible expenses, an employee must submit Form OF-1164, Claim for Reimbursement for Expenditures on Official Business, in accordance with instructions found on the program Web site. For more information on reimbursement procedures and program requirements, see the program Web site.
b. Reimbursements may be processed only up to the subsidy amount an employee has accrued in a given year; employees may be reimbursed only up to the maximum amount for those months in a given year in which the employee has already satisfied program requirements. Reimbursements may not be made using reimbursements amounts expected for program participation in future months.
c. Employees may not claim reimbursement for expenses incurred in months in which the employee did not meet the requirements of the program, including that the employee commuted to and from work by bicycle on a regular basis. Reimbursements may not be claimed for partial month participation. An employee must not submit claims for reimbursement for expenses incurred in months when the employee was not commuting via bicycle for a minimum of 50 percent of time in his or her commute to the office; or is receiving per diem or any other type of reimbursement for commuting-related expenses.
d. Employees who fail to comply with the terms and conditions of the program and/or submit false certifications or claims for reimbursement may be subject to agency disciplinary action up to and including dismissal. Such employees may also be subject to civil penalty action or criminal prosecution under 18 U.S.C. 1001.
3 FAM 3857 additional information
(CT:PER-1149; 08-23-2023)
(State only)
(Applies to Foreign Service and Civil Service Employees Assigned Domestically)
Additional program information and guidance can be obtained by contacting the program via email at HRSC@state.gov.
3 FAM 3858 Definitions
(State only)
(Applies to Foreign Service and Civil Service Employees Assigned Domestically)
a. Commute to and/or from work: The daily bicycle trip between the participant’s residence and place of employment.
b. Commute to and/or from work in conjunction with the transit benefit: A daily bicycle trip between the participant’s residence and place of employment in conjunction with the monthly transit benefit, or a portion of the daily commute used by bicycle in conjunction with the monthly transit benefit.
c. Substantial Portion of Travel: At least fifty percent of the days commuted to and from work during each month.
d. Non-motorized bicycle: A powered bicycle designed to transport by the act of pedaling. Class 1 pedal-assist electronic bikes with a maximum speed of 20 mph and no throttle are considered non-motorized bicycles under this policy.
e. Qualified participant: A Federal employee or student providing services under United States Code, Title 5, Government Organization and Employees (5 U.S.C. § 2105).
f. Commuting Cost: Costs incurred by a qualified participant in connection with a daily commute to or from work on a non-motorized bicycle. Examples of commuting costs include, but are not limited to, bike lock, bike parking/storage, bike upgrades (lights, rack), repairs, and general maintenance.
3 FAM 3859 UNASSIGNED