3 FAM 3850
Bicycle transportation Reimbursement Program
(CT:PER-894; 01-08-2018)
(Office of Origin: HR/ER/WLD)
3 FAM 3851 Authority
(CT:PER-638; 05-26-2011)
(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; and
(3) Government Accountability Office Letter GAO
B-318325 of August 12, 2009.
3 FAM 3852 Purpose of Program
(CT:PER-638; 05-26-2011)
(State only)
(Applies to Foreign Service and Civil Service Employees Assigned Domestically)
The purpose of the Bicycle Reimbursement Program is to
reduce traffic congestion and pollution, as well as to promote wellness among
Federal employees, by encouraging employees to use pedaled (nonmotorized)
bicycles as their primary means of commuting to and from work. The program is
intended to assist an employee in the purchase, repair, and/or maintenance of a
nonmotorized bicycle that the employee uses as a primary means of commuting to
and from work.
3 FAM 3853 Maximum value of the
Bicycle reimbursement
(CT:PER-638; 05-26-2011)
(State only)
(Applies to Foreign Service and Civil Service Employees Assigned Domestically)
The available subsidy for bicycle reimbursement is
calculated on a monthly basis. 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 employees residence and place of employment, and in
which the employee does not receive other transit benefits as defined in 3 FAM 3855,
paragraph c. The maximum amount an employee can receive as a tax-free benefit
is set by legislation, and equals the monthly subsidy amount multiplied by the
number of qualified bicycle commuting months the employee has in a given year.
The current amount is posted by the Office of Employee Relations (HR/ER) on the
Bicycle Reimbursement Program informational Web site.
3 FAM 3854 Management of the bicycle
reimbursement program
(CT:PER-707; 08-09-2013)
(State only)
(Applies to Foreign Service and Civil Service Employees Assigned Domestically)
Reimbursement for qualifying expenses through the Bicycle
Reimbursement Program 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 Bureau of Personnels Office of Employee Relations
Work/Life Division (HR/ER/WLD) informational Web site for this program.
3 FAM 3855 PROGRAM Eligibility
(CT:PER-638; 05-26-2011)
(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) 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) Employees who are receiving any other types of
funds from the Department of State that are authorized for local travel,
reimbursement, per diem, or credit.
c. Employees otherwise eligible to participate in the
program may not receive any bicycle subsidy for any calendar month in which the
employee:
(1) Participates in the Transit Subsidy Program or
receives a transit subsidy;
(2) Has received or possesses a subsidized parking
permit from the State Department, except for vanpool operators; or
(3) 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-894; 01-08-2018)
(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 subsidy 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 60 percent of time in his or her commute to the office; has
applied for the Transit Subsidy Program; has joined a car pool; 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-638; 05-26-2011)
(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 on
Bicycle-Transportation-Reimbursement@state.gov.
3 FAM 3858 and 3859 UNASSIGNED