1603 - Vanpool Commute Program

Category

Commute and Parking Programs

Audience List

  • Accounting Officers
  • Administrative Chiefs
  • Agency Secretaries
  • Agency Undersecretaries
  • Budget Officers
  • Claims Coordinators
  • Department Deputy Directors
  • Department Directors
  • Employee Relations Officers
  • Health and Safety Officers
  • Human Resources Chiefs
  • Labor Relations Officers
  • Personnel Officers
  • Personnel Transactions Staff
  • Personnel Transactions Supervisors
  • Travel and Relocation Program Coordinators
  • Wellness Coordinators

Synopsis

This policy:

  • Describes and defines CalHR’s exclusive authority, in regard to state agencies and departments, to establish and maintain oversight of the Vanpool Commute Program (Program) for current state employees.
  • Provides information about the Program, including:
    • Eligibility criteria.
    • Maximum allowable claim.
    • Claim substantiation/submission.

Introduction

The Program provides vanpool incentives to all eligible state employees. The goal of the Program is to reduce the number of vehicles on the road by encouraging employees to explore and use alternate means of transportation to commute to and from work. Fewer vehicles on the road means an improvement in air quality and less traffic congestion.

The state, as the employer, may establish and implement procedures and eligibility criteria for the administration of the benefits in the Commute Programs, including required receipts and certification of expenses. 

For bargaining units (BUs) with an existing Memorandum of Understanding (MOU), if the MOU contains commute program language that is in conflict with this policy, the MOU language shall be controlling.

Statement

Eligibility

Any active state employee who participates in a vanpool – using a vehicle meeting the minimum requirements of a “commuter highway vehicle” as defined in section 132(f)(5)(B) of the Internal Revenue Code (IRC) – to commute and whose salary is paid directly by the State of California is eligible to participate in the Program.

Employees headquartered out-of-state are eligible to participate in the Program.

This benefit may be claimed by employees who combine using vanpool for a portion of their commutes with bicycling for a portion of their commutes.

Employees may change their participation in the Program on a monthly basis.

Enrollment/Participation

Follow the established process for your department. See the “How to Submit a Vanpool Claim” section of this policy for information on how to participate in the Program.

Program Cost

There is no cost for eligible employees to participate in the Program.

Maximum Allowable Vanpool Commute Program Claim

Employees participating in vanpools shall be eligible for a reimbursement of the cost of the monthly rider fee at a rate determined by CalHR, up to the applicable monthly exclusion amount for Qualified Transportation Fringe Benefits (QTFB) provided under sections 132(f)(2)(A) and (6) of the IRC.

For 2025, the Internal Revenue Service (IRS) maximum monthly exclusion amount (monthly limitation) is $325. The combined maximum allowable monthly exclusion amount for employees who are eligible to claim both mass transit and vanpool shall not exceed the combined IRS maximum monthly exclusion amount.

Year IRS Maximum Monthly Exclusion Amount 
2025$325
2024$315
2023$300
2022$280

Taxability

Vanpool Commute Program reimbursements are not taxable if the reimbursement plan satisfies the QTFB requirements under section 132 (f) of the IRC. For more information on qualified transportation fringe benefits, please see the State Controller’s Office’s (SCO) Payroll Procedures Manual (PPM) section N 161 – Transportation Subsidies.

How to Substantiate/Submit a Vanpool Commute Program Claim

Employee Responsibilities

Form and/or Documentation Requirements

Follow the established process for your department.

Include documentation substantiating and certifying your commute-related vanpool expenses – up to the applicable IRS maximum monthly exclusion amount – as provided in SCO’s PPM section N 161.3 and N 161.3.2.

Either submit your claim through CalATERS Global or submit a STD 262 -Travel Expense Claim Form (TEC).

Please contact your departmental accounting office for clarification regarding your department’s established process.

Departmental Responsibilities

The Accounting Office (Departmental Program Coordinator) will:

  • Review the vanpool claim.
  • Confirm that the employee’s claim is consistent with the IRS maximum monthly exclusion amount and the substantiation and certification requirements provided in SCO’s PPM section N 161.3 and N 161.3.2.
  •  Add employee participation in the Program to CalHR’s Annual Mass Transit and Vanpool Commute Program Report for claims not submitted via CalATERS, if necessary.
    • Complete the Mass Transit and Vanpool Commute Program Report for claims not submitted via CalATERS.
    • Submit the completed Mass Transit and Vanpool Commute Program Report for the previous calendar year to CalHR via email by January 31.

If the Accounting Office (Departmental Program Coordinator) approves the claim, they shall follow the department’s internal process for issuing payment.

Vanpool Commute Program Claim Checks

Payments Issued by SCO

For departments that process TECs via CalATERS Global, payment is issued in the same manner as your payroll (direct deposit or warrant).  Once the form is approved by the department, CalATERS Global takes five business days to issue payment.

If your warrant is lost or stolen, contact your Department Accounting Office/Departmental Program Coordinator. They will contact SCO CalATERS for further information.

Payments Issued by Departments

Departments may have internal processes which include issuing claim checks directly to employees.

Contact the Department Accounting Office (Departmental Program Coordinator) for updates on the status of these claim checks.

False Claim

Making a false claim to the State of California by knowingly presenting or knowingly causing to be presented an untrue statement to obtain payment or funds from the State of California is grounds for removal from participation in the program and could result in legal action, including, but not limited to, adverse action. Employees who make false claims shall reimburse the state for funds they receive for their participation in this Program.

Application

Not applicable.

Authorities

Resources

FAQs

Forms

Web Pages

Authorized By

Benefits Division
Benefits Division Inquiries
Benefits Division

Contact Person

Travel, Relocation, and Commute Programs
CalHR
Phone: 916-909-2863
Email: travelmanager@calhr.ca.gov

Superseded Policies

Not Applicable.

History

View History


Please note that some PDF Forms may not be opened directly in your browser. These PDF forms may be downloaded and saved to your computer to be opened with Adobe Reader.

Table of Contents

Expand All

1000 - Equal Employment Opportunity

1100 - Selection

1200 - Appointments

1300 - Exempt Employees

1400 - Benefits and Insurance

1500 - Work Schedules

1600 - Commute and Parking Programs

1700 - Compensation

1800 - Savings Plus

1900 - Bona Fide Associations

2000 - Collective Bargaining

2100 - Leave

2200 - Travel/Relocation

2300 - State Owned Housing

2400 - Employee Recognition

2600 - Layoffs

2700 - Retirement

2800 - Training

2900 - Workforce Planning

3000 - Examination and Hiring

3100 - Drug-Free Workplace

3200 - Medical Screening

3300 - Apprenticeships

3400 - Temporary Assignment

3500 - Classification Plan