Discover the Bicycle Commuter Benefit Program: Your Guide to Sustainable and Healthy Commutes

This section is currently being updated. For the most current details, please visit the Bicycle Transportation Reimbursement Program SharePoint Site.

Understanding the Authority Behind the Bicycle Commuter Program

(State Department Employees Only – Domestic Assignments)

The Bicycle Transportation Reimbursement Program operates under the following legal authorities:

• 5 U.S.C. 7905: This U.S. Code section provides the general legal basis for government agencies to encourage bicycle commuting.
• 26 U.S.C. 132(f): This section of the Internal Revenue Code pertains to qualified transportation fringe benefits, under which this program operates as a taxable benefit.
• Government Accountability Office Letter GAO B-318325 (August 12, 2009): This GAO letter provides further guidance and context for bicycle commuting benefits within the federal government.

The Purpose: Promoting Eco-Friendly and Healthy Commuting

(State Department Employees Only – Domestic Assignments)

a. The Bicycle Transportation Reimbursement Program is designed to foster sustainable commuting practices, aligning with Executive Order 13990, “Protecting Public Health and the Environment and Restoring Science to Tackle the Climate Crisis.” Established by the Department of State in accordance with 5 U.S.C. 7905, this initiative provides a taxable fringe benefit. It can be used alongside the non-taxable transit benefits detailed in 26 U.S.C. 132(f) to support employees who choose bicycling for a significant portion of their commute, either from home to work, or in combination with public transit.

b. It’s important to note that the Bicycle Transportation Reimbursement Program Policy takes precedence over the previously offered non-taxable transportation fringe benefit for bicycle commuters. The 2017 Tax Cuts and Jobs Act has suspended the non-taxable bicycle commuter benefit until 2026.

Maximum Reimbursement Value: What You Can Expect

(State Department Employees Only – Domestic Assignments)

The bicycle transportation reimbursement is calculated on a monthly basis. The maximum yearly reimbursement an employee can receive is based on the number of “qualified bicycle commuting months” within that year. A “qualified bicycle commuting month” is defined as any month where an employee regularly uses a bicycle for a substantial part of their commute between their home and their workplace. The total maximum reimbursement is the monthly reimbursement amount multiplied by the number of qualified months. The current monthly reimbursement amount is announced by the Bureau of Global Talent Management, Office of Talent Services (GTM/TS) and can be found on the Bicycle Transportation Reimbursement Program SharePoint site. Check this site for the most up-to-date figures.

Program Management: Who Handles Your Reimbursement

(State Department Employees Only – Domestic Assignments)

The CGFS/EX Budget Office manages the Bicycle Transportation Reimbursement Program and processes reimbursements for eligible expenses. Payments are made directly to participating employees based on the reimbursement claims they submit. For more detailed information, please consult the GTM/TS Bicycle Transportation Reimbursement Program SharePoint site.

Who Can Participate? Program Eligibility Explained

(State Department Employees Only – Domestic Assignments)

a. To be eligible for the Bicycle Reimbursement Program, all employees must be in domestic assignments lasting at least 16 weeks. Eligible employee categories include:

1. Direct-hire employees (both full-time and part-time) in domestic roles.
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-school program participants.
6. Pre-assignment center (PACs) individuals (not receiving per diem).
7. Paid interns.
8. Unpaid interns, unpaid fellows, and unpaid volunteers.

b. The following categories of employees are not eligible for the Bicycle Reimbursement Program:

1. Contractors (including personal service contractors (PSCs) and non-personal service contractors (NPSCs)).
2. Employees who are not Department of State employees.
3. Employees in domestic assignments (or on temporary duty in the U.S.) for less than 16 consecutive weeks.
4. Employees detailed to the Department of State from other agencies.
5. Military personnel assigned or detailed to the Department.

c. Even if otherwise eligible, employees cannot receive bicycle reimbursement for any month in which they:

1. Have a subsidized parking permit from the State Department (except for vanpool operators).
2. Receive any other funds from the Department of State for local travel, including reimbursements, per diem, or credit.

Reimbursement Claims, Payments, and Program Guidelines

(State Department Employees Only – Domestic Assignments)

a. To receive reimbursement, employees must certify their compliance with the Bicycle Reimbursement Program requirements, including meeting minimum bicycle usage. To claim eligible expenses, employees must submit Form OF-1164, Claim for Reimbursement for Expenditures on Official Business, following the instructions on the program website. Refer to the program website for complete details on procedures and requirements.

b. Reimbursements are limited to the accrued subsidy amount for the given year. Employees can only be reimbursed up to the maximum for months where they have already met program requirements. Future program participation cannot be used to claim current reimbursements.

c. Expenses from months where program requirements were not met, including regular bicycle commuting, are not reimbursable. Partial month participation is not eligible. Claims should not be submitted for months when bicycle commuting was less than 50% of the commute to the office, or when per diem or other commuting-related reimbursements are received.

d. Failure to comply with program terms, or submitting false certifications or claims, may result in agency disciplinary actions, including dismissal. Civil penalties or criminal prosecution under 18 U.S.C. 1001 may also apply.

Need More Information?

(State Department Employees Only – Domestic Assignments)

For further program details and guidance, please contact the program via email at [email protected].

Key Definitions for the Bicycle Commuter Program

(State Department Employees Only – Domestic Assignments)

• Commute to and/or from work: The daily bicycle trip between your home and your workplace.
• Commute to and/or from work in conjunction with the transit benefit: Using a bicycle for a portion of your daily commute in combination with monthly transit benefits, or bicycling between your home/work and a transit point.
• Substantial Portion of Travel: Commuting by bicycle for at least fifty percent of your workdays each month.
• Non-motorized bicycle: A bicycle powered by pedaling. Class 1 pedal-assist e-bikes with a maximum speed of 20 mph and no throttle are also considered non-motorized bicycles under this program.
• Qualified participant: A Federal employee or student providing services under United States Code, Title 5, Government Organization and Employees (5 U.S.C. 2105).
• Commuting Cost: Expenses related to your daily bicycle commute. Examples include bike locks, parking/storage, upgrades (lights, racks), repairs, and general maintenance.