COMMUTING TOOLS AND SERVICES FOR EMPLOYERS

Commuter Choice Maryland works with employers throughout Maryland to develop commute options programs that promote alternatives to driving alone.

COMMUTER BENEFITS

Our flagship Commuter Choice Maryland commuter benefits program provides employers and employees federal and state tax incentives that allow employees to save a lot of money by leaving their cars at home and riding transit for less than full fare.  Employers who contribute to their employees’ transit commuting costs are rewarded with federal and state tax deductions, state tax credits, and reductions on certain payroll taxes.  Plus, everyone enjoys receiving their transit passes at the workplace through convenient monthly deliveries by the Maryland Transit Administration (MTA).

The Maryland Commuter Tax Credit program is available to all Maryland for-profit and non-profit employers who contribute monthly to their employees’ commuting costs.  The tax credit allows businesses operating in Maryland to claim a 50% tax credit for the cost of providing commuter benefits to employees up to a maximum credit of $50.00 per participating employee per month.  The credit may be claimed against the personal income tax, the corporate income tax, or the insurance premium tax.

Eligible expenses against which employers can lay claim to the tax credit include:

Transit Instruments – pass, token, farecard, voucher or similar instrument that entitles employees, at no additional cost, or at a reduced fare, to transportation on a publicly or privately owned mass transit system with the exception of taxi service.

Vanpool and related costs – van purchase/lease, fuel, insurance, maintenance, safety, equal access equipment, taxes, and license fees that are paid directly by the employer.

Guaranteed Ride Home program – allows employers to offer free transportation (taxi, rental car, company vehicle, transit) to employees who face an emergency at home or unscheduled overtime and are currently riding in a carpool or vanpool, on transit, or commuting by way of a non-motorized method.

Cash In Lieu of Parking program -  allows employers to offer a taxable cash allowance to employees in an amount equal to the parking subsidy the employers would normally pay or incur to provide employees parking spaces.

Telework

Using telecommunications to substitute for physical travel

Telework involves the use of telephone and/or computer technologies which enable employees to work offsite, outside of the traditional workplace. Telework involves working from home or an alternate work location near the employee’s home. A growing number of private and public organizations use this commute option.

Employer Benefits

• Reduces overhead costs and office space needs
• Reduces demand for parking spaces
• Reduces employee sick days and absenteeism
• Reduces transportation problems
• Allows access to new labor pools
• Increases productivity
• Increases staff recruitment and retention

Employee Benefits

• Empowers employees to work independently
• Enhances scheduling flexibility
• Provides opportunities for individuals with disabilities
• Provides opportunities for seniors and part-timers
• Eliminates need to commute to workplace-saves money

Community Benefits

• Reduces traffic congestion
• Improves air quality
• Conserves energy resources

How to implement a telework program

Employers work with managers and employees to develop suitable telework policies and practices. Informal telework programs are common at many companies, so an official policy may simply formalize and support existing practices. The policy should specify:

• Which job categories are suitable?
• What is required of employees to qualify?
• What equipment, support and benefits employers or employees will provide to telework?
• What criteria are used to evaluate the performance of employees when they telework?
• How are telework schedules determined, and what is required to change schedules?
• When should periodic reviews of the arrangement take place?
• Which contracts, forms and tracking methods should be established to operate a telework program?

Telework may require changes in management practices that reduce the need to have employees physically together at one time, including more outcome-oriented management practices (evaluating employees based on their performance rather than simply the amount of time they spend at their desk), and increased reliance on electronic communication. If there are unresolved concerns about telework within an organization it can be helpful to start with a pilot project.

A Commuter Choice Maryland representative will help you explore the possibilities of setting up a telework program.  Call 410-767-8755 to arrange for a professional consultation.  There are never any fees associated with our services. 

How to Set Up a Telework Program

1. Form an internal steering committee to plan the program.
2. Develop an implementation plan, policies and procedures.
3. Conduct an employee information briefing to assess interest.
4. Select eligible employees through a survey/selection criteria determined by the internal steering committee.
5. Conduct orientation sessions for participants and managers.
6. Commence six-month test period.
7. Survey participants and managers during test period.
8. After the test period, evaluate the program.
9. If successful, consider program expansion.

How to use a Telework Center

1. Company sets up remote office or leases space in an established center.
2. Company conducts evaluation of staff and positions that are well suited for telework center assignments.
3. Designated employees go through an orientation on telework and participate in a walk-through of their new office in the center.
4. Employees evaluate their equipment and supply needs.
5. Managers make periodic visits to the center to see how employees are adapting and review their productivity.
6. Following a program test period, an evaluation is made by both the managers and employees to gauge the success of the program.

VARIABLE WORK HOURS

Variable work hour programs offer alternatives to the common nine to five workday. These work arrangements can reduce traffic congestion by widening the timeframe during which employees can commute to and from work.

In today’s competitive marketplace, every minute counts. Employers that offer variable work hours can increase their hours of operation and create more productive employees.

Three common approaches to creating variable work hour programs include flex-time, compressed work weeks and staggered work hours.

Compressed Work Weeks

A compressed work week schedule permits employees to finish their usual number of working hours in fewer days per week or per pay period, thus not commuting to the office at least one day per pay period. Types of compressed work weeks include:

9/80 work week – employees work 80 hours over 9 work days.
4/40 work week – employees work a 40-hour week in 4 days.
3/36 work week – common in health facilities, fire departments, and police, employees work three 12-hour days.

Staggered Work Hours

This can reduce peak period traffic at the worksite by staggering the times when employees arrive and depart work.

Flex-time

Flex-time allows employees the option of changing their starting and ending times each workday. Most flex-time programs include a core period when all employees must be present.

How to start a Flexible Work Schedule

1. Select the program best suited for the company.
2. Solicit management support.
3. Appoint a project coordinator.
4. Involve labor unions and legal counsel where appropriate.
5. Customize selected programs.
6. Set policies and procedures.
7. Review operational needs of each work unit.
8. Determine employee interest.
9. Initiate promotion/orientation sessions.
10. Address individual concerns.
11. Start the program.
12. Monitor the program and make adjustments.

GUARANTEED RIDE HOME

A guaranteed ride home program works like a safety net to take the worry out of ridesharing and taking transit. With guaranteed ride home, you can take a taxi, rental car or other ride home in case of an emergency at home or unscheduled overtime.

Setting up a guaranteed ride home program:

1. Outline goals and objectives of the program.
2. Understand company and employee needs.
3. Approximate number of trips to be taken.
4. Identify ride options.
5. Recognize liability issues.
6. Solicit management support.
7. Choose options and vendors.
8. Write a company policy.
9. Create eligibility requirements.
10. List valid reasons for using a guaranteed ride home.
11. List restrictions of usage.
12. Create procedures for participation.
13. Appoint appropriate staff and set budget.
14. Formulate any costs to employees.
15. Establish payment methods.
16. Market the program to employees.
17. Sign up eligible employees.
18. Establish phone number and email address
19. Monitor the program.