With few exceptions, benefits eligible faculty and staff who work 17.5 hours or more and are paid directly by Harvard University are eligible for transportation benefits covering Transit, Carpool, Vanpool, Bike Benefit and Parking. Eligible faculty and staff may utilize one stand-alone benefit at a time. In addition, faculty and staff can sign up for discounted annual memberships with Hubway and Zipcar and may ride the Harvard and M2 Shuttle for free.
Please note that the carpool program for employees located at the Longwood campus is run through MASCO, not CommuterChoice.
Some post-docs paid directly by the University are classified as benefits eligible employees. Please contact email@example.com for eligibility questions.
Parking is available for vendors, consultants and contractors. For all other transportation benefits please check with your employer. Vendors, consultants and contractors do not qualify for discounted carpool parking.
What is the transit benefit?
Benefits eligible faculty and staff can purchase MBTA monthly passes for a 50% discount.
How do faculty and staff order transit products?
Benefits eligible faculty and staff with a Harvard ID and PIN can order transit products via the online ordering platform or over the phone by calling 1.877.924.3967. By doing so, employees authorize Harvard to payroll deduct their portion of the cost of the order.
What are the ordering deadlines?
The ordering deadline is the fourth day of the month prior to the month of use. For example, order your pass online by midnight on March 4th for April usage. Because of the automated nature of the process there is no way to circumvent such deadlines.
As a new employee, when should I order my pass and when can I expect my first transit products?
New faculty and staff should allow 6-8 weeks from the start of their employment to receive their first transit product. To expedite the process, log into the online ordering platform as soon as possible. Faculty and staff hired through ASPIRE automatically enter the payroll system as an “ineligible” pay category. The transition to a “paid” pay category normally occurs with receipt of your first paycheck. If you receive an error message at your initial login, this switch probably has not occurred. Every Thursday evening Harvard sends an eligibility file to Wage Works so by Friday at 3PM faculty and staff should try to login and place the order. If unsuccessful, continue to try on consecutive Friday afternoons and again until midnight of the first of the month, as Harvard also sends an eligibility file on the last day of each month.
How do I change or cancel my transit order?
Visit the online ordering platform and click the MODIFY OR CANCEL ORDER button. Please note that changes or cancelations are subject to the ordering deadline - the fourth day of the month prior to the month of use. For example, cancel your pass online by midnight on March 4th for the April benefit month. Because of the automated nature of the process there is no way to circumvent such deadlines.
May I purchase a transit product and an annual Parking Permit?
No. Harvard does not allow faculty and staff to purchase transit products (i.e. a subsidized MBTA monthly pass and/or private transit products) and an annual parking permit. However, such products may be purchased in conjunction with an EVENING COMMUTER permit, a MOTORCYCLE permit, or DAILY permits.
How do I change my benefit from parking to MBTA/Transit?
You will need to plan 6-8 weeks in advance of receiving a transit pass through Harvard.
- First, you must return your parking permit to the Campus Service Center located on the 8th floor of the Smith Campus Center (1350 Massachusetts Avenue). This process must also be followed for parking permit holders who let their permit expire at the end of the fiscal year.
- Returning your permit is the only way to allow you to access the WageWorks transit pass ordering site. When returning your permit, you may arrange for a temporary permit to use until your transit pass arrives.
- Your eligibility will be reflected on the WageWorks site between 1-2 weeks after you return your permit. Try logging in on Friday after 3pm and refer to our ordering guidelines to establish your transit pass order.
- Passes must be ordered by 11:59 PM on the 4th day of the month prior to the month you want to start using transit.
- Please use the transit pass ordering deadline and an additional 1-2 weeks to update your eligibility to enroll in the transit pass program to help guide the time frame for returning your parking permit. Contact CommuterChoice if you have any questions about this process.
What happens if my MBTA pass or other transit product is not received, defective or lost?
Non-received, defective, lost, or stolen Local Bus or Link Pass Charlie Card?
Call Wage Works: 1.877.924.3967 to have a new card sent to you. A new card will be sent to your home within 2-4 business days and your old Charlie Card will be deactivated.
Non-received or defective Commuter Rail, Boat or Private Transit Product?
Call Wage Works customer service within the first three business days of the month: 1.877.924.3967. Employees will only be reimbursed for these costs once in every twelve month period.
To request reimbursement for bus and subway commuting expenses incurred because a product was not received or defective:
Please submit a written request by emailing firstname.lastname@example.org. When submitting requests, receipts are necessary and can be mailed to CommuterChoice, 1350 Massachusetts Avenue, Smith Campus Center, Room 837. Cambridge, MA 02138 or scanned and emailed to email@example.com. Please be sure to also include: your full name, the first four digits of your Harvard ID, a contact phone number and whether your paycheck is direct deposited. Harvard is not responsible for damaged, lost or stolen transit products thus will not reimburse for out of pocket expenses. Out of pocket expenses are limited to the cost of one round trip fare per workday for a maximum of four workdays. Personal trips and weekend trips (unless work related) will not be reimbursed.
How do I update my home address?
The online ordering system uses the current address on file in PeopleSoft. Please allow one week for the updates to be reflected on the online ordering system. If you select an International address, you will automatically be disqualified from the transportation benefit system.
How and when do I pay for my Transit Products?
You must pay via payroll deduction. Your pay stub will show the cost of your pass, including: Harvard’s subsidy to the MBTA monthly pass (TRANSNTB); and Employee’s contributions (TRANSBT and TRANSAT).
Deductions are taken from paychecks the month prior to use. Faculty and staff paid weekly will see deductions taken in the third check of the month and employees paid bi-weekly will see deductions taken in the second check of the month. If a single paycheck doesn’t cover the full amount of the pass, the remainder is deducted in subsequent paychecks.
How do I provide documentation of transit commuting history to receive a car insurance discount?
Participants in the transit pass program can log in to the WageWorks platform and click "Claims & Activity" followed by "Download Transactions."
What is the Carpool Program?
Benefits eligible Harvard employees who carpool to the Cambridge or Allston/Brighton campuses at least four days per week are eligible for on-campus parking in unreserved garages and lots at a reduced rate of 50% off for a two person carpool and 75% off for a three or more person carpool.
Please note that the carpool program for employees located the Longwood campus is run through MASCO, not the CommuterChoice office.
What is the Vanpool Program?
Vanpool parking fees are fully subsidized by the University for Harvard lots and participating employees receive 50% off the cost of their. In order to recieve a 50% subsidy, you must first email CommuterChoice or call 617.384.RIDE (7433).
How can I find a carpool or vanpool to join?
What if my carpool partner drops out, leaves the university, or goes on leave of absense?
If a carpool member drops out of the carpool, leaves the university, or goes on leave of absence, CommuterChoice must be notified immediately. The remaining person(s) will have sixty (60) days to recruit another member. If a new member cannot be found, the prorated normal annual parking rate will be reinstated for the remainder of the year. Please contract CommuterChoice for assistance with carpool formation or to identify commuting alternatives.
What is the Bicycle Benefit Program?
The bicycle benefit allows benefits eligible faculty and staff bicycle commuters to be reimbursed for $20/month at a maximum of $240/year for the costs associated with bicycle purchase, improvement, repair and storage.
What is eligible for reimbursement?
Bicycle commuters are eligible for reimbursement of up to $20/month at a maximum of $240/year for the costs associated with bicycle purchase (new or used, purchased from a store or private party), improvement, repair and storage. Purchases such as bicycle apparel, clothing, or Hubway memberships are not eligible at this time. For eligibility questions email: firstname.lastname@example.org
Am I eligible if I just bike for some months out of the year?
Yes. A qualified bicycle commuting month is one during which a benefits eligible employee does not also receive a University subsidized monthly MBTA transit pass or a University annual parking permit.
What happens if I leave the University?
You will still be eligible for the benefit for any months during the year you were employed. Simply apply for reimbursement between January 1 – March 31 and a check will be sent to an address of your choice.
What are the deadlines for reimbursement?
Reimbursement claims must be submitted between January 1 - March 31 for the previous year's expenses. Submit a completed Bicycle Expense Claim Form and your receipts via email: email@example.com or fax: 232.512.2707.
When will I receive my reimbursement?
Reimbursement checks are sent between February and April, depending on when your claim is received:
- If your claim is received by the 18th of the month, you will receive your reimbursement check between the 10th and 15th of the following month.
- Claims received after the 18th will be processed one month later.
For example, if your claim is received on January 17, you should expect to receive your reimbursement check between February 10-15; if your claim is received on January 25, you should expect your reimbursement check to arrive between March 10-15.
If you do not receive your check by the 15th of the month, please email firstname.lastname@example.org.
What documentation is needed?
For all expenses, attach receipts or evidence of charges that clearly state all of the following:
- Name of service provider
- Nature of service or supplies
- Amount of reimbursable expense under the plan
- Date(s) of service
- Form of payment