OAS Frequently Asked Questions

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Herbert C Hoover Building Maintenance Services

 

  • Who do I call for heating or air conditioning issues in the HCHB?

    • You should call Building Management at extension 21340 (24/7), or visit room 1323 during the weekday between 7:00am – 5:00pm

  • Who do I call for electrical, plumbing or general maintenance and repairs in the HCHB?

    •  You should call Building Management at extension 21340 (24/7), or visit room 1323 during the weekday between 7:00am – 5:00pm

  • How do I get a picture or whiteboard hung in my office?

    • You should submit a Work Request form CD-410 to the Building Management office in room 1323.

  • Who do I call for elevator issues?

    • You should call Building Management at extension 21340 (24/7), or visit room 1323 during the weekday between 7:00am – 5:00pm

  • Who do I call if I detect unusual odors or excessive and disruptive noise?

    • If you believe the issue is life threatening, you should the emergency number 22222.  Otherwise please call Building Management at extension 21340 (24/7), or visit room 1323 during the weekday between 7:00am – 5:00pm. 

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Herbert C Hoover Building Facilities  Services

  • How do I reserve a conference room, the Auditorium or the Lobby (only available to Department of Commerce employees)

  • Who do I call about the snack bars and cafeteria?

    • You should call extension 23555

  • Who do I call for pest issues?

    • You should call extension 23555.  If it is a major issue and needs to be immediately addressed, you should call Building Management on extension 21340 (24/7).

  • Who do I call for housekeeping, janitorial or cleaning issues?

    • You should call extension 23555.  For issues which need immediate attention, such as spills,  you should call extension 21340 (24/7)

  • How do I get my carpet cleaned or shampooed outside of the normal cleaning schedules?

    • You should call extension 23555.  The facilities staff will make arrangements with the janitorial contractor (CHIMES) to conduct a survey of the area for an estimated fee.  After the estimate is sent to the customer for approval, the shampooing can be scheduled, and the invoice can be paid directly to the contractor via credit card after the work is completed. The facilities staff will assist with the arrangements.

  • Who do I call if a restroom or common area of the building needs servicing?

    • You should call extension 23555.  For issues which need immediate attention, such as spills,  you should call extension 21340 (24/7)

  • How do I get a notice placed on the main notice boards in the building?

    • You should provide a copy of your notice to Building Management in room 1323 and they will post the notice for you.  Only notices related to DOC business and missions will be posted.  Personal notices are not permitted.

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HCHB Office Space Management

  • What do I need to do to return vacant office or storage space?

    • You should submit form CD-412 to the Space Management Division in room 1323.

  • What do I need to do to request more office or storage space in the building?

    • You should submit form CD-412 to the Space Management Division in room 1323.

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HCHB Office Relocation and Refurbishments

  • How do I get assistance to better space plan my office or suite of offices, including furniture arrangements and options?

    • You should call the Space Management Division on extension 21348

  • How do I get my office or suite of offices refurbished, including a new layout, installing or removing walls/doors/lights?

    • You should submit a form CD-410 to the Space Management Division in room 1323.  They will project manage your refurbishment, and assist you with design, temporary swing space, construction, furniture procurement and installation, etcetera .

  • How can I buy new furniture for my office?

    • You can submit a form CD-410 to the Space Management Division in room 1323.  They will assist you with selection, procurement and installation.

  • How do I get new drapes or have the existing ones cleaned?

    • You should call the Space Management Division on extension 21348.

  • How do I get my carpet repaired or replaced?

    • If the worn carpet presents a safety (tripping) hazard, you should call the Building Management on extension 21340 (24/7) for immediate assistance. Otherwise you should submit a form CD-410 to the Space Management Division in room 1323.

  • Who do I call if I lose the keys to my desk or systems furniture?

    • You should call the Space Management Division on extension 21348.

  • Do I have to use the Space Management Division to refurbish my office?

    • You are required to use the expertise of the Space Management Division for all office refurbishments to ensure your office meets codes and regulations (such as ADA, fire and life safety, building codes) and that your office complies with the GSA Building Delegation Agreement.  Refurbishments also have to be assessed for impact on the rest of the buildings mechanical, electrical and plumbing systems. 

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HCHB Renovation

  • What is the HCHB Renovation Project?

    • Originally built in 1932, the Herbert C. Hoover Building (HCHB) was once considered the largest building in the world. Listed on the National Register of Historic Places and Home to the U.S. Department of Commerce, the White House Visitor Center, and the National Aquarium, there have not been any comprehensive renovations for more than 70 years.

 

    • The goal of the HCHB Renovation Project is to improve the work environment and safety of the 3,500 employees who reside in the building.

 

  • What are the project objectives?

    • Upgrading all mechanical, electrical, and life-safety systems (i.e., sprinkler systems and fire alarms) to meet the latest building codes, conform to industry standards, meet GSA guidelines, and extend the building’s useful life.

    • Increasing usable space and preserving significant historic spaces such as the main lobby, auditorium, aquarium, library, and the Office of the Secretary of Commerce.

    • Increasing energy/environmental efficiencies with new energy-efficient building systems and high performance workspace design.

    • Incorporating security improvements with the latest government initiatives in perimeter and building security.

Because the building will remain occupied during the HCHB Renovation Project, specific offices/bureaus will occupy the Swing Space for approximately 18 months while their respective work areas are renovated.

  • Who is managing the renovation project?

    • The General Services Administration along with the Gilbane, Grunley Joint Venture is managing this 13-year project to renovate and modernize the HCHB, one of the final buildings in the Federal Triangle to be renovated and modernized. The Department of Commerce is working closely with GSA throughout the project serving, as an advocate for the HCHB bureaus and operating units with regard to space requirements and building services.

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Multimedia

  • What is an Open Requisition?
    • An Open Requisition is used similar to a debit card for all services provided by the multimedia team in the Mail and Multimedia Division (MMD) except open GPO Rider Requisitions.
  • How do I complete an Open Requisition?
    • Prepare an SF-1 Printing and Binding Requisition; include your requisition control number and appropriation code in the Title box say, OPEN REQUISITION; anticipate your printing and graphics needs for the fiscal year; calculate a dollar amount and show the amount in the printing box; list a contact person’s name in the contact box, obtain an authorizing official’s signature; deliver the original SF-1 to Room 2866.
  • How do I use an Open Requisition?
    • Keep a copy of the requisition in your files. Attach a copy of your requisition to each project. Write in the additional information box the particulars of the work project you are requesting. Please tell us the delivery date, not ASAP. Deliver the job and a copy of the Open Requisition to either Room 2866.
  • How long can I use the Open Requisition?
    • It is good for the entire Fiscal Year, October 1 to September 30 or sooner if you close it. It is important to submit Open Requisitions prior to October 1st for the next fiscal year to avoid delay in obtaining jobs.
  • What advantages are there for using this Open Requisition service?
    • It saves time because one requisition can be used for multiple projects throughout the entire fiscal year.
    • E-Mail Projects are welcome with an Open Requisition on file.
    • The Open Requisition must be monitored by the originating office, generally the Administrative or Budget Officer. MMD is cautious with Open Requisitions and does not give out the Open Requisition numbers without asking the customer to verify with their Administrative or Budget Officers.
  • How can I locate a copy of SF-1?
  • How can I locate the DOC Seals/Logos?
  • How do I submit a request for door signs?
    • The customer needs to fill out a SF-1 with the appropriate information.
  • On the SF-1 the customer also needs to indicate the following door sign information:
    • The wording for the sign EXACTLY as you wants it to appear on the sign.
    • Indicate the size you want. We have three sizes 3x9, 6x9 or 9x9.  The 3x9 is for room number only. The 6x9 normally has a blank space or the room number above it. The 9x9 takes up the entire frame and has a logo in the corner.
    • The room number where you want the sign to be installed.
    The normal turnaround time for door signs is a week.

NOTE:  New door signs currently cost $35.00 for 6x9 and 9x9 w/o room number and $55.00 for 3x9 and 9x9w/room number. The customer can bring the SF-1 to room 2866 for processing.

Other Signage Issues:  Moving a sign, adding blanks or fixing room numbers must be completed through Building Maintenance and a CD 410 is needed.

 

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Fleet

  • How do I make a reservation for a fleet car/Van?
    • DOC has a sedan and minivan available in its U-drive motor pool.  These vehicles can be reserved by sending an email to OAS-car/van reservation at cvreservation@doc.gov.  Please note that vehicles are assigned on a first serve first come basis.
  • If I have not used Fleet Services before, what do I need to do?
    • To be able to use a U-drive vehicle, you must be a licensed state or District of Columbia driver.  Fleet Office Staff shall brief all customers prior to operating any vehicles.
  • What does it cost to use the U-drive vehicles?
    • No direct cost is associated with U-drive vehicle usage.
  • What are penalties for no-show or failure to cancel a reservation?
    • No penalties for no-show or cancellations; however, it is highly recommended that you do inform our office of any changes to your reservation.  The vehicles are used regularly and could be utilized by other patrons if your reservation is cancelled.
  • Where do I find policies and procedures on use of vehicles?
  • Whom do I contact if I have problems with my Gas Card or PIN while fueling?
    • Please call vehicle Fleet Management Office or 1800 number located on back of fuel card
  • How much notice is required to reserve a vehicle?
    • Vehicles should be reserved 48 hrs in advance, due to certain circumstances this may not be possible, but remember vehicles are reserved based on first come first serve principle.
    • Am I responsible for fueling the vehicle before I return it?
      • Yes, vehicle should be turned in with at least a half of tank of fuel.
    • Can Contractors use U-drive motor pool?
      • Contractors are allowed to operate a GOV if it is in the contract and they have a Certificate of Liability on file in the Fleet Management Office.

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Parking

 

  • How much parking is available at HCHB?
    • DOC Bureaus assign all permanent parking spaces at HCHB.  Each bureau has an allotment of spaces for its bureau.
  • What type of parking is available?
    • Handicap parking is available for individuals with a doctor documented permanent or temporary disability. 
    • Permanent parking- Government employees issued through bureau parking POC.
    • Temporary, visitors, and employee parking are not for daily use or long-term parking.  Temporary parking is based on availability and first come first serve.
  • Is carpool parking available?
    • Carpool parking is available at an offsite garage, no cost to carpools; however, applicants must complete form CD-307 available on line or from the Fleet Management Office.
  • What is Stack parking?
    • DOC uses stack parking on the outside aprons and the inside courtyards.  Vehicles park in front of each other in a row.  In order for the first vehicle to leave, all vehicles must move in that row.
    • Is weekend parking available?
    • Weekend parking is available, all request must come through your parking POC.

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Personal Property

  • What equipment must be bar-coded?
    • All accountable equipment must be bar-coded.  This includes
    • All capitalized personal property;
  • All office furniture and equipment having a unit cost of $5,000 or more;*
  • All sensitive items
  • All borrowed or leased personal property;
  • All Government-owned accountable property in the hands of contractor, financial assistance programs, accountable, or sensitive personal property; and
  • All software with an acquisition cost of $25,000 or more.
  • Material inventories where the value is controlled by general ledger accounts
  • What paperwork is necessary to remove DOC property from the buildings?
  • Federal agencies must control all accountable personal property by keeping records to show an audit trail or chain of custody.  The Department's Personal Property Management Manual mandates the use of Optional Form 7, Property Pass, a temporary authorization for an individual to remove property from a Government-occupied building for mission purposes. All Bureau Property Management Officers (PMO) shall submit a memorandum and Commerce Department (CD) Form XX to the Office of Security, designating Authorizing Officials to issue and sign the OF-7, which authorizes the removal of Government property from Federal buildings.  The Bureau PMO should update this memorandum on an as needed basis.  CD Form XX will serve as a supplement to the memorandum submitted by the Bureau PMO and include the names of the Authorizing Officials.   Designees authorized to issue and sign the OF-7 may include the following: Bureau PMO, Bureau Property Accountability Officers, and Bureau Property Custodians. Additionally, a copy of the Bureau PMO appointment orders should be forwarded to the Office of Security for file.
  • What do I do if I lose property?
  • The Property Custodian (PC) assigned responsibility for property that is lost, missing, stolen, damaged or destroyed, shall complete the appropriate portion of Form CD-52, "Report of Review of Property", and forward it through the Property Accountability Officer (PAO) to the Property Management Officer (PMO). The Property Board of Review will review the circumstances surrounding the loss, theft, damage, or destruction of the property and forward the CD-52, "Report of Review of Property", with results of the Board's findings and recommendations to the PMO. The following information should be contained on the CD-52 or on a separated attached sheet:
  • The details of the circumstances surrounding the loss, theft, damage, or destruction of the property;
  • The date (s) of the incident;
  • The names, phone numbers, title, and office of individuals involved in the circumstances;
  • The date an investigation by the Security Office was requested and status of the investigation ( if applicable);
  • Pertinent information to the circumstances such as where the property was stored, how the property used, how often the property is used, and who typically uses the equipment;
  • The details of the efforts to find or repair the property;
  • The acquisition cost and current depreciated value of the property, repair costs and replace cost;
  • The PMO's rational for establishing the Property Board of Review; and
  • The PAO and PMO shall provide available copies of investigations, police reports, or other such information to the Property Review Board.
  • What is my role in the inventory process?
  • In accordance with the Department's Personal Property Management Manual, the Department must conduct a 100% physical inventory annually.  The Property Management Officer (PMO) schedules physical inventories of accountable personal property for each Operating Unit. PMOs are responsible for establishing inventory schedules, monitoring inventory progress, and providing assistance to both headquarters and field office property management officials.  Physical inventories must be completed at regular intervals, generally at least once a year or a cycle commensurate with the value of the personal property and the complexity of operations of the Operating Unit. Property management activities and financial accounting activities should coordinate the establishment of schedules and procedures for taking such inventories.  Inventory determinations should be made for all classes of property and applied on a consistent basis from one fiscal year to another.  Adjustments required must be documented and posted promptly to the records and accounts.
  • It is the responsibility of the Property Accountability Officer (PAO) to work with supervisors in obtaining personnel to assist in conducting physical inventories. Property Custodians (PC) may assist with physical inventories as considered necessary and appropriate by the PAO. A PC, whenever possible, shall not be given the sole responsibility for taking a physical inventory of property assigned to his/her custodial area.  Exceptions to this policy must be approved by the Operating Unit's PMO.
  • When leaving or transferring from DOC, what forms to do I need to complete and what is the process to clear property? 
  • Employees shall return all property to the Property Accountability Officer and/or the Property Custodian and complete CD-126, "Separation Clearance Certificate" form.  Additionally, in accordance with Department Administrative Order (DAO) 202-299, Clearance of Employee Accountability, mandated by the Office of Human Resources Management, that states each Operating Unit should develop "...internal operating procedures for its employees to clear their accountability for property. Please see your Bureau Property Management Officer for specific property management internal clearing procedures. 
  • How do I turn in equipment or furniture that is no longer needed? 
  • To have surplus/excess property and/or furniture to be removed from offices within the HCHB, please follow the procedures listed below: 
  • Inform the Property Accountability Officer (PAO) and/or Property Custodian (PC) of the request;
  • PAO and/or PC will initiate an electronic request for excess to Moving and Logistical Services in the Personal Property Management System; and  
  • Movers should pickup surplus/excess equipment/furniture within 48 hours of accepting request.
  • To have surplus/excess property and/or furniture removed from offices outside of the HCHB?
  • Please contact your Bureau Warehousing Manager, or visit the GSA Disposal Listing for GSA disposal points by state.

**Please DO NOT leave any property or furniture in the hallways.  This is considered a safety hazard.

** All computers should be WIPED prior to requesting excess by the Bureau's Information Technology Helpdesk.

  • What is a hand receipt and what is the purpose? 
  • A hand receipt is the complete inventory listing of items within one designated custodial area. The purpose of a hand receipt is to ensure accountability through a chain of custody. A Bureau's PMO is ultimately responsible for ensuring the accountability of all personal property within their Bureau's custodial area through the establishment of what is known as a chain of custody. A chain of custody provides records that illustrate the location of accountable property and the individuals responsible for its care and safekeeping. This accounting must be continuous, from the time of ordering and acquisition, until the ultimate consumption or disposal of the property. The chain of custody process is initiated when the PMO certifies the annual 100% physical inventory. The PMO then physically signs this equipment down to one or more Property Accountability Officers (PAOs) on what is known as a hand receipt.  PAOs then distribute this property down to the different custodial areas to Property Custodians (PCs) on hand receipts. PCs then finalize this process by hand receipting this equipment down to the end user (the person who actually uses the piece of equipment).
  • What is the personal property management network? 
  • Heads of Operating Units are responsible for managing their personal property through a management structure comprised of Property Management Officers (PMO), Property Accountability Officers (PAO), and Property Custodians (PC); otherwise known as the property management network. The responsibilities of the PMO, PAO, and PC must be assigned to separate individuals. An employee's role as a PMO, PAO, or PC may not always be reflected in his or her job title; however, a property specific performance critical element must be incorporated into their performance plan (see Appendix C of the Department's Personal Property Management Manual, dated October 2007). Additionally, property officials must complete training the requirements outlined in the "Department of Commerce Training Certification Handbook" before the Department Property Management Officer will certify them as a Property Official.

 

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Travel

  • What authority requires that I use a travel card and where is it stated?
  • The Travel and Transportation Reform Act of 1998 (Public Law 105-264) mandates use of the Government Travel Charge card for employees on official government travel. Employees are required to use the travel card for ONLY official expenses and travel related expenses away from the official duty station for which a travel voucher will be filed.
  • Must I use the Government contract air carrier? 
  • Yes, unless your travel meets a specific exception to the program.   Exceptions to the mandatory use requirements are contained in the FTR § 301-10.107. 
  • Must I use the Travel Management Center (TMC) to arrange my travel?   
  • Yes, the FTR requires employees to use the Government contracted TMC to arrange official travel.  DOC’s contracted TMC is ADTRAV. 
  • Who is ADTRAV?
  • ADTRAV Travel Management (ADTRAV) has thirty years of experience with over $100 million in annual sales.  Ranked as the third largest provider to civilian agencies of the Federal Government, ADTRAV currently has contracts with the General Services Administration, Department of Veterans Affairs, Department of Energy, Office of Personnel Management, a number of smaller agencies/companies, and CARE (company who travels to more than 45 of the poorest, most difficult to reach countries in the world).
  • How does ADTRAV provide travel management services to the Department?
  • ADTRAV serves the Department from two onsite offices (HCHB and NIST), one established reservation (call) center, and regional offices in Anchorage, AK and Honolulu, HI.  The HCHB staff is solely dedicated to Passport/Visa and VIP services. Only those employees that have been pre-approved and on the current VIP list may utilize VIP services.  The NIST on-site location is to be utilized by NIST employees only.  All other DOC employees will use the reservation (call) center or regional offices. 
  • HCHB—VIP Services Only

VIP (202) 482-2499

Fax (202) 482-0527

  • NIST—Onsite Services

Phone (301) 975-2281

Fax (205) 380-1983

  • Reservation (Call) Center

Phone (866) 430-8929 (Domestic calling areas)

Phone (205) 313-3782 (International calling areas)

Fax (205) 949-4233

  • Alaska

US Travel, Inc.

999 East Tudor Rd, Ste 200

Anchorage, AK 99503

Hours: 7:30 a.m. to 6:00 p.m., Monday through Friday

Phone (907) 561-2434 or (800) 544-2217

Email for TA’s noaa@ustravel.us

Fax (907) 786-0180 or (907) 770-4902

  • Hawaii

Panda Travel, Inc.

1017 Kapahulu Avenue

Honolulu, HI 96816

Phone (808) 738-3591 or (888) 726-3288 (#6)

Email for TA’s corporate@panda-group.com  

Fax (808) 738-3375

  • After-Hours/Emergency --Hawaii

(888) 726-3288 (Domestic calling areas)

(808)738-3591 (International calling areas)

  • What are the ADTRAV hours of operation?
  • The core hours of operation will be 8:00 a.m. until 6:00 p.m. local time, Monday through Friday, at all on-sites. (Alaska will open at 7:30 a.m. and close at 6:00 p.m. local time).  The reservation center is available 24 hours a day, 7 days per week, and 365 days per year. The telephone number for the reservation center is (866) 430-8929.  (Please note there is a transaction fee when calling the call center before/after the core hours).
  • In case of emergency, how do I contact ADTRAV during non-core business hours?
  • Call the ADTRAV toll-free number if you need emergency assistance at (866) 430-8929.  The emergency number while traveling overseas is (205) 313-3782.  If your call is not an emergency (emergency is travel within 24 hours), you will be instructed to call during core business hours (8:00 a.m. – 6:00 p.m. Monday through Friday).
  • When is the transaction fee charged?
  • The transaction fee is charged when a ticket is issued.  Fully refundable contract city pair fare tickets will be issued three business days in advance.  All other tickets will be issued when the approved travel authorization is received.  Travelers must request the agent to issue a ticket earlier or later, as necessary.  An additional transaction fee will apply when another ticket is issued due to a change in the itinerary.
  • Transaction fees change every fiscal year.  The updated transaction fee schedule is sent to all DOC travel coordinators no later than September 15th  of each year.
  • What is required from travelers before airline tickets will be issued?
  • Except as noted below, travelers must fax travel authorizations and/or trip authorizations to their servicing ADTRAV office when approved, but no later than three business days prior to travel to ensure that tickets are issued.  For bureaus that have migrated to Fedtraveler.com, travel must be approved in Fedtraveler.com before ADTRAV can issue tickets.  Travel authorizations may need to be faxed sooner for non-refundable or restricted fares.  ADTRAV will not issue tickets without approved travel authorizations. 

NOTE:  NIST & NTIA Boulder - Employees using Travel Manager will not fax travel authorizations to ADTRAV.  Authorizations should be approved at least 5 days prior to the date of departure and approved travel authorizations will be forwarded to ADTRAV by the NIST Travel Office staff.

  • How far in advance will ADTRAV issue my ticket?
  • ADTRAV issues ticket 3-business days prior to the trip, unless the traveler or the arranger has specifically requested an earlier ticketing date.
  • Does ADTRAV provide travel services to the Department’s invitational travelers?
  • Yes, ADTRAV will provide service to invitational travelers who have an approved travel authorization.
  • Can I arrange a train reservation with ADTRAV?
  • Yes, ADTRAV will arrange train reservations if the traveler has an approved travel authorization.
  • How does ADTRAV handle blanket travel authorizations?
  • Once you fax your blanket travel authorization to ADTRAV, it will be electronically stored in ADTRAV’s RezProfile system.  If you need to cancel the blanket travel authorization before the ending date indicated on the authorization, you must send ADTRAV an updated travel authorization indicating to cancel the action.
  • What is a profile and what is it used for?
  • A traveler profile provides ADTRAV with valuable information needed to book a trip, provide tickets, and meet your travel needs.  It includes information such as your name (as it appears on government-issued ID the passenger plans to use when traveling); date of birth; gender;  phone number, e-mail address, ticket delivery address;  redress number (http://www.tsa.gov/travelers/customer/redress/index.shtm); charge card number, preferred airport, frequent travel numbers, preferred seat request, preferred hotel arrangements, and any special needs that you may have.  A profile must be completed prior to arranging travel.  You can do profile building or if your office has a travel arranger, he/she can create/edit a profile for you.  You must enter the required information into your traveler profile before calling ADTRAV to arrange travel.
  • How do I create a new profile?
  • Profiles are web-based and allow you to access your profile anywhere there is internet access.  Step- by- step instructions can be found at the following link:  http://www.osec.doc.gov/oas/travel/RezProfiler_Instructions_DOC.pdf . 
  • How long does it take to activate a profile with ADTRAV?
  • Profiles are uploaded into the ADTRAV system every evening.
  • Will I be able to store my frequent flyer miles, rental car and hotel club points in my profile?
  • Yes, the ADTRAV profile will store your frequent flyer miles, rental car and hotel club points.
  • Is the ADTRAV profile site secure?
  • Yes, ADTRAV maintains security of all personal data.  ADTRAV complies with security requirements in the current GSA master contract governing travel services.
  • Will ADTRAV arrange my travel if I combine official travel with personal travel?
  • No. The contract between DOC and ADTRAV is for official business only.
  • How do I arrange for premium class travel?
  • All premium travel requests must include a travel authorization and CD-334, Request for Approval of Other than Coach-Class Accommodations, with matching dates and appropriate approval.
  • When must I turn in my travel reimbursement voucher?
  • Travelers must complete and submit a travel reimbursement voucher within 5 days after returning from travel.
  • Do I need an official passport to travel on temporary duty internationally?
  • Yes.  This type of passport is sometimes referred to as a service passport.  It is maroon and is a no-fee passport.  You cannot use your blue tourist passport when traveling on official business for the U.S. Federal Government.
  • How does a traveler submit comments/surveys about ADTRAV?
  • There are several ways that travelers can submit comments about ADTRAV:
  • by contacting the Travel Management Division at (202) 482-1818;
  • by filling out the survey for ADTRAV services at www.osec.doc.gov/oas/e-travel-survey/; or http://www.adtrav.com/Feedback.aspx and click on Feedback, this is located at the bottom of the page on the left side.

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Transit Benefit

  • What is the Transit Benefit?

  • The Transit Benefit is an employer provided benefit designed to encourage employees to use mass transit for their home-to-work-to-home commute.

  • Is the Transit Benefit taxable?

  • No.  The Transit Benefit is not taxable and does not have to be reported as income.

  • How much is my Transit Benefit?

  • You are eligible to receive dollar-for-dollar of your actual commuting expense up to the statutory limit. The amount currently permitted by the Internal Revenue Service is $125 per month.

  • Does everyone receive the maximum amount?

  • No.  You may apply for a Transit Benefit that equals, but never exceeds the amount you spend when using mass transit for your home-to-work-to-home commute.

 

  • What is the maximum amount I can receive?

  • Eligible employees may receive their actual commuting costs, up to the current statutory limit of $125 per month. If your costs exceed $125 per month, you are required to cover the additional costs with personal funds.

  • What is SmartBenefits® Autoload?

  • With Autoload, you no longer have to load your benefit onto your SmarTrip® card.  The benefit is automatically loaded on to your SmarTrip® card on the 1st of every month and deducted directly from the card when you tap it to a Metrorail faregate, bus farebox, or Metro parking target.  On the last day of the month, the card is swiped and reloaded on the first of the month.

  • What is SmartBenefits® Purse System?

  • With the Purse System, purses are automatically created within the participant’s SmartBenefits® account and funds stored on participant’s SmarTrip® card will be separated into two purses, Transit Benefit Purse and Personal Purse.  These funds are not transferrable from one purse to another.  The Transit Benefit Purse is employer assigned funds that will be utilized first and the balance can be viewed at any faregate, farebox, or online SmarTrip® card account.  The funds cannot be used for parking or be transferred to your personal purse.  When funds from the Transit Benefit purse are exhausted, payments will be deducted from your personal stored value purse.  The Personal Purse allows you to load additional funds to cover transit or parking costs.  If a portion of your transit fare comes from your personal stored value purse (due to insufficient funds in your transit purse), the amount displayed will be the balance from your personal stored value purse.  Additional funds can be added to the Personal at the Metro kiosks.

  • How can I determine how much I have remaining for transit and personal benefit?

  • You may view your balance for:

  • Transit purse at any faregate when entering or exiting the Metrorail or on the farebox when you board a bus

  • Personal purse by tapping your SmarTrip® card at any Farecard or Passes machine.  (Remember to press the cancel button if you are only looking for your balance)

  • All balances plus transactions by creating an online SmarTrip® card account at www.smartrip.com and click Manage your Account Online to setup an account or access a previously setup account.

  • I do not commute by metro bus or rail, does everyone using Transit Benefits use a SmarTrip® card?

  • No.  If you are commuting by way of VRE, Marc and/MTA commuter buses you will be using a TRANServe Debit cards.

  • What is a TRANServe Debit card and is there any difference from using the SmarTrip® card?

  • The TRANServe Debit card is a Visa-branded electronic fare media card provided by DOT and issued by JPMorgan Chase. The TRANServe Debit card is used at authorized mass transit merchants that accept Visa prepaid cards at point of sale machines or online where available. You can only use the TRANServe Debit card to purchase fare media for your regular home-to-work transportation.  Yes, the SmarTrip® card and Debit are different and for different usage.

  • How do I activate the TRANServe Debit Card?

  • Before you can use your TRANServe Debit Card, you must call Chase Customer Service to activate it.  This phone number is located on the back of your card and on the card carrier in the envelope that contains the card.

  • When activating the card, will I need to select a PIN number?

  • Yes, you will receive a four-digit number from our Transit point of contract (TPOC) to access your account online at www.myaccount.chase.com.  You should keep your PIN secret – do not share your PIN with anyone.  Once you have your PIN, you will be able to go online to check your card balance, review your transaction history, contact Customer Service and more.  You will not use your PIN to make any purchase transactions.  You may also call Chase Customer Service at 1-866-891-6951.

  • When can I begin using the TRANServe Debit Card?

  • Once you have received your card and called to activate it, funds will be loaded to the TRANServe Debit Card and available for use on the 10th of each month.  You will be able to use the funds to purchase transit fare media through the 9th of the following month.  Please note: You will no longer be eligible to use paper vouchers to purchase transit fare media after you have transitioned to the TRANServe Debit Card.

  • Can I add my own funds to the TRANServe Debit Card?

  • No.  The TRANServe Debit Card is intended only for transit benefits provided by your agency.  Cardholders cannot deposit additional funds to the cards.

  • What should I do if my card is lost, stolen or damaged?

  • If your TRANServe Debit Card is lost, stolen or damaged, you should notify Chase Customer Service at 1-866-891-6951 to have card cancelled.  A replacement card will be issued and your unused funds will be safe.

  • Why do I have to recertify when none of my information has changed?

  • The Office of Personnel Management (OPM) requires all Transit Benefit program participants to recertify annually to verify information is correct and up-to-date.

  • My commuting costs have changed. What do I do?

  • Always update your Transit Benefit application to document a permanent change to your commuting costs.  To make these changes follow the procedure set by your agency.

  • Are carpool participants eligible to receive the Transit Benefit?

  • No.  The Transit Benefit is for federal employees who choose to commute using mass transit in a commuter highway vehicle.  This includes bus, rail, light rail, or an authorized vanpool.

  • Can I receive my Transit Benefit while on extended leave?

  • No.  This is a monthly benefit based on the actual cost of your home-to-work-to-home commute.  If you are not coming to work, you are not paying to commute. Do not accept a benefit. You must adjust your benefit to account for the time you are out and return the benefit amount you do not use.

 

  • Can I use this benefit to pay for parking at my commuter lot?

  • No.  Indirect costs, such as gas, mileage, or parking cannot be included as part of the estimated commuting cost. 

  • Do I need a separate SmarTrip® card for the Transit Benefit and another one to pay for Parking at the Metro station?

  • No.  You may use the same SmarTrip® card to pay for your fare and your parking.

  • May I add personal funds to my SmarTrip® card?

  • Yes.  When parking in some Metro parking lots, you should use the same SmarTrip® card in order to receive discounted parking.

  • My SmarTrip® card stopped working. What should I do?

  • If your SmarTrip® card stops working, call 1-888-762-7874 to cancel your card and to request a new one.  If the problem is in the chip, WMATA will transfer your benefit to a new card and send the card to you.  Register your new SmarTrip® card at www.wmata.com, and complete and submit a new SmartBenefits ® application and a copy of the back of your new card to your Transit Point of Contact (TPOC).

  • I lost my SmarTrip® card:

  • If you lose your SmarTrip® card, call 1-888-762-7874 or email smartrip @wmata.com  to cancel your card and request a new one. The Washington Metro Area Transit Authority (WMATA) will transfer your benefit to a new card, less the new card fee. Register your new SmarTrip® card at www.wmata.com, and complete and submit a new SmartBenefits ® application and a copy of the back of your new card to your Transit Point of Contact (TPOC).

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Energy and Environmental Programs:

  • Where can I find guidance on energy and environmental programs within the Department of Commerce?
    • A recently published Department Administrative Order (DAO 217-16) contains guidance on energy and environmental programs and can be found on the Office of Sustainable Energy and Environmental Program’s (OSEEP) home page.
  • How can I nominate a Department of Commerce individual or team for an energy or environmental stewardship award?
    • Guidance on the Department of Commerce’s Energy and Environmental Stewardship award program is available on OSEEP’s home page.  The award nomination form is also available on-line and can be completed and submitted on-line as well.
  • How can I increase my office’s participation in the Department of Commerce’s recycling program?
    • Contact OSEEP’s solid waste and recycling program manager at GoGreen@doc.gov for information or recycling containers.
  • How is the Department of Commerce doing on energy and environmental sustainability goals?
    • The latest Office of Management and Budget (OMB) Sustainability Scorecard can be found on OSEEP’s home page.  The Sustainability Dasher contains progress metrics and leading indicators of progress towards next year’s goals.
  • What are the Commerce Operating Units (OU) doing in the field of energy and environmental stewardship?
    • Copies of OSEEP’s Quarterly Newsletters highlight efforts by each of the OUs and can be found on OSEEP’s home page.
  • If I want to hear a duck quack who should I call?
    • Please call anyone in OSEEP and they will happily quack for you.
  • If I have a great idea to help conserve energy across the Department or help the Department become a better steward of the environment, how can I get involved?
    • Join the HCHB Green Team.  Send an email to GoGreen@doc.gov with your contact information.

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Real Property

  • Who do I contact if my regional office wants to consolidate or relocate?
    • The Office of Real Property Programs at (202) 482-8344.
  • Who do I contact for a long-term analysis of lease costs and strategies for reducing costs?
    • The Office of Real Property Programs at (202) 482-8344.
  • What will my HCHB office rent be in 2016?  What will my rent be in any DOC location in 2016?
    • Contact the Office of Real Property Programs at (202) 482-8344.
  • What are building space alternative options are available for keeping rent cost down?
    • The Office of Real Property Programs
  • My office received a new Occupancy Agreement with a significant increase in rent, what can I do?
    • Contact the Office of Real Property Programs for a review or consider re-planning of the space to identify unneeded space that can be released to GSA to cut the rent.
  • How long does it typically take to establish a new office lease?
    • Two years from the time the detailed requirements are submitted to GSA for new space designed for the tenant.
    • Six months to a year if GSA Federal Building space is available in the area, especially if minor construction and furnishings are needed.
    • Six months or less if you can consolidate and telework and not get a new lease.

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Office of Administrative Services
Office of the Chief Financial Officer and Assistant Secretary for Administration
U.S. Department of Commerce

Send questions and comments about this page to ContactOAS@doc.gov

Page last updated:April 16, 2012