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TRAVEL REDUCTION PROGRAM (TRP)
PRIZE DRAWINGS AND
EFFECTIVE BULLETIN BOARDS
2014 Clean Air Campaign Award Winner
Best Bulletin Board - Scottsdale Unified School District
Transportation Coordinator Webinar
May 2015
Tech Tips
• To hear us, turn up speakers or headset
volume. Your microphone is muted.
• Ask questions using the controls on your
screen.
• The symbol indicates an audience poll.
Prepare to share your input!
• If you can’t see the whole screen, adjust your
resolution to 1024 x 786 pixels or lower.
• Webinar will be recorded and a link posted
on valleymetro.org
2
Overview
• Transportation
Coordinator news
• Managing and
documenting TRP prize
drawings
• Creating fun and
effective TRP bulletin
boards
• Recap
3
Transportation Coordinator News
4
Valley Bike Month 2015 • Various events were held
– Family and employer rides
– Grid Bike vs. Car
Lunchtime Dash
– Bike Prom
– Bike to Books
• Participation numbers
− 250 riders in Bike to Work
Day–Phoenix and County
− 13,285 bike trips were
tracked in ShareTheRide
for a total of 67,629 miles
5
Team Challenge 2015
Team Challenge Winners by Size:
– 5-10 – Bicycle Coalition at ASU (419 trips
logged, 2,373 miles travelled, 2,181 lbs.
GHGs saved)
– 11-20 – Any Bicycle Commuter (1,085
trips logged, 6,783 miles travelled, 6,234 lbs.
GHGs saved)
– 21+ – I’m (IN) TUHSD (529 trips logged,
2,721 miles travelled, 2,502 lbs. GHGs
saved)
Team Challenge Stats:
– 8,993 trips logged, for a total distance of
47,714 miles
– 2,533,958 calories burned
– 2,232 gallons of fuel saved and 43,854
pounds of greenhouse gases
Thank you to the following
for donating victory parties
for our winning teams!
6
TRP Online Training Expanded
• Interactive
• Always available
• Introduction to TRP
online now at
valleymetro.org/
calendar
• TRP survey
• Plan writing
Receive equal credit as the in-person class!
7
October Proposed Service Changes
Valley Metro is seeking public comment
May 1–June 1, 2015 on proposed
service adjustments scheduled to take
effect on October 26, 2015.
Social Media (Twitter) - May 1–June 1
Using #vmservice, learn more about the
proposed service changes and ask
questions of @valleymetro.
Email input@valleymetro.org.
Public Hearing
• May 28 - 5:00-6:15 p.m.
City of Phoenix Public Meetings
• June 2 - 7:30 a.m.
• June 9 - 1:30 p.m.
• June 10 - 3:00 p.m.
Complete details can be found at
valleymetro.org. You can also
complete an online comment card.
8
High Pollution Advisories (HPA)
Summer Season is effect – April 1 – September 30
May 1 – Ozone HPA
Find HPA dates for 2014-2015 at
www.valleymetro.org/tools_resources/hpa_advisories
9
Design a Transit Wrap Unveiling
• 15th annual
contest for high
school students.
• Sofia Garcia
from Cactus
High School had
the winning
design.
• Bus and light rail
wrap for one
year.
10
TCAs Become TCWs
• Old name: Transportation Coordinator Association meeting
• New game: Transportation Coordinator Workshop
• Interactive, hands on learning and sharing
• Workshop schedule at valleymetro.org/calendar
11
TRP Prize Drawings
Sample ShareTheRide prize drawing
12
Prize-a-palooza!
13
What’s Your Point?
• Get people talking
• Build excitement
• Encourage participants
to tell their stories
See how much I’ve
saved by carpooling.
14
Prize Drawing Considerations
• Employees:
- Demographic
- Interests
- Computer access
• Budget
• Resources:
- Access to event tickets
- Paid time off, company merchandise,
casual dress days
15
Record Keeping
• Prove you implemented your TRP incentives
• Acknowledgment from winners and copies of
receipts for prizes are key
• Thoughtful setup eliminates last-minute scramble at audit time
• Put reminders in your calendar
• Sample forms available from
TRP library at valleymetro.org
Commute Solutions section
ShareTheRide.com
• Employees register online w/ work email
address
• Great for tracking AMUs, communicating
incentives, and managing prize drawings
• Recommended for companies with easy
internet and email access
17
STR Prize Drawings
• If you can pay your bills online, you can create
a contest in ShareTheRide.
• Easy documentation for TRP audit!
18
Paper Forms
19
Samples available in the
ValleyMetro.org Commute Solutions
TRP Library under “Documentation
Templates.”
Other Tracking Options
• Shared Drive
– Excel runs random
drawings!
– Random.org random
number generator
• Company Intranet
• Email acknowledgment
20
The Dreaded de Minimis
• A de minimis benefit is one for which value
and the frequency are so small as to make
accounting for it unreasonable or
impractical. These include:
– Occasional snacks, coffee, doughnuts, etc.
– Occasional tickets for entertainment events
– Flowers, fruit, books, etc., provided under
special circumstances
21
More on de minimis
• Must be occasional or unusual in frequency.
• Must not be a form of disguised
compensation.
• If a benefit is too large to be considered de
minimis, the entire value of the benefit is taxable,
not just the amount over a designated de minimis
amount.
http://www.irs.gov/govt/fslg/article/0,,id=184791,00.html
22
De minimis: De final word
• Cash is generally intended as a wage, and
usually provides no administrative burden to
account for. Cash therefore cannot be a de
minimis fringe benefit. The same is true of gift
cards that can be used for general merchandise.
• Items valued over $100 may not be considered
de minimis, even under unusual circumstances.
Source: IRS Publication 15-B
• IRS business toll-free number: 1-800-829-4933
http://bit.ly/gxS0l0
23
What To Give
24
Prize Drawing – Important Points
• Communicate the incentive
– What’s the prize?
– How do employees enter?
• Show that the drawing was held – put reminders
in your calendar
• Get acknowledgment from winners and keep
copies of receipts for prizes
25
Effective TRP Bulletin Boards
26
Bulletin Board Basics
• Communicate TRP incentives
• Transportation Coordinator contact information
• Guaranteed Ride Home program info (if offered)
• News and promotions
27
Keeping Bulletin Boards Current
• Get inspiration from quarterly Valley Metro materials and TRP library
• Tie in to events within your organization
• Invite prize winners to share their stories
• Special themes can add interest
28
TRP Bulletin Boards – Pro Tips
• Break the borders – let items extend beyond the edges of the board
• Pop up - Add interest with three dimensional items
• Roll em! Bulletin boards on easels can be moved around the organization for greater exposure
29
Review
• TC News and Updates
• TRP prize drawings and bulletin boards
• Upcoming Webinars – June 24: Compressed Work Weeks
– July 22: Clean Air Award nominations
– August 26: ShareTheRide success stories
• In person Transportation Coordinator workshops resume in September
30
Recommended