TRAVEL REDUCTION PROGRAM (TRP) PRIZE DRAWINGS AND EFFECTIVE BULLETIN BOARDS

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Dominick Garrett
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Award Winner Best Bulletin Board - Scottsdale Unified

1 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.

2 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

3 Overview Transportation Coordinator news Managing and documenting TRP prize drawings Creating fun and effective TRP bulletin boards Recap 3

4 Transportation Coordinator News 4

5 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

GHGs saved) 11-20 Any Bicycle Commuter (1,085 trips logged, 6,783 miles travelled, 6,234 lbs.

GHGs saved) Team Challenge Stats: 8,993 trips logged, for a total distance of 47,714 miles

6 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) 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

7 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.

8 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, Social Media (Twitter) - May 1 June 1 Using #vmservice, learn more about the proposed service changes and ask questions 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

9 High Pollution Advisories (HPA) Summer Season is effect April 1 September 30 May 1 Ozone HPA Find HPA dates for at 9

10 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

11 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

12 TRP Prize Drawings Sample ShareTheRide prize drawing 12

13 Prize-a-palooza! 13

14 What s Your Point? Get people talking Build excitement Encourage participants to tell their stories See how much I ve saved by carpooling. 14

15 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

16 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

17 ShareTheRide.com Employees register online w/ work address Great for tracking AMUs, communicating incentives, and managing prize drawings Recommended for companies with easy internet and access 17

18 STR Prize Drawings If you can pay your bills online, you can create a contest in ShareTheRide. Easy documentation for TRP audit! 18

19 Paper Forms Samples available in the ValleyMetro.org Commute Solutions TRP Library under Documentation Templates. 19

20 Other Tracking Options Shared Drive Excel runs random drawings! Random.org random number generator Company Intranet acknowledgment 20

21 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

22 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. 22

23 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:

24 What To Give 24

25 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

26 Effective TRP Bulletin Boards 26

27 Bulletin Board Basics Communicate TRP incentives Transportation Coordinator contact information Guaranteed Ride Home program info (if offered) News and promotions 27

28 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

29 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

Air Award nominations August 26: ShareTheRide success stories In

30 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

TRAVEL REDUCTION PROGRAM (TRP) RECORD KEEPING

TRAVEL REDUCTION PROGRAM (TRP) RECORD KEEPING Transportation Coordinator Webinar January 2016 To hear us, turn up speakers or headset volume. Your microphone is muted. Ask questions and answer polls using