BU Employee Bike Benefit
BU Employee Bicycle Commuter Reimbursement Benefit
Do you commute by bicycle to and from your job at BU? You may be eligible to be reimbursed for up to $300 of your 2020 bicycle-related expenses!
The sign-up period for the 2020 benefit will begin in mid November 2020. Keep an eye out for an all-employee and save your receipts!
What is the Bicycle Commuter Reimbursement Benefit?
Regular faculty and staff may claim a $25 reimbursement each “qualified bicycle-commuting month” (up to $300 per calendar year) for expenses incurred at any point during the calendar year related to commuting by bicycle to and from your job at Boston University!
To meet the eligibility criteria for a qualified bicycle-commuting month, you must:
- be a regular Boston University faculty or staff member (students, student employees, and employees not classified as regular faculty or staff are not eligible for this benefit)
- not simultaneously hold a BU-subsidized MBTA pass or BU-provided parking permit (with the exception of a red pay-on-entry permit) during any portion of a month you claim a bike reimbursement
- commute to and from Boston University by bicycle greater than 50% during this time
Eligible Expenses Include:
- Purchase of a new or used bicycle (purchased by you and used for your commute to and from your job)
- Bicycle improvements and repair
- Parts to maintain bike such as tires and tubes
- Locks and bike-mounted accessories including child bike seats and cargo racks
- Professional tune-ups
- Labor costs for bike repair or installation of parts
- Safety gear including lights, helmets and reflective items attached to bike
- Bicycle storage – fees you pay to use a bike parking facility including bike cages or other bike storage locations
Expense claims must include a receipt.
Non-Eligible Expenses Include:
- Clothing, bike shoes, and other apparel
- Bluebikes, Limebikes, or other bike-share memberships
- Gym membership
- Bike rental costs
- Car bike racks or personal storage racks/units
- Otherwise eligible purchases that you make for someone else
How to receive the Bicycle Commuter Reimbursement Benefit:
Before January 6th, 2021:
1 Enroll in the Benefit
Enrolling is easy. Simply log in to BUworks and click on the Employee Self-Service tab. Then click Campus Services and choose “Apply for Bicycle Expense Reimbursement” from your respective campus’s Parking and Transportation Services section. You must enroll between November 15th and January 6th if you intend to claim a bike reimbursement during any month of the calendar year. Form responses may be updated through 11:59 p.m., on January 6.
Between January 13th and March 31st, 2021:
2 Register Online with P&A Group
You can register to set up an online account with P&A Group. Among other things, registering will allow you to submit your claims online and use the website to check account balances and the status of claims. Employees who have already set up an online account with P&A Group for another benefit through the University do not need to register again and may use their current login credentials to gain access. To register:
- Go to the P&A Group website and select the tab for Employee Participants.
- At the bottom of the page, within “My Benefits Account Login”, click on “First time logging in? Sign up here.”
- When prompted to enter your Social Security Number, you should provide your University ID# instead, and then follow the instructions to set up your account and your preferences.
3 Enroll in P&A Group Direct Deposit
In order to be reimbursed, you must enroll in direct deposit. This allows P&A Group to deposit your reimbursement directly into your designated checking or savings account. To enroll in direct deposit, log into your secure P&A My Benefits Account at www.padmin.com. Under the Quick Links menu, select Direct Deposit and enter your banking information. If you are currently enrolled in direct deposit with another P&A plan, you do not need to enroll again.
4 Submit Receipts for Reimbursement
Save your receipts for 2020 bike-related purchases made during the calendar year. Submit them to our benefits administrator, P&A Group, between January 13 and March 31 (of the subsequent year) for review and approval, along with any necessary banking information (for direct deposit purposes). The total dollar value you are eligible for will be calculated and paid against eligible expenses on receipts you have submitted. Qualified reimbursement will be directly deposited into your bank account between April 15 and April 30.
Choose from one of the three easy options below to receive reimbursement for your bike commute expenses:
Instantly submit claims and receipts directly from your smartphone. Log into your account at www.padmin.com from your mobile device by selecting Account Login and following the prompts on your screen.
2. Electronic Claim Upload
Upload claims through P&A’s website www.padmin.com when logging into your P&A Group account. Select Upload a Claim under the Member Tools tab.
3. Fax or Mail a Paper Claim
Complete a claim form (PDF) and fax or mail it to P&A Group
FAX: (877) 855-7105
MAIL: P&A Group
17 Court Street
Buffalo, NY 14202
Call (800) 688-2611 to speak with a representative or use P&A Group’s online chat at www.padmin.com (click the live chat button in the upper right hand corner). Customer service hours are Monday – Friday, 8:30 a.m. to 10:00 p.m. Eastern Time.
Boston University will verify information provided through the Enrollment & Attestation form. Boston University and P&A Group reserve the right to interpret compliance with internal established guidelines. False or ineligible claims will result in an expense or expenses not being reimbursable. Reimbursements are taxable income. Federal, state, and FICA taxes will be withheld on the amount of the reimbursement from your pay once you have been issued the reimbursement.
If you need a helmet, stop by the TranSComm office at 710 Albany St.! We have helmets in a variety of sizes for both adults and children. These well-priced ($5) helmets are provided by the Boston Public Health Commission. Protect your head while cycling!
Need a bike light? We give away free lights as our office year round!
Forgot Your Bike Lock?
We can loan you a bike lock for 48 hours for free! Come to our TranSComm office at 710 Albany St. during business hours to borrow one.
Bike Safety Tune-ups & Maintenance Workshops
TranSComm hosts multiple free bike tune ups and maintenance workshops throughout the year. Safety bike tune ups normally include bike assessment, chain lubrication, correct tire pressure, handlebar and seat adjustment, brake and derailleur adjustment, head and tail light check, and an individual consult with a bike mechanic.
Please note: these are safety check-ups, NOT major repairs.
Each cyclists will receive about 15 minutes with the mechanic to discuss your questions/concerns about your bicycle.
Tune ups are set up as a RSVP system. Cyclists will need to come to our office to sign up prior to the event. This is first come first serve when selecting time slots. We ask for a $5 deposit to secure your time slot, but will be returned at your tune up workshop. If you do not come to your appointment, the $5 will be forfeited.
Check the News section and Calendar for updates on bike clinics!
Bike Safety Tips
While many types of property theft have declined in recent years, bicycle theft is on the rise on most campuses according to FBI statistics. The increasing popularity of bicycling as a healthy sport and a means of transportation has made bicycles an easy target for thieves.
- Lock your bike in a secure bike cage or at a bike rack. Do not attach your bike to parking meters or street furniture as they are easy targets for thieves and also may cause hazards to pedestrians.
- Your first line of defense is a good lock, properly used. Be sure to lock your bike at ALL times. The best choice is a strong, reliable U-lock or a heavy cable. After you secure your U-lock to the bike rack, thread a cable or chain lock through your tire spokes to secure both tires to the frame. Lightweight cable or chain locks are easily cut and offer little protection.
- If you have a multi-speed bike, leave it in highest gear. This makes it that much harder for a thief to shift quickly and get away. Always secure your components and accessories especially those that can be easily removed.
- Do not use a lock larger than needed for the job. The extra space between the lock and the bike might help a would-be thief. Before leaving your bike, always give the lock a tug to ensure that it is secured.
- Your best ally is the bicycle professional who sells you a locking system. Don’t leave the store without a thorough demonstration. Inquire about warranties and guarantees.
- The National Bike Registry database is accessible to law enforcement throughout the country. There is a fee for this comprehensive service. For more information, visit: www.nationalbikeregistry.com