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Account Maintenance and Adjustments to Headcount

| Tracking Form |
| Adjustments to Headcount | Increase in Headcount |
| Termination of Employee (Not Replaced) | Termination of Employee (Replaced) |
| Lost/Stolen Eco Passes | Decal or Credit Request Form |
| Add-on Employees | Add-on Employee Forms by SLA |

ACCOUNT MAINTENANCE

Maintaining your Eco Pass account is designed to be simple. The following information covers most of the circumstances that may arise. Feel free to contact our Eco Pass office should you need assistance at 303.299.2132.

The easiest thing to remember in maintaining your Eco Pass account is that you must have one decal for each employee. If you have 100 employees and only 50 employees want a decal, then you should have a list of the 50 employees with decals and a residual quantity of 50 decals.

TRACKING FORM

Employers are required to keep documentation of all Eco Passes issued to employees. Employers must keep up-to-date transactions, i.e. issuing passes to new hires and returning passes from terminated employees. This kind of information must be documented in a tracking form. A new form is required for each contract year.

Note: RTD reserves the right to audit employers for accuracy of reporting and survey the number of eligible employees by applicant location. The rule of thumb is one decal for each employee, and all decals need to be accounted.

SAMPLE TRACKING FORM

Click here for a sample tracking form.

A tracking form will be mailed to you. You must use this form to document all transactions. If you do not receive this form with your decals, call the RTD Accounting Department at 303.299.6208.

ADJUSTMENTS TO HEADCOUNT

Mail requests to:
RTD
Accounting Department
PO Box 9769
Denver, CO 80209

Mail overnight special delivery to:
RTD
Accounting Department
1900 31st Street
Denver, CO 80216

INCREASE IN HEADCOUNT FOR NEW EMPLOYEES
If the total number of employees increases, notify RTD.

1. The request should be made on the RTD Request for Add-on form listed in this manual.
2. List the new employee’s full name and mail the form along with payment to RTD.
3. The charge is prorated based on the month of the employee’s hire date.

TERMINATION OF EMPLOYEE IF EMPLOYEE WILL NOT BE REPLACED:
If you have a decrease in your headcount and want to obtain a credit for terminated employees not being replaced:

1. Submit a request on the Request for Replacement form in this manual.
2. Submit a payroll report to justify the credit request.
3. List the employee’s full name and date of termination.Enclose the employee’s Eco Pass.

TERMINATED EMPLOYEE WAS NEVER ISSUED AN ECO PASS:

1. Return an Eco Pass decal to RTD.
2. Explain that the employee was never issued an Eco Pass decal and will not be replaced.
3. The procedure for returning a decal is the same as returning a pass.

TERMINATION OF EMPLOYEE IF EMPLOYEE WILL BE REPLACE:

1. No adjustment is required to your headcount.
2. If the terminated employee received an Eco Pass, you must return the terminated employee’s Eco Pass to RTD.
3. Submit a Request for Replacement form.
4. If the terminated employee did not use his/her Eco Pass, you may use his/her decal for a new hire.

Notes:

• Credits are applied in the month that RTD receives the Eco Pass or decal — not the employee’s termination date. 
• If your company does not renew an Eco Pass Agreement, it will be refunded this amount at year’s end.
• If your company renews an Eco Pass Agreement, the credit can be applied to its account for the following year.
• Employee must surrender his/her Eco Pass upon his/her last day of work.Employer may be charged $50.00 for each pass not returned to RTD.
• Employers may also be held responsible for issuance of Eco Passes to ineligible employees at a cost equal to the price of a Regional Monthly Pass for each month remaining in the contract period.

LOST OR STOLEN ECO PASSES
A charge is associated with lost or stolen Eco Passes. Call RTD’s Lost & Found offices to see if the Eco Pass was returned. If the employee is given a replacement photo I.D. and the original photo I.D. is found, RTD will not provide a refund. See manual’s last page for Lost & Found phone numbers.

Lost Passes
Lost passes will be replaced for $25.00 the first time in a calendar year and $50.00 for the second time in a calendar year. No replacement will be given for a third time in a calendar year.

Lost Passes at Termination of Employment

• If a pass is lost within two weeks of termination, the pass will not be replaced.
• If the employee reports a lost pass upon notice of termination, the employer is required to order a new decal at the monthly prorated Eco Pass amount. Prorated amounts are listed in this manual. A minimum fee of $50.00 in addition to paying a $50.00 fee for a non-returned pass will be charged.

Stolen Passes

• A replacement pass will be provided if the pass was stolen. If a copy of the original police report is attached to the authorization form, the processing fee will be $5.00 and $50.00 for the second time; no replacement will be provided the third time in a calendar year.
• All police reports must have a case number and station phone number for verification.
• Stolen passes without a copy of the original police report will be replaced for $25.00 the first time and $50.00 the second time; no replacement will be provided the third time in a calendar year.

The Lost/Stolen Pass Replacement Process

1. Send employee to an RTD photo location.
2.   Employee must have a current RTD authorization form.
3. The form must be clearly marked Lost or Stolen.
4. Employee must also have a valid photo I.D.
5. Employee will pay the processing fee at the time the photograph is taken. RTD accepts checks or money orders; sorry, no cash or credit cards are accepted.

Once the employee has paid for the lost or stolen pass, the money will be sent to RTD’s Accounting Department. The RTD Accounting Department will send the replacement decal to the Eco Pass Coordinator. Decals are not available at any photo location. It is the responsibility of the employer to properly indicate on the authorization form if the pass is new, lost or stolen. If the employee does not pay for the lost or stolen pass and the employer issues an on-hand decal, then the employer may be liable for the replacement fee.

RTD REQUEST FOR REPLACEMENT DECALS OR ECO PASS CREDIT

Click here for a Decal or Credit Request Form.

ADD-ON EMPLOYEES
Headcount may increase because of new employees in the course of a year. If these employees increase your headcount over your contract headcount, then you must pay a prorated rate for these additional employees. You should have an equal number of decals to headcount at all times. If your contract covered 50 employees and you hire two more later on, you must pay for these employees and maintain 52 total decals.

CALCULATE THE PAYMENT

• Determine the month employee begins employment.
• Indicate number of additional employees.
• Calculate the total.

Example: SLA “A”

If you are adding four employees with a May 1 hire date, and your total employee base is
1 – 24 employees:

Four employees @ $41.00 each = $164.00 (amount due from employer)

Example: SLA “B”

If you are adding four employees with a May 1 hire date, and your total employee base is
25 – 249 employees:

Four employees @ $79.00 each = $316.00 (amount due from employer)

Example: SLA “C”

If you are adding four employees with a May 1 hire date, and your total employee base is
250 – 999 employees:

Four employees @ $198.00 each = $792.00 (amount due from employer)

Example: SLA “D”

If you are adding four employees with a May 1 hire date, and your total employee base is
2,000+ employees:

Four employees @ $187.00 = $748.00 (amount due from employer)

Make check payable and mail to :
RTD Accounting Department
P.O. Box 9769
Denver, CO 80209

Mail overnight special delivery to:
RTD Accounting Department
1900 31st Street
Denver, CO 80216

If you have any questions, please call 303.299.6208 ************************************************************

Request for Add-On Employees

• Service Level A Employers
• Service Level B Employers
• Service Level C Employers
• Service Level D Employers