Maintaining an Eco Pass account is designed to be simple. The easiest thing to remember in maintaining an Eco Pass account is that every employee much have a decal. If an employer has 100 employees and only 50 employees want a decal, then the tracking form should list the 50 employees with decals and the coordinator should have a residual quantity of 50 decals.

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Tracking Form

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

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

A tracking form will be mailed by the RTD Eco Pass Accounting Department, which must be used to document transactions. If this form is not received with the decals, call the RTD Eco Pass Accounting Department at 303.299.6208.

Click here for a Sample Tracking form.

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Adjustments to Headcount

Increase in headcount because of a new employee:

1. Headcount may increase because of new employees in the course of a year. If these employees increase headcount over the initial contact amount, then the employer must pay a prorated rate for these additional employees.
2. The request should be made on the appropriate RTD Request for Add-on form.
   • Service Level A Employers
   • Service Level B Employers
   • Service Level C Employers
   • Service Level D Employers
3. List the new employee's full name and mail the form along with payment to RTD.
4. The charge is prorated based on the month of the employee's hire date.

   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 @ $49.00 each = $196.00 (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 @ $95.00 each = $380.00 (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 @ $235.00 each = $940.00 (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 @ $223.00 = $892.00 (amount due from employer)
   

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

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

Termination of employee if not being replaced:

1. Request should be made on the Request for Replacement form.
2. Submit a payroll report to justify the credit request.
3. List the employee's full name and date of termination.
4. 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 who will be replaced:

1. No headcount adjustment is required.
2. If the terminated employee received an Eco Pass, his/her Eco Pass must be returned to RTD.
3. Submit a Request for Replacement form.
4. If the terminated employee did not use his/her Eco Pass, then the decal may be used for a new hire.
   • Credits are applied in the month that RTD receives the Eco Pass or decal — not the employee's termination date. 
   • If an employer does not renew an Eco Pass agreement, the credit will be refunded at year's end.
   • If an employer renews an Eco Pass agreement, the credit can be applied for the following year.
   • Employee must surrender his/her Eco Pass upon his/her last day of work.
   • Employers are 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.

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Request for Replacement Decals or Eco Pass Credit

Click here for a Decal or Credit Request form.

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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 the last page in the Eco Pass Reference Manual 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 may be required to order a new decal at the monthly prorated Eco Pass amount. A $50.00 fee for a non-returned pass will be charged. Please refer to your Eco Pass Reference Manual, Lost Passes at Termination of Employment form.

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.

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 have a valid photo I.D.
5. Employee must pay the processing fee at the time the photograph is taken. RTD accepts checks or money orders; 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 Eco Pass Accounting Department. The RTD Eco Pass 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.

An Eco Pass decal is property of RTD and is non-transferable. RTD may confiscate the Eco Pass photo I.D. and/or prosecute anyone who duplicates, altars or commits unauthorized use of this I.D.