Travel Reduction Program (TRP) Recordkeeping and

Communication

Transportation Coordinator (TC) Webinar

March 27, 2020

• Your microphone is muted. You can ask questions and give input using the controls on your screen.

• Click on Handout to open the PDF and access live links or print to take notes.

• The symbol indicates an audience poll. means we’ll ask for a show of hands. Get ready to share your input!

• Webinar will be recorded, and a link emailed.

Tech Tips

2

Overview

• Welcome and Introductions

• TRP Recordkeeping and Communication

• TC News

Guest Speaker

Greg Moeller, Auditor

Greg.Moeller@Maricopa.Gov

Maricopa County Air Quality Division

TRP Recordkeeping

TC Tip: “Schedule everything!” Tania V.

Record Keeping Basics• Provide documentation that TRP

incentives were implemented.

• Acknowledgment from winners and receipts for prizes are key.

• Organization eliminates last-minute scramble at audit time.

• Sample forms available in the Resource Library.

• Free training available online at your convenience.

Your Challenges

Your answers to the registration question “What do you struggle with on TRP record keeping?”

• “I'm not sure what dates to write down when people win monthly prizes. The day they pick up the gift card, the first of the month?” Hilda V.

• “I'd like to move to a more digital way of record keeping.” Marcella O.

• “How much detail is required?” Nancy J.

• “People altering my forms, so I have to correct them before I can integrate into the master records.” Katie K.

More Challenges

• “As a new company, we have people coming and going a lot right now. I am just trying to keep up with all my duties.” Stan M.

• “Days to draw for winners, sometimes I wish someone would just tell me the days to do it instead of me deciding.” Stephanie G.

• “Getting employees to update you if they have a change to carpool or alternative transportation.” Brook N.

Use This Example!Communicate:

• TC contact info

• TRP incentives – what is offered, who’s eligible, how is it obtained?

Track:

• Contest winners’ names

• Prize descriptions

Keep:

• Receipts

• Winners’ acknowledgments

ShareTheRide.com

• Easily track alternative mode users (AMUs) and prize drawings

• Share TRP news, policies and benefits

• Recommended for organizations with employee internet and email access

• Nearly 50,000 active users; 500+ custom sub sites

ShareTheRide Benefits Page

• Customize with your organization’s incentives

• Avoid confusion, engage employees, serve all shifts and sites

• Update as needed

• Video: How to update the Benefits page of your ShareTheRide custom subsite

ShareTheRide Contests

• Easily track participation

• Create multiple drawings at once

• Winner prompted to acknowledge prize receipt

• Bonus! Employees can also enter Valley Metro contests

• Video: How to create a ShareTheRide commute calendar contest

“The process of selecting HPA contest winners in the Administrator's portal on the ShareTheRide website is difficult.” Truesinda S.

Big News!

• ShareTheRide’s getting a whole new platform.

• Run reports in June.

• No contests in July.

• Training events and materials coming soon!

Tips from TCs

Your responses to the registration question “What's

your best tip for TRP record keeping?”

• “Schedule everything.” Tania V.

• “Keep records current and file hard and electronic

copies in a timely manner. This way you'll always

have updated information.” Rachel B.

• “Make a file in your drive and scan and save items

in the file.” Natali H.

More Tips from TCs• “Create a separate folder and keep it handy

to store physical documentation.” Yazmin O.

• “Do it once a month so you're not crammed to catch up at audit time. Been there, done that!” Roberta A.

• “I keep a TRP binder.” Sonia J.

• “Excel is your best friend!” Katie K.

• “Keep accurate files and input changes as they happen.” Brook N.

Keeping Paper Records

Sample Forms

Find customizable templates

in the TRP Resource Library

Prize Drawing Forms

To insert your logo:

Edit Header

Logs and ListsNote: Platinum Pass account holders

get a monthly invoice. A detailed

statement to track individual riders

available for a fee.

Worth 1,000 Words

• Photos are great for documenting meetings, events, parties.

• Share with employees to add excitement.

• TC Tip: “Keep records current and file hard and electronic copies in a timely manner.” Rachel B.

S/T/O/R/E Capital TRP Event – March 2020

TRP Annual Audit

• Maricopa County TRP staff conducts a phone or site audit for each plan year

• Pre-Audit Checklist offers suggestions to prepare; choose items that apply to your plan

• Contact your Commute Solutions coordinator for assistance

TC Tip: “Have standard work, policies and

procedures in place.” Mary M.

Retention

• Keep documentation for the most recent three program years.

• Keep lists of people receiving new AMU perks indefinitely.

• Discard outdated posters, newsletters, flyers.

In Summary• Show incentives were

communicated.

• Explain how employees participate.

• Provide receipts for prizes and acknowledgement from winners.

• Purge records annually.

COVID-19 ResponseSo much has changed due to the coronavirus.

• Valley Metro requests public transit use be limited

to essential or critical trips.

• We encourage riders to practice social distancing

of six feet while waiting and onboard.

• In keeping with guidelines, we strongly encourage

riders to wear a face

covering on board.

• Find out more here.

Paratransit and COVID-19• Beginning March 30,

Valley Metro is providing additional services to help during the COVID-19 pandemic.

• Currently providing delivery service for meals, pharmacy, and groceries when possible to Paratransit certified customers.

• Find out more here.

Valley Bike Month Wrap UpCongratulations Valley Bike Month Team Challenge winners and participants! Winning team participants get a limited-edition Challenge Winner t-shirt and a celebration as shown below.

• Large Team: $250 in Arizona Restaurants gift cards

• Medium Team: $175 in Grimaldi’s gift cards

• Small Team: $125 in P.F. Chang’s gift cards

• Individual: $25 REI gift card

Team Name Confirmed

Participants

Trips

Tracked

Distance

Miles

Calories

Burned

Fuel Saved

(Gallons)

Greenhouse Gases

Saved (Pounds)

Siouxsie and the Cyclepaths 17 726 4,248 225,624 199 3,904

All I Do Is Schwinn 11 598 2,308 122,560 108 2,121

Honeywell 6 311 1,976 104,915 92 1,815

One_And_Only Team 1 102 638 33,856 30 586

Challenge Team Leaders

• Susan Conklu led team Siouxsie and the Cyclepaths

• City of Scottsdale Bicycle Coordinator

• Triathlete

• Victoria Ehmann led team Honeywell

• Bike commuter

• Triathlete

Bike Month Swag Available

• With Valley Bike Month events canceled, we have shirts available.

• Shirts come in adult men’s sizes XS – XXL.

• Request shirts and stickers for your employees who ride bikes.

• Quantities are limited.

Vanpool Promotion

• Form a new vanpool by May 31, 2020 and get the first month’s lease FREE! (Fuel not included.)

• This is a great opportunity for essential workers who are still commuting to work.

• To find out more, contact Angie Wilkie, Valley Metro Vanpool Coordinator.

Your Input Is Needed!

• We invite you to attend an online public meeting for the latest update on the Capitol/I-10 West Extension. The project will ultimately connect riders from the current light rail system to the state capitol and west Phoenix.

• The presentation will include an overview of the preferred downtown route based on public feedback. Additional comments will be requested regarding the type of transit for the section between the state capitol and 79th Avenue, and whether the route should be extended to Desert Sky Mall.

• The meeting materials can be accessed through June 30, 2020 by visiting valleymetro.org/capitol.

Downtown Construction

• It’s on! South Central Extension/Downtown hub work has begun.

• See news and photos.

• Download the Construct VM app for notifications.

Tempe Streetcar News

• Tempe Streetcar is the first modern streetcar line in the Valley.

• It will serve one of the highest transit ridership centers in the region.

• Track work continues.

• Support local biz!

October Service Changes

• Valley Metro is encouraging public input until June 5, 2020 on proposed service changes.

• If approved, these changes will take effect on October 26, 2020.

• See the list here.

Design a Transit Wrap

• Arcadia High School student, Kate Flores, is the winner of Valley Metro’s 20th Annual Design a Transit Wrap contest.

• Her artwork, titled Oh the places you’ll go with Valley Metro, will be featured on a bus and light rail train for one year.

Find out more about the contest.

• TRP Recordkeeping and Communication

• Upcoming webinars• June 24, 10 a.m., Bus Rapid Transit overview

• July 22, 10 a.m., Winning Strategies for Clean Air Campaign Award Entries

• August 26, 10 a.m., Get Involved with Rideshare Month!

• Access recorded webinars and slide shows

Can’t make it during a scheduled webinar? Register anyway; we’ll email you the recording!