*The bicycle benefit reimbursement period for expenses incurred in 2020 has ended. Please hold onto any 2021 receipts and you may submit them later this year. We will update our website when the 2021 portal is available this fall.*
The bicycle commuter benefit allows bike commuters to receive a $30/month (maximum $360/year) reimbursement against costs associated with bicycle purchase, improvement, repair and storage.
A qualified bicycle commuting month is one during which a benefits eligible employee/postdoc is biking for a substantial portion of the commute and does not receive a monthly transit pass or parking permit through Harvard University. COVID-19 "work from home" months are eligible for the benefit as long as you didn't have a parking permit or order a T pass during those months.
This benefit operates on the calendar year; your total reimbursement amount accrues over the calendar year and is paid back to you against the total eligible expenses you incurred in the same year. Reimbursement claims are processed and paid in the spring of the following year. If you are a new employee/postdoc or use a parking permit or transit pass through Harvard for some months of the year, your total reimbursement value is prorated based on your eligible months.
Who is eligible?
Full time benefits eligible faculty, staff and postdocs paid directly by Harvard who commute by bicycle to work. Employees must be active Harvard employees through the submission deadline of January 31, 2022 to receive this benefit. This includes those who take the early voluntary retirement (VERIP) package. If you have questions about eligibility please email CommuterChoice.
Members of the Harvard Graduate Student Union (HGSU) bargaining unit paid directly by Harvard who commute by bicycle to work can find additional details about the bicycle benefit and the application here.
What is reimbursable?
Bicycle commuters are eligible for reimbursement of up to $30/month at a maximum of $360/year for the costs associated with bicycle purchase, improvement, repair and storage.
Purchases such as bicycle apparel, clothing, bike racks, scooters, indoor/exercise bikes or expenses incurred outside the calendar year or by your spouse or dependents are not eligible at this time.
Eligible expenses include:
New or used bicycles purchased from a store or a private party.
A bike is the only item that may be purchased from a private party; any other bike-related purchases made from a private party are not eligible for reimbursement.
If you do not have a legitimate receipt for your bicycle purchase, please download, fill out and upload the In Lieu of Receipt form as additional documentation on the submission form. The In Lieu of Receipt form will only be accepted for bicycle purchases from a private party. If an In Lieu of Receipt form is not submitted or missing documentation (copy of advertisement, photo of item, etc.) for these purchases, your claim will be denied.
Maintenance, improvements, accessories
- Purchasing parts and/or the service used to improve a bicycle as well as tools, accessories, such as on-bike racks and locks.
Parking and storage
- The costs associated with parking or storing a bicycle anywhere from a day to a year.
- Helmets, lights, bells, and reflectors (attached to the bike).
Bluebikes membership with Harvard discount
- Annual Bluebikes memberships purchased in 2021 with the Harvard discount are eligible for the benefit. Monthly or daily memberships are not covered, nor are other bike share memberships.
How do bicyclists take advantage of the subsidy?
- Please save your 2021 receipts. The application will go live this upcoming fall 2021. Employees have one (1) opportunity to submit the bike benefit application. To utilize the program to your maximum benefit, only submit your application when you have either met the total qualified amount or when you are certain you will no longer incur 2021 bike expenses.
What form of supporting documentation is needed?
For all expenses, attach receipts or evidence of purchase that clearly state all of the following:
- Name of service provider/seller
- Description of service or supplies
- Amount paid AND form of payment
- Date(s) of service
Bicycle purchases from a private party which do not meet the receipt qualifications above require an In Lieu of Receipt form as additional documentation. If an In Lieu of Receipt form is not submitted or missing documentation (copy of advertisement, photo of item, etc.) for these purchases, your claim will be denied.
Receipts showing another person's name will not be accepted.
The University reserves the right to cancel or deny reimbursement claims with or without cause at any time.
What are the application deadlines and payment processes?
The deadline to submit for reimbursement of 2021 bike expenses was January 31, 2022. Participants must be active Harvard employees through the submission deadline to be eligible for the benefit. This includes those who take the voluntary retirement package. Reimbursements will be processed in one payment in the spring of 2022 via payroll deduction or check.