Bicycle Commuter Reimbursement Program
Any full-time benefits-eligible MIT employee who commutes to work by bicycle is eligible to apply for reimbursement of expenses under the MIT Bicycle Commuter Reimbursement Program. This benefit is based on verified expenses, up to a maximum of $300 per calendar year. Note: Revisions to the program were posted September 2020 and are effective for the 2020 calendar year forward.
To increase flexibility for MIT commuters, the revised bike benefit allows cyclists to claim a partial subsidy even if they participate in other MIT-subsidized parking or transit programs.
A bike reimbursement program applicant must meet these requirements:
- Is a full-time benefits-eligible employee at MIT (students and affiliates are not eligible)
- Has registered a bike at MIT
- Does not have an MIT off-campus or resident parking account
How to Participate in the Program
1. Register your bicycle with the MIT Parking and Transportation Office.
- Applicants must register a bike and receive an MIT bike license before submitting expenses.
2. If you incur eligible bike expenses throughout the calendar year, keep receipts.
- No expense will be considered for reimbursement without a valid receipt. (See below for a list of eligible expenses.)
- Receipts must include: name of service provider; service performed or supplies purchased; dollar amount; and date of service. Participant must be a full-time benefits-eligible MIT employee at the time expenses are incurred. Expenses must be incurred during the current calendar year.
3. Fill out and submit the Bicycle Reimbursement form in Atlas (About Me > Commuting Benefits).
- Scan, photograph, or screenshot your receipts and upload them to include with the online form.
- You may visit the form multiple times during the calendar year to upload receipts, but the final form can only be submitted once and must be submitted by February 15 of the following year.
- Note that if you are ending your tenure as a benefits-eligible MIT employee for any reason before the end of the calendar year, please contact the Parking & Transportation Office regarding delivery of your reimbursement.
How Your Reimbursement is Calculated
Your final reimbursement is either the total of your submitted receipts (up to $300) or your adjusted reimbursement cap, whichever is lower.
- Receipts are reviewed and verified by the Parking & Transportation Office’s Commuting Specialist.
- The bicycle benefits maximum annual cap of $300 is universal and applies to all participants.
- Your adjusted reimbursement cap is the universal cap ($300) reduced by deductions that may arise from your use of any MIT-subsidized parking or transit program(s) as explained below.
For example, your eligible bike expenses for 2020 are $250 in total, and you have $100 of reimbursement cap deductions based on your use of MIT-subsidized parking and/or transit programs throughout the year. Your adjusted reimbursement cap for 2020 is $200 (the universal cap of $300 less your MIT commuter program deductions of $100). Your final bicycle reimbursement for 2020 is $200 (your adjusted reimbursement cap, because it is lower than your total eligible bike expenses).
How Your Adjusted Reimbursement Cap is Calculated
If you participate in MIT-subsidized parking, the Access MIT program, or a monthly payroll-deducted transit program at MIT, this may reduce your maximum reimbursement. The adjustments to your reimbursement cap are calculated on a month-to-month basis and are capped at a maximum reduction of $25/month.
- For each month when your MIT-subsidized daily parking expenses are $25 or more, your maximum bike reimbursement will be reduced by $25. For each month when your MIT daily parking expenses are less than $25, your maximum bike reimbursement will be reduced by the amount of your expenses that month. (For example, if you spend $42 on parking in March, your reimbursement cap will be reduced by $25. If you spend $21 on parking in April, your reimbursement cap will be reduced by $21.)
- For each month when your subsidized Access MIT pass expenses are $25 or more (subway and/or local bus), your maximum bike reimbursement will be reduced by $25. (Access MIT pass expenses that are less than $25/month will not affect the bike reimbursement cap.)
- For each month when you purchase a subsidized MBTA monthly pass (bus, subway, commuter rail and/or commuter boat), your maximum bike reimbursement will be reduced by $25.
The Parking & Transportation Office will issue calendar-year Bicycle Reimbursements to program participants by March 31 of the following year. Reimbursements will be deposited electronically into your bank account.
Eligible expenses include: purchase of a new or used bike to be used in your MIT commute; bike improvements and repair, including labor costs for repair or installation of parts; bike maintenance parts such as tires and tubes; bike locks and other bike-mounted accessories, including child seats, panniers, and other storage solutions mounted on the bike; professional tune-ups; bike cleats; cycling-specific clothing; safety gear, including lights, helmets, and reflective items attached to the bike; and bike storage fees (paid to a bike parking facility including a bike cage or other storage facility).
Non-eligible expenses include non cycling-specific clothing; athletic shoes that are not bike cleats; bike-share memberships (Bluebikes or Lime, for example); gym memberships or fees; bike rentals; car-mounted bike racks or personal bike storage racks or units; any purchase (including otherwise eligible ones) for which you have no receipt; and any purchase (including otherwise eligible ones) that you make for another person. Final determination of expense eligibility will be made by the Parking & Transportation Office.