Commonwealth of Massachusetts Charlie Card Procedures
Overview To ensure a smooth implementation of the MBTA’s Charlie Card Program CTR will manage the MBTA Corporate portal centrally within CTR’s Payroll Unit for an interim period. HR/CMS deductions will continue to be the origin of MBTA services purchased and MBTA Coordinators will continue their role as liaison between Employee and CTR. HR/CMS T Pass Deductions will not change frequency; they will continue to occur in the first pay period of the preceding month. All Charlie Card orders will be stored in the MBTA Portal; changes to the order must be supported by deductions in HR/CMS. For now, the Office of the Comptroller will handle all updates to the MBTA portal. CTR will make any changes as determined by comparing the changes from the prior month. The information stored in the MBTA Portal will contain FName, LName, EMPLID+Recd#, Dept ID. For the initial implementation (Dec 2006), each Charlie Card will have a sticker containing Employee Name, ID and Amount of Pass. These passes must be delivered to the intended recipient.
MBTA COORDINATORS/PAYROLL DIRECTORS Coordinators will be issued a series of new but inactive cards. Each Department should identify who are the contacts and back-up for managing the new Charlie Cards. They are responsible for submitting any MBTA requests for New or Replacement Passes. They are the department’s liaison to CTR for any inquiries or actions. NEW DEDUCTIONS HR/CMS MBTA deductions will continue to occur in the first pay period. HR/CMS deductions must be taken before a Charlie Card can be activated. The MBTA Order Deadline for is the 15th of the preceding month (to be extended). At the earliest time in the first pay period, Coordinators MUST send to MBTA_Neworders@MASSMAIL.STATE.MA.US the following information: The Employee ID, serial number of the new pass to be issued, type of pass and amount of purchase. This must be done ASAP to ensure CTR can update the MBTA Portal prior to the Order Deadline. CTR will update the MBTA portal after the deduction is confirmed and the new serial number has been submitted by the department. The pass will be ready to use on the 1st day of the next month (purchased-month). *CTR will not activate any Charlie Cards until an HR/CMS deduction is taken. There will be no exceptions. CHANGES TO PASS SELECTIONS HR/CMS MBTA deductions will continue to occur in the first pay period. HR/CMS deductions must be taken before a Charlie Card can be changed. The MBTA Order Deadline is the 15th of the preceding month (may be extended). Departments must update the HR/CMS deduction in the first pay period. CTR will update the MBTA portal based on the change in HR/CMS. The change to the pass will be effective on the 1st day of the purchased-month. *CTR will not modify any Charlie Cards until a deduction change has been made in HR/CMS. If HR/CMS deductions show no change then no change will be made in the MBTA Portal. Changes identified after the deduction is made but prior to the purchased-month cannot be processed at this time. Changes identified during the purchase-month cannot be made.
TERMINATION OF PASS To stop a pass from being purchased the HR/CMS deduction must be stopped first. The Charlie Card will not be active in the next month. REPLACEMENT PASSES Lost or Stolen passes can be replaced within 24 hours. The pass can only be replaced for the same level of service and only after the original pass is terminated. Once a Replacement pass is requested, Coordinators send an email to MBTA_Neworders@MASSMAIL.STATE.MA.US Provide: the Employee ID and Record #, serial number of the replacement pass, pass type and the pass amount. CTR will update the MBTA portal and notify the coordinator. REFUNDS The MBTA is currently looking at issue. However, since the passes are processed pre-taxed through payroll, cash cannot be given directly to the employee. CTR will work with the payroll director on individual cases as needed. PROOF OF DEDUCTIONS The MBTA is currently identifying what acceptable proof is required by insurance companies.