NASA logo NASA Headquarters' Directives
HQPR 9730.1
Effective Date: May 24, 2015
Expiration Date: May 24, 2020
Responsible Office: LM
NASA Headquarters Fare Subsidy Program
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Table of Contents | Preface | Chapter1 | Chapter2 | Chapter3 | Chapter4 | AppendixA | AppendixB

CHAPTER 4. Process

4.1 Enrollment

4.1.1 To enroll in the Fare Subsidy Program, employees shall make application through the HQ Parking and Fare Subsidy System ( or complete NASA Headquarters Form NHQ201, Employees can also reference the Fare Subsidy Frequently Asked Questions (FAQ).

4.1.2 In order to be eligible for the program beginning with the following month's subsidy, civil service employees on detail from NASA Centers or other Federal Agencies shall submit documentation of their official duty station and Form NHQ 201 to the Transportation Officer or designee by the 15th day of the month.

4.1.3 An employee's participation in this program is subject to approval by the HQ Transportation Officer based on the established criteria. Applications shall be retained as a record for two years.

4.2 Subsidy Distribution

4.2.1 Distribution of the fare subsidy is conducted monthly by the Headquarters Facilities and Administrative Services Division. The approved fare subsidy will be credited to the SmarTrip card on the 1st of each month. Any unused funds will be deducted from the SmarTrip card at the end of each month and will not accumulate (i.e. "Use or Lose"). It is possible to allocate the fare subsidy to the transportation providers who do not accept SmarTrip cards, such as MARC trains, MTA bus, VRE, and some vanpools. For information on which transportation providers do not accept SmartBenefits and instructions on how to transfer SmartBenefits to those providers, visit

4.2.2 Employee is responsible for reporting any lost or stolen SmarTrip card to the Transportation Officer or designee.

4.2.3 Demagnetized or otherwise damaged SmarTrip cards shall be returned by the holding employee to Washington Metropolitan Area Transit Authority (WMATA) Offices located at Metro Center for resolution, including reimbursement or replacement.

4.2.4 An employee using is responsible for contacting directly if they do not receive their monthly passes.

4.3 Program Restrictions

4.3.1 SmarTrip card users are required to use their benefits on a monthly basis. Any unused amount during the month will be returned to the Agency at the end of the month.

4.3.2 Failure to use the fare subsidy for two consecutive quarters shall result in termination of enrollment in the Program unless a written explanation is submitted to the Transportation Officer. A new application through the HQ Parking and Fare Subsidy System ( will be necessary for reinstatement in the program.

4.3.3 Employees changing between the Parking or Transit Subsidy are to complete Form NHQ202 Request for Change in Commuting Status ( This form should be provided to the Transportation Officer.

4.3.4 Employees suspending their fare subsidy for various reasons to include: extended leave or extended TDY outside the commuting area are to complete Form NHQ 304 Temporary Benefit Suspension - SmarTrip. This form should be provided to the Transportation Officer.

4.3.5 Employees that are authorized to and receive transit subsidies through the NASA Headquarters Fare Subsidy Program while on official travel in the Washington Metropolitan Area shall not be authorized reimbursement of daily parking fees, taxis, etc., related to commuting expenses in the Washington Metropolitan Area.

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