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Instructions and Tips for Completing TRP Plan Instructions for Plan Completion There are three Microsoft Word versions of the plan available for downloading. If you do not have Word you may still download the plan format, however, be sure to use the PDF (third) version, which requires Acrobat Reader. The first two formats may be opened with Microsoft Word software. Word format one may be completed on your computer by keying in information in the gray boxes. The boxes will expand as you type. The second WORD format and the PDF format are designed to be completed by handwriting the information in blue or black ink. This format has lines for the information. Please be sure you have selected the desired format because those little gray boxes don’t expand as you write in them, and they’re very small! Please read and complete your TRP Plan using the following instructions and tips. The plan must follow the Trip Reduction Plan Format provided by Maricopa County. Page 1 Complete the employer information on the top of the page. Read through the suggested “Effective Trip Reduction Strategies/Projected Expense” section under the employer information. Select those that your organization will be implementing for the coming year. Place check marks in the appropriate boxes. When applicable, fill in the estimated costs “Amount Per Occurrence” and “Annual Cost.” Be sure that the costs are correct. For example: a monthly drawing in the “Amount” of $25.00 equals an “Annual Cost” of $300.00. Over- or underestimating the annual cost will result in a call from the plan reviewer and the possibility that your plan will be returned to you for revisions. If you will be implementing TRP activities other than those suggested on page one of the plan, indicate them in the box at the bottom of the page. Include a short description and the estimated annual cost. Page 2: Physical Amenities – Check all that apply. You will be asked to verify these during the annual TRP audit. Alternative Work Modes - If your employer offers telecommuting and/or compressed work schedules, indicate the number of employees who participate. You must be able to verify that number through payroll or HR records. DO NOT use the numbers from your Survey Analysis. Communication Methods – While you may have different methods for communicating different TRP activities and events to employees, check all those that will be used. New Hire Information - The law requires TRP information be provided to all new employees. Check the appropriate method(s) of communication information about the program. New hire information should include details on incentives, subsidies and other activities offered through the employer’s trip reduction program. Statement of Participation – Both the highest ranking local official and the transportation coordinator must sign the plan. Documentation – Each employer is audited annually via an in-person site visit or a phone call. At that time, the auditor will request proof that the trip reduction strategies indicated in the plan are being promoted to employees and fully implemented. Examples of acceptable documentation are listed on the bottom of page 2 of the plan format. Determine which methods of documentation will work best for each trip reduction strategy you have selected. Some strategies will require more than one method of documentation. Work with your Valley Metro Rideshare Representative to be sure you are keeping adequate records. Valley Metro Rideshare has created sample documentation forms for many strategies. You may get copies of these forms from your Valley Metro Representative or download the forms from the Valley Metro Website, Section 6 of the Training Manual, “Samples and More.” If you have Multiple Sites Employers that have more than one mandated site (those sites with 50 or more employees or driving age students) must also complete the “Multiple Sites” (Table I) form. Download the appropriate format. Site Name – Refer to your survey analysis cover sheet(s) for the site name. Using that name insures that both you and Maricopa County are referencing the same site. If all strategies indicated on the Plan Format will be implemented at all sites, at the bottom of the Multiple Site form, check “Yes” to the question “Will all selected measures and Physical Amenities be implemented at the sites listed above?” If “Yes” indicate the number of car/vanpool spaces for each site, and the number of employees at each site that telecommute or work compressed work schedules. If not all strategies will be implemented at each site, check “No” to the question “Will all selected measures and physical amenities be implemented at all sites?” For each site listed, indicate the measures that will be implemented at each site. Be sure to indicate the number of car/vanpool parking spaces for each site and the number of employees who telework or are on compressed workweek schedules. Be sure to provide information for each site that was surveyed and that you received a survey analysis. Print out your completed plan. Both the Highest Ranking Local Official and the Transportation Coordinator must sign the plan. FAX (preferred) or mail the completed plan to Maricopa County. It is not necessary to both fax and mail your plan.Fax Number: 602.506.6669 OR Maricopa County Trip Reduction Program Remember, the plan is due within five weeks following receipt of the your employer’s survey results. MARICOPA COUNTY WILL CONFIRM THEY HAVE RECEIVED YOUR PLAN. If the transportation coordinator’s e-mail address is included on the plan, he or she will receive an e-mail indicating that the plan has been received. Transportation coordinators who do not have e-mail will receive a postcard stating that the plan has been received by Maricopa County. A staff member will be assigned to review the plan and may request additional information or revisions, if necessary. Please begin implementation of the measures immediately—it is not necessary to wait for Task Force approval of the plan. Need Help or have Questions on Completing Your TRP Plan Contact your Valley Metro Rideshare Representative or call Valley Metro Rideshare at 602.534.6472 for assistance. Call Maricopa County Trip Reduction at 602.506.6750. |
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