UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES

Responsible Office: Parking and Transportation Services Revised: September 2006

UCI Administrative Policies & Procedures
Section 904 Parking Policy
Section 904-10 Definitions, Laws, and Enforcement
Section 904-11 Parking Permits and Fees
Section 904-12 Commuter Services and Ridesharing
Section 904-13 Vehicles Other Than Automobiles
Section 904-14 Motorist Assistance Service
Section 904-15 Commuter Services - Carpool Program

Carpool/Vanpool Rideshare Signup and Search
Commuter Services Application/Payment Authorization

Vanpool Program Guidelines for Drivers and Passengers

UCI's Vanpool Program offers the use of eight-, nine-, ten-, and twelve-passenger vehicles for groups of at least five, but preferably seven, full-time, paying passengers for the purpose of traveling to and from the workplace. At least two passengers must be certified drivers (one primary and one back-up). Vanpools can be established in any area and operate Monday through Friday, traveling between a designated point and the UCI campus.

A. Participation in the Vanpool Program

1. Eligibility - All UCI employees and students are eligible to participate in UCI's Vanpool Program and have priority over actively employed non-UCI affiliates who are also eligible to participate. Non-UCI employees may only participate as full-time passengers and not as daily riders unless they receive special permission from the Commuter Services Manager. A non-UCI employee who has secured a seat on an existing vanpool by making monthly payments is not dismissed from the vanpool in favor of a UCI employee or student who wishes to vanpool.
2. Full-time and Standby Passengers - UCI employees, non-UCI employees, and students who are registered in the Commuter Services Program, and pay the monthly vanpool fare, are considered full-time passengers and guaranteed seats on assigned vanpools. Standby passengers must contact Commuter Services at least 24 hours in advance of the day the passenger wishes to ride in the vanpool, and purchase a $10 One Ride Ride ticket from Parking and Transportation Services. Only the Vanpool One Ride ticket will be accepted by the vanpool driver. Standby passengers ride on a space-available basis and will be required to pay the full monthly fare, without guarantee of a seat, if they ride more than eight days per calendar month. Standby passengers have no financial obligation other than that described above and may discontinue riding at any time without notice.
3. Waiting Lists - Waiting lists are maintained on a first-come, first-served basis. Individuals remain on the list until Commuter Services is notified that they wish to be removed, or if they do not respond within five days when notified that a seat is available.
4. Application Process - Prior to participation, all participants must submit a completed Commuter Services Application/Payment Authorization and the signed last page of the Vanpool Program Guidelines for Drivers and Passengers. Non-UCI employees must also sign and obtain their employer's risk management representative's signature on Worker's Compensation release forms before participating in the Vanpool Program. Participation in UCI's Vanpool Program is a privilege and not a right of employment or enrollment at UCI. Failure to comply with Commuter Services Program regulations (see Section 904-12, Alternative Transportation and Ridesharing) may result in revocation of program participation and/or incentive privileges by the Manager of Commuter Services or by the Director of Parking and Transportation Services.
5. Guaranteed Ride Home - In case of serious illness or emergency, Commuter Services participants are eligible for the Guaranteed Ride Home Program (GRHP).

B. Incentives

Visit Parking and Transportation Services Vanpool Program for information on current incentives.

C. Fares and Fees

In administering the Vanpool Program, Parking and Transportation seeks to recover each vehicle's direct operational costs, including monthly lease payments, mileage fees and (if applicable) transponder/toll road usage fees. The monthly fare rate is determined by dividing the cost of each vanpool program by the number of full-time passengers (less exempt drivers).

1. Fare Rates

Vanpool fares vary according to the city of departure. Passengers joining mid-month are assessed the remaining working days in the month at the $10 daily fare rate (not to exceed the monthly fare). Passengers are given at least thirty days notice before a fare change.

2. Fare Payments
   1. Payroll Deduction
      
      Eligible UCI employees can pay their vanpool fares via monthly payroll deduction. Payments are made in arrears and apply to the previous month's service (for example, an August payroll deduction pays the July vanpool fare.)

   2. Check, Credit Card and Cash

      To secure/reserve a seat on the vanpool vehicle, full-time passengers who pay by check, credit card or cash must pay the full monthly fare by the first day of the month in which they wish to ride (i.e., a payment made on June 1 reserves a seat on the vanpool for the month of June). Check must be made payable to "UC Regents" and either mailed to the attention of the Vanpool Coordinator in Parking and Transportation Services (ZotCode 4525), or placed in the appropriate Vanpool Fare Collection Envelope that will be collected by vanpool maintenance staff.

   3. Late Payments

   Any passenger whose check, credit card payment, or cash payment is not received by the fifth working day of the month will be advised by mail that payment must be received within five working days of the postmark of the notice or vanpool participation privileges may be revoked. Late fees will be assessed as follows:

   Payment not received:	Late fee or action:
   By 5th working day of the month	$10.00 late fee
   By 15th working day of the mont	$20.00 late fee
   By 20th working day of the month	Sent to campus collections
   After 30 days	Passenger removed from vanpool.

3. Refunds and Release of Fare Obligation
1. Absence from the Vanpool

   If a member is late arriving at the designated pickup point or absent from the vanpool, no adjustments, prorations, or refunds will be given. This includes absences for vacation, sick leave, jury duty, leave of absence, etc. A seat is guaranteed only if a participant continues to pay the monthly fare.

Exception: Seat Reservation During Medical Leave - A seat may be reserved for a maximum of two months without fare obligation for a driver or passenger who has provided a written request, including a doctor's letter, within two weeks of the effective date of a medical leave. If a driver or passenger extends the leave beyond two months, a seat will continue to be reserved as long as the monthly vanpool fare is paid at the regular rate, but for no more than four months. A driver or passenger must pay the regular rate until a medical release is provided to Commuter Services and all responsibilities are resumed.

2. Non-operation of Vanpool

   If a vanpool does not operate due to mechanical failure and there is no back-up vehicle, full-time passengers may request a refund for the time the vanpool is out of service. The refund amount is calculated by dividing the monthly fare rate by the number of days the vanpool should have operated during the month, and multiplying that rate by the number of days the vanpool did not operate. Payroll deduction refunds are processed with the following month's payroll, subsequent to the vanpool's non-operation. Accounting processes check refunds within three to six weeks.

3. Cancellation of Vanpool Participation

   Full-time vanpool passengers who do not intend to ride the van for a full calendar month or longer must provide Commuter Services with a signed and dated written notice of cancellation that includes the last day of ridership. The written notice must be submitted at least 30 days in advance of the last day of ridership to relieve the monthly fare obligation. A $35.00 transaction fee will be charged if a 30-day notice is not given in writing.

D. Commuter Services - Vanpool Program Responsibilities

Administrative support for the Vanpool Program is provided by the Vanpool Coordinator and support staff in Commuter Services. Responsibilities include:

• Issuing comprehensive insurance policy for each vanpool, including Worker's Compensation coverage.
  
• Coordinating medical certification for vanpool drivers
  
• Ensuring repair, maintenance, and upkeep of the vanpool vehicles.
  
• Enrolling vanpool drivers in the DMV Pull Notice System (see Section 905-20).
  
• Providing assistance to vanpool participants in locating and establishing routes and stops.
  
• Ensuring compliance with Americans with Disabilities Act (ADA) regulations.
  
• Facilitating resolution of vanpool issues.