UW Vanpool Policy
Below are the policies and procedures governing the vanpool element of the University's U-PASS program. Every attempt has been made to keep these policies and procedures consistent with Metro Transit, Community Transit and Island Transit's vanpool policies and procedures. In most cases, the U-PASS fare policies are congruent with their policies concerning the use of other subsidized bus passes
Fare policies
Eligibility:
To receive a U-PASS credit (a UW vanpool subsidy) each participant
must own a valid U-PASS, and must commute from a residence three or more
miles away from campus. Single-occupancy-vehicle, motorcycle, or carpool
parking permit holders are not eligible. For vanpool members to qualify for
the U-PASS credit, the van's destination must be the UW Seattle campus or
a Commute Trip Reduction (CTR)-affected worksite, as approved by the
Commuter Services Office (this excludes Harborview, UW Bothell and UW Tacoma).
Complimentary U-PASSes:
A vanpool group may receive (2) complimentary U-PASSes (contact the Commuter Services Transportation Planner). One U-PASS goes to
the primary driver, and the other goes to either the bookkeeper or the
backup driver. Deciding whether the bookkeeper or the backup driver receives the second complementary U-PASS is up to the members of individual vans.
U-PASS credit:
A credit (or "subsidy") of up to $50 per month may be applied to
a vanpooler's fare if the participant owns a valid U-PASS and the number
of credits (or subsidies) claimed for each van does not exceed the number
of seats. (For example, an 8-passenger van may only claim up to 8
credits.) The U-PASS credit
may not exceed the amount of the vanpooler's fare. The credit will be
provided as follows:
- The primary driver (UW student, faculty or staff who rides to campus a minimum of three days per week) rides free, receives a free U-PASS, and obtains a monthly credit of up to a $50 to apply to the group's fixed rate (the cost of the vanpool before it is divided by the number of riders).
- A full-time rider (UW student, faculty or staff who rides to campus a minimum of three days per week every month) can receive up to a $50 credit towards his or her monthly vanpool fare.
- A part-time rider can receive up to a $25 credit (considered a "half credit/subsidy") toward his or her monthly vanpool fare. An example of a part-time rider is a faculty member, staff member or student who rides to campus two days per week.
- A temporary rider (UW student, faculty or staff who rides less than two days per week on a space available basis) is not eligible for a U-PASS credit. Seats for temporary riders are not reserved, but signed Rider Agreements are required. A full-time or part-time rider has priority over a temporary rider.
Sharing a seat:
A vanpool seat may be shared by two riders splitting the full monthly fare when one person rides to the campus and one person rides from the campus a minimum of three days per week. In this situation, each U-PASS rider could claim up to a $25 credit toward his or her fare.
Driver credit with shared-driving arrangement:
Drivers involved in a shared-driving arrangement with one or more riders and who pay a partial fare may apply up to the full $50 credit toward the partial fare. The U-PASS credit cannot exceed the vanpool fare.
Example: Monthly vanpool fare is $120. The two full-time drivers split the cost, which totals $60 each. UW provides a subsidy, which totals $100. Each driver splits the difference and pays $10.00 a month.
Reserved seat policy:
A rider on leave for a month or longer can reserve his or her seat by paying the full monthly fare. Riders are not provided a subsidy to apply to their fare while on leave. Riders may choose to sublet their seats during a planned absence or vacation. The substitute rider must have a valid U-PASS.
Rider responsibility
The rider is also making a commitment to the University, which is paying a subsidy for the rider to participate in the vanpool. All riders who claim a U-PASS credit must commit to ride in the vanpool a minimum of two-three days per week for each month they are claiming the credit. In order to receive a subsidy a new rider or driver must sign-up to be in a vanpool between the 1st and 15th of the month.
Vanpool riders with a U-PASS must write a check payable to the bookkeeper for the amount of any vanpool fare balance on the first of each month. Vanpool riders are responsible for owning a valid U-PASS. The U-PASS may be purchased by faculty or staff members on a quarterly or annual basis through payroll deduction. Students receive a U-PASS sticker each quarter with the registration confirmation materials.
Bookkeeping and Monthly Reporting
Determining monthly rider fares:
Bookkeepers must collect the assigned fixed rate for the vanpool (less any subsidies, such as the U-PASS credit) each month. Group rates are based on the fleet size and distance traveled. Rider fares are determined by dividing the fixed group rate by the number of paying passengers in the van.
Reporting the U-PASS subsidy:
Bookkeepers will report the total amount of the group's U-PASS credit for the month in the revenue section of the Vanpool Monthly Report. Individual rider fares and U-PASS credit are recorded on the Ridership Report. When new riders are added to a vanpool, the bookkeeper must submit a copy of the U-PASS when he or she submits the Ridership Report to Metro or Community Transit. The Commuter Services Office does not need copies of the U-PASSes. In order to receive the vanpool subsidy, copies of Ridership Report and the Vanpool Monthly Report must be submitted to the Commuter Services Office by the 10th calendar day of each month.
Report distribution:
Distribute the original and the yellow copy of the Vanpool
Monthly Report and the Ridership Report to Metro, Community Transit, or Island Transit. The pink copy of each report remains with the bookkeeper.
Submit a photocopy of the Vanpool Monthly Report and the Ridership Report
to the UW Commuter Services Office, attention Transportation Planner, Box
351105, for U-PASS verification.
For More Information
For more information about the vanpool program, please contact the Commuter Services Office.
Commuter Services
Transportation Planner
Box 351105
616-7493
email: trnsplan@u.washington.edu
)
