Easy Steps to Starting a Vanpool
Just follow the easy steps below to start your new Vanpool.
Begin saving time, money and leave stress behind.
Step #1. Search for other Riders
? 10 commuters along with yourself are all you need to start a Vanpool.
Finding other commuters are easier than you may imagine. Visit
websites such as NuRider.com and Carpool.com to locate other commuter
in need of a ride from and to your destination.
Our staff will help promote your vanpool by:
? Providing fliers for your work station and local grocery stores
? Posting information on our website & our online ridesharing
system
? Spreading information with other workers and employers
Step #2. Choose your drivers, route, and pickup/drop off
location(s)
? A primary driver and at least one backup driver is needed to start
your vanpool. Both drivers must be approved by Commuter
World’s Insurance Company.
Step #3. Complete your forms and pay the security deposit
? Request a Driver’s Application from our office or off of the
website.
? Fax the application to (202) 479-0822 or mail it to…
st1505 1 Street, SW
Washington, DC 20024
? Both the primary and the back-up driver must be approved by
Commuter World, Inc.
Your vanpool is ready to hit the Road!!!!!!!
? You are now ready to start saving hundreds of dollars, relieve
stress and promote clean air.
TABLE OF CONTENTS
I. INTRODUCTION
A. Initiating a vanpool
B. Driver’s incentives
C. Planning your route
II. DRIVER RESPONSIBILITIES
A. Collecting and Submitting Fares B. Mileage and Revenue Logs
C. Fueling the Van
D. Parking
E. Personal Use of the Van
III. VANPOOL FARES
A. Fares
B. Deposit
C. New Van Seat Subsidy
D. Prorating for Holidays, Breakdowns E. Commuting More Than 5 Days a Week F. Emergency Seat Subsidy
G. Out of Pocket Expenses
IV. MAINTENANCE & REPAIRS
A. Van Maintenance
B. Van Appearance & Cleanliness
V. EMERGENCY & ACCIDENT PROCEDURES A. Accidents
B. Breakdowns
C. Theft
D. After Hours Emergencies / Breakdowns E. Adverse Weather
VI. RIDERS
A. Adding New Riders
B. Individuals with Disabilities C. Back-up Drivers
VII. VANPOOL ETIQUETTE
A. Van Disputes
B. 20 Rules for Resolving Disputes in Vanpools
C. Termination of a Rider
VIII. IMPORTANT NUMBERS
I. INTRODUCTION
We would like to welcome you to the vanpool-leasing program. Vanpooling is simply
a larger version of a carpool. Vanpooling is the most economical way to travel for
people commuting more than 10 miles (one way) to work. You will save hundreds of
dollars a year in gasoline, maintenance, parking, and insurance costs! A representative
has already explained the vanpool program to you in detail when you signed the lease
agreement. Please use this manual as a reference guide to all of your questions about
vanpooling. If you need additional information or have any questions along the way
don't hesitate to call. We look forward to serving you for many miles to come!
INITIATING A VANPOOL
CW required a minimum of 10 individuals to start a vanpool. You are encouraged to
post flyers around your workplace and home (two flyers are available in Appendix B)
You can also start asking your co-workers where they begin their commute. If the
commuter’s route is similar to yours, then inform them of the vanpool!
Commuter World can assist you in recruiting for the vanpools by:
1) Distributing flyers at work or other nearby employers.
2) Distributing flyers at the grocery store, church, library near your home
3) Sponsoring fairs at your place of employment
4) Listing your vanpool information on the CW website
VANPOOL DRIVER INCENTIVES:
The primary vanpool driver will receive the following monthly benefits:
? Rides for FREE
? May personally utilize the vehicle for 100 miles monthly. Additional
personal miles may be used for up to 200 miles with a .30 cent
charge per mile.
? Has emergency roadside assistance, provided by CID
PLANNING YOUR ROUTE
Vanpool routes may run from commuter lot, shopping centers, movie theaters,
churches or a mutual pick-up location. Some vanpools might require several pick-up
locations. Consider other areas near your home that may serve well as a pick-up
location.
Vanpool fares are based on the van’s average monthly mileage commute. Therefore
plan the most direct route to and from the work site. We do not recommend picking up
commuters from their homes. This will only add mileage and additional time to your
commute. We encourage riders to carpool to the pick-up location if necessary.
II. DRIVER RESPONSIBILITIES
Submitting the Monthly Fare
The primary driver, or another member of the vanpool (approved by the leasing
company), is responsible for collecting the monthly fare from each rider and submitting
it to the main office by the 5th of each month. You can find more details about the
monthly fare in section III.
Recording & Submitting the Van Roster and Mileage Log
Every month the driver must submit an up-to-date roster of the van riders and a log of the miles the van has traveled. The vanpool roster and the mileage log are available in your "Forms" folder.
Fueling the Van
The primary driver is responsible for fueling the van. During the formation of the vanpool, the driver is issued 1 fuel card. The fuel must be regular unleaded gasoline. To verify charges, drivers are asked to submit receipts at the end of the month with the roster and mileage log. Without receipts, the driver will be charged for the purchase. All receipts must have the following: (1) Van Number, (2) Number of Gallons Purchased, (3) Price per Gallon, (4) Total Amount Purchased, and (5) Driver's Signature.
Arrange for Back-up Driver
The driver is responsible for arranging a back-up driver if he/she is unable to drive. This assures passengers continuous, reliable transportation in the case of personal sickness, emergency or vacation. All vanpools must have at least one back-up driver, approved by the agency, before it can begin operation.
Parking the Van
When parking the van at the employment site, the driver should follow their individual employer's parking guidelines. Many employers provide preferential parking for vanpools. Residential parking of the van is limited to a secure, off-street location (private driveway, apartment parking lot, etc.) or a pre-approved pick-up location. Make sure the lights are off and all of the doors are locked before leaving the van. We are not responsible for items left in the van.
Personal Use of the Van
We allows up to 100 personal miles each month, free of charge. The mileage can be used entirely by the driver, or you may split the miles with the back-up driver. Additional miles can be used up to 200 each month, at 25 cents per mile. ONLY the approved driver and back-up drivers are allowed to operate the van. The personal use of the van is intended as an incentive for the driver and should not be used to transport organized groups, clubs or riders who are not part of the vanpool.
The driver shall operate the van in accordance with all applicable State laws, in a reasonable and safe manner, and in such places as to not expose it or its passengers to unsafe conditions. The van will be driven only on hard public streets and highways and other normal access roads and driveways; the van will not be driven over bridges or roads posted for a maximum weight of three (3) tons or less. The driver shall not permit the van to be used to pull trailers, and no temporary or permanent trailer hitches or carrying racks shall be attached to the van. Driver shall not use or possess any alcoholic beverage or illegal drug or other substance within the van. Furthermore, the driver may not take the van to any
establishment whose primary business is serving or selling alcohol. The driver shall not operate the van after consuming alcohol, illegal drugs or other substances, or medications which recommend refraining from driving after ingesting. We have the right to immediately terminate the vanpool upon any violation of this paragraph.
III. VANPOOL FARES
Fares
Vanpool fares are based on operating, depreciation and insurance costs. Operating costs include gasoline, oil and maintenance. Fares are determined by the van's average monthly commuting mileage. Fares are calculated on an average of 21 days per month. Passenger fares are determined by dividing the total monthly payment by the number of paying passengers.
Vanpool Deposit
The van riders and driver are required to pay a $150 security deposit to the company before the van can be leased. Upon termination of the vanpool, the van will be inspected for any unreported damage. Any costs incurred by the company as a result of repair or cleaning will be deducted from the security deposit. If there is no damage to the van, and all outstanding debt is paid, the security deposit will be refunded. The company is not responsible for items left in the van.
New Vanpool Seat Subsidy
In order to assist new 14/15-passenger vanpools, RideFinders or State funding will subsidize up to four seats for 4 months. After 4 months, the vanpool will be required to pay the full monthly fare (based on 14 riders). If the van is not full after 4 months the riders must absorb the cost of empty seat(s). Our company will continue to advertise your vanpool in target areas to assist in gaining riders.
Prorated, New Vanpools, Holidays, Breakdowns
Vanpools beginning operation in the middle of the payment period will have the fare adjusted to the number of days the vanpool is in operation for the first month. Holidays are not prorated for a vanpool. The lease is based on a 21-day month to include weekends and holidays. In the event of a breakdown, the company will make every effort to provide another van. However, if the company is not able to provide a back-up van for commuters for more than 2 days, the monthly fare will be adjusted for the actual number of days the van was operated. Although most of the vans are leased for a five-day work week, there are circumstances in which employees must report to work for more than 5 days a week. If this situation occurs, the monthly fares will be adjusted according to the total miles traveled for the month. The Vanpool Manager will adjust the fare and inform the driver of the total amount due.
Emergency Seat Subsidy
If a vanpool with a previous 12-month history of success falls below 12 paying riders, it can qualify for an emergency seat subsidy. A maximum of four seats can be subsidized for a period of no more than two months. This situation may occur due to company closings, layoffs or an unforeseen decline in riders. Once an emergency seat subsidy is used, the van is not eligible for any additional subsidies until after six months. If the total number of passengers (including the driver) falls below nine; the vanpool is subject to termination.
Out-of-Pocket Expenses
If the driver is unexpectedly forced to pay for an expense, out-of-pocket, for the van (i.e. fuel, repair) the company will reimburse the driver in full. The driver must submit a Request for Reimbursement Form, along with receipt of the expense to the Vanpool Manager. The Request for Reimbursement Form is located in the "Forms" folder.
IV. MAINTENANCE, CLEANING & REPAIRS
Maintenance & Repairs
All scheduled maintenance is coordinated through the Vanpool Manager. Vans are serviced every 6,000 miles. At this time the oil is changed and an inspection of the van is performed at regularly scheduled intervals. Other services are performed according to the vans accumulated mileage and upon complaint / request of the driver. Drivers are
responsible for checking the oil and window washing fluid levels at every fuel filling. The driver should also routinely check the tire pressure to be sure the tires are properly inflated. The van driver should contact the Vanpool Manager whenever there is a problem with the performance of the vehicle.
Replacement Van
Typically, the company will come get your van, service it and return it while you are at work. If additional service or repairs are needed, the company will provide a replacement van until the service or repair of the other van is complete. As is true with the regular van, only the pre-approved driver and back-up driver(s) are allowed to drive the replacement van.
Van Appearance & Cleanliness
The van driver is responsible for keeping the van clean, both inside and out. Keeping the van's windows, lights and signal lights clean will improve safety through increased visibility. A clean van also represents the pride the driver takes in the van and symbolizes a positive image for both the vanpool and the company. Riders are also expected to help maintain the cleanliness and appearance of the van. Make sure all trash is removed from the vehicle when arriving to the destination. We also ask that drivers and riders do not smoke and consume meals while in the van.
V. EMERGENCY & ACCIDENT PROCEDURES
Accidents
In the unfortunate event of an accident, the driver must notify the appropriate Police Department or Highway Patrol and the company Vanpool Manager. Never leave the scene of the accident, even if the other party involved does. Insist that the proper authorities be notified before moving any vehicles. Leaving the scene or moving vehicles may make it harder to establish fault and may result in the van driver being charged with the accident or no charge being made at all.
If you are in an accident before 8AM or after 5PM please call the company’s
dispatcher at (703) 598-3073. If the accident occurs between 8AM and 5PM please call the Vanpool Coordinator at 1-877-297-9337 or (202) 479-0397 or (703) 598-3073. Please complete the Accident Report Form (located in the "forms" folder) and submit it to the Vanpool Manager immediately. A leaflet containing information about the van insurance coverage is included in your "forms" folder. If a replacement van is needed the company will provide one.
After Hours Emergencies / Breakdowns
Each vanpool is covered by CDI Services, Inc. for emergency roadside assistance. Membership is in the name of the Commuter World. Emergency services are available for each vanpool and include towing service, emergency road repairs, tire service, battery service, fuel delivery service and lockout and key service. The emergency number for the vanpool driver to contact if assistance is needed is 1-800-367-2349. When CDI Services, Inc. is called, the following information should be provided…
- the name of the driver
- the name of the company (Commuter World)
- the make, model and color of the vehicle
- the exact location of the vehicle
- the nature of the trouble
- the phone number in which the driver of the van can be reached.
If the breakdown occurs between 8AM and 5PM please call the Vanpool Manager at
1-877-297-9337 or (202) 479-0397 or another member of the Customer Service
Supervisor at (703) 598-3073.
Van Theft
Although highly unlikely, your van may be stolen. If this unfortunate event arises
please report the theft to your local authorities just as you would with your own
personal vehicle. You must then report the incident to the Vanpool Manager at 1-877-
297-9337 or (202) 479-0397. Please include the time, day; police report #, and the
officer who took your report. The company will provide a replacement van
immediately.
Adverse Weather
In case of adverse weather, we ask that the vanpool driver make the decision whether
or not to operate the vanpool. We also recommend that the driver and riders establish a
means of communicating with one another in the case of adverse weather. The Vanpool
Manager will be in the office during adverse weather. If your vanpool requires
assistance please call 1-877-297-9337; (202) 479-0397.
VI. Riders
Advertisement
CW required a minimum of 10 individuals to start a vanpool. You are encouraged to
post flyers around your workplace and home (two flyers are available in Appendix B)
You can also start asking your co-workers where they begin their commute. If the
commuter’s route is similar to yours, then inform them of the vanpool!
Commuter World can assist you in recruiting for the vanpools by:
5) Distributing flyers at work or other nearby employers.
6) Distributing flyers at the grocery store, church, library near your home
7) Sponsoring fairs at your place of employment
8) Listing your vanpool information on the CW website
Your First Step… Now that you are more familiar with our Vanpool program, you can contact us by
email or phone 1-877- 297-9337 to start working to get your vanpool started.
VANPOOL DRIVER INCENTIVES:
The primary vanpool driver will receive the following monthly benefits:
? Rides for FREE
? May personally utilize the vehicle for 100 miles monthly. Additional
personal miles may be used for up to 200 miles with a .30 cent
charge per mile.
? Has emergency roadside assistance, provided by CID
PLANNING YOUR ROUTE
Vanpool routes may run from commuter lot, shopping centers, movie theaters,
churches or a mutual pick-up location. Some vanpools might require several pick-up
locations. Consider other areas near your home that may serve well as a pick-up
location.
Vanpool fares are based on the van’s average monthly mileage commute. Therefore plan the most direct route to and from the work site. We do not recommend picking up commuters from their homes. This will only add mileage and additional time to your commute. We encourage riders to carpool to the pick-up location if necessary.
VII. VANPOOL ETIQUETTE
Vanpool Disputes
A company representative has already met or will meet with you and your riders to review the vanpool rules and regulations, and to help your vanpool determine the best route, pickup location(s), times, how to contact backup driver(s), etc. In order to avoid probable conflicts, we have developed a Driver/Rider Agreement (included in the "Forms" folder). The vanpool driver should review this form with each prospective vanpool member. Both parties must sign the agreement once an individual has decided to join the vanpool. This agreement assures that all participants are aware of the vanpool rules, regulations and operating procedures. The driver may add additional guidelines or rules to the Driver/Rider Agreement as long as they do not directly conflict with current vanpool rules and regulations.
If any disputes with riders or between riders cannot be resolved by the vanpool, please call the Vanpool Manager at 1-877-297-9337, (202) 479-0397 for assistance.
20 Rules for Resolving Disputes in Vanpools*
1. Stop arguing.
2. Sit down together.
3. Take turns listening without interruption.
4. Summarize, clarify and acknowledge what the other person said.
5. Say what you think the other person's position is. Ask if this is correct. 6. Don't make accusations. Say: "I feel ____ when you ________ because ______. 7. Separate personalities from problems.
8. Separate positions from interests by asking "Why?"
9. Look for creative solutions. Brainstorm.
10. Break the problem down into smaller parts.
11. Look for criteria to make the agreement enforceable.
12. Write down your agreements.
13. If you can't agree, take a break and come back later.
14. Write down what you want the other person to do and what you will do to end the dispute.
15. Go on to other issues.
16. Split the difference.
17. Look for trade-offs.
18. Say what will happen if you don't end the dispute.
19. List and prioritize all possible solutions.
20. Ask someone you both trust to mediate the dispute.
Termination of a Rider
Drivers may ask disruptive riders to leave the vanpool. Reasons for termination include, but are not limited to disruptive behavior, excessive lateness or not paying the monthly fare. Drivers should always document reoccurring incidents. Riders should receive (1) a verbal warning, (2) a written warning and (3) a written termination notice (30 days). Termination notices must clearly state the reason for terminating ridership. Moreover, all vanpool rules and regulations must be clearly stated both orally and written. Copies should be submitted to the Vanpool Manager.
VIII. IMPORTANT PHONE NUMBERS
Vanpool Coordinator
Main office:
1-877-297-9337
(202) 479-0397
Fax – (202) 479-0822
Emergency Ride Home Program Inquiries 1-(804) 643-RIDE
1-800-693-RIDE
Van Insurance / Risk Management
Sanford Insurance Agency Inc
9030 Stony Pt. Pkwy, Suite 230
Richmond, Va. 23235
1-800-366-7475
(804) 330-4652
Fax: (804) 330-9485
www.allrisks.com
After Hours Emergency Roadside Assistance (CDI Services, Inc)
3610 Deahl Court
P.O. Box 3838
South Bend, In 46619
1-800-367-2349
Member Name: “Commuter World”
Local Authorities
Any Emergencies (police, fire, and rescue) dial 9-1-1
