Alternative Transportation

Vanpooling

The VT Vanpool Program is available for full time, permanent employees for commuting purposes.

If you are interested in sharing the ride with other full-time employees, see the program details below or contact Debby Freed at dfreed@vt.edu or 231-0248.

Program Details

Eligibility

To be eligible for vanpooling participants must be currently employed by Virginia Tech and agree to have the monthly vanpool fare payroll deducted from their paycheck. Additionally:

• Vanpool fare will be taken from pre-tax dollars.
• Vanpool fares will be payroll deducted for the prior month's use.
• The cost of the vanpool permit will be divided among vanpool participants and payroll deducted with the other monthly vanpool costs.
• Vanpoolers must give 30 day notice, if they wish to leave the vanpool.
• Vans for this program will be made available through Virginia Tech's Fleet Services.

Fares

The monthly vanpool fare will be payroll deducted from each vanpool participant, except the Primary Driver. In exchange for taking the responsibility of driving and maintaining the van, the Primary Driver is not required to pay the monthly Vanpool Fare. Fares are calculated and charged according to the following formula and are subject to monthly adjustment.

Although the costs will change, due to increase in monthly van rental, parking permit and fuel cost, the basic charges are as follows:

• Cost of monthly van rental
• Cost of monthly fuel
• Cost of annual vanpool permit -- Vanpools will have a reserved parking space close to the Primary Driver's work location
• 10% Administrative charge

These costs will be divided by the number of vanpool riders and payroll deducted from each vanpool rider's paycheck.

Driver Responsibilities

The Primary Driver is responsible for transporting his/her passengers to and from work on a daily basis. In addition to driving, the Primary Driver is responsible for the proper storage of the van and must make sure that the vehicle is properly fueled and maintained.

• Fueling will take place at Fleet Services.
• Maintenance will be performed by Fleet Services on a monthly basis. Fleet Services will arrange to pick up and return the van from its reserved campus parking space.
• The Alternate Drivers are responsible for all Driver duties in the absence of the Primary Driver.
• The van may not be housed at any employee's residence. The van will be parked overnight at a central location.
• Vanpoolers will be given 5 free dailies per semester. Additional dailies can be purchased through Parking Services.
• Vanpools will have a reserved space proximate to the Primary Driver's work location.

Vanpools must give a 10 minute window for people who are a little late for their commute.

The Primary Driver must call the Secondary (back up) Driver at least 1 hour prior to the morning commute, if unable to drive on any particular day.

Primary and Secondary Drivers must sign a form from Human Resources allowing VT to do an annual DMV driver's license check.

Operators of Fleet Services vanpool vehicles must:

• Have a valid US Driver's License
• Be an employee of Virginia Tech
• Have read and understood the rules and procedures laid out by Fleet Services.

It is the responsibility of each individual operator to observe all Motor Vehicle Laws

Vanpool Driver Approval Criteria

The Primary Driver and Secondary Driver applicants must meet the following criteria at the time of application.

1. Driver has volunteered to be a vanpool driver and receives no compensation for driving.
2. Driver has a valid driver's license from the state in which Driver resides.
3. Driver does not have more than one moving violation or at-fault accident in the past 12 months.
4. Driver does not have more than two moving violations or at-fault accidents in the past 36 months (or any combination thereof).
5. Driver does not have any record of convictions for serious offenses such as:
   1. Excessive speed (20 mph or more over posted speed limit)
   2. Operating to endanger
   3. Reckless or careless driving
   4. Driving under the influence of alcohol or drugs
   5. Operating a motor vehicle with a suspended or revoked license
   6. School bus stopping or passing violations
   7. Leaving the scene of an accident involving personal injury or property damage
   8. Motor vehicle homicide.

Emergency Ride Back

Emergency Ride Back is available through Parking Services. This provides vanpoolers with a ride to their vehicle, or local residence, in case of an emergency and is available Monday - Friday, from 8:00 a.m. - 5:00 p.m. Adverse weather conditions are not eligible for Emergency Ride Back.

Adverse Weather

Adverse weather conditions are not eligible for Emergency Ride Back. In case of adverse weather, the Vanpool Driver makes the decision whether or not to operate the vanpool. The Driver and riders must establish a means of communicating with one another in the case of adverse weather.

The Primary Driver must call the Secondary Driver at least 1 hour prior to the morning commute, if unable to drive on any particular day.

In case of inclement weather once the van has arrived on campus, the Primary Driver must give vanpool participants at least 2 hour advance notice of early departure.

Accident

In the event of an accident involving a Fleet Services vehicle, please contact the following immediately regardless of time of day or location:

• VT Police if on campus
• State Police if off campus The Driver must also report the incident to:
• Insurance company: Crawford and Company (866) 219-6120, and identify yourself as an affiliate of the Commonwealth of Virginia, Virginia Tech
• Virginia Tech Fleet Services at 231-6141
• Risk Management at 231-7439

Automobile Accident Reports and Insurance Information, located in an orange envelope in the glove compartment, should be completed for all accidents regardless of the damages.

If after hours or on the weekend please call the VT Police Department at 540-231-6411. They will contact a staff person at home and a return call will be made.

All university vehicles are insured under a policy which provides bodily injury liability, property damage liability and medical payment.

Questions? Comments?

Contact us at dfreed@vt.edu or 231-0248.