VANPOOL Documents

 

Documents For Riding in a Vanpool:

- Application 2016

- Rider Responsibility Contract

- Debit Card Funding Schedule

- Debit Card Instructions

- Info Sheet MTBP

Current Vanpool Master List:

- Van Pool Schedule Master List

- Vanpool Schedule Update

Documents for Starting a Vanpool:

- TIP Credit Card Enrollment Template

- Monthly Attendance log

- Application 2016

- Rider Responsibility Contract

- Debit Card Funding Schedule

- Private Van Certification

- Debit Card Instructions

- Info Sheet MTBP



Here is the information that you will need to start up a new vanpool.  The private van certification is required only if you decided to purchase your own van rather than lease from Enterprise or V-Ride.  Note that private vanpools are not eligible to receive the VVTA Subsidy of $400/month.

The items in this email are provided for your information and no action is required at this time, however it is important to stay updated on the policies, procedures and guidelines of the program.

Complete MTBP Program Policy, Procedures and Guidelines are available by accessing the link below, however listed below are some of the specific items of interest:

 http://asafm.army.mil/offices/ASA/MassTrans.aspx?OfficeCode=1000

---The updated MTBP application is attached.  Please use this form to enroll or re-enroll, change or withdraw participants.  Remember that the monthly cut-off for application submission is the 25th.

---To calculate monthly expenses, the monthly vanpool fee is divided by the total number of riders in the van pool (both MTBP participants and nonparticipants).
Each rider in the van pool must be charged the same amount. However, MTBP participants must calculate their claimed benefit amount based on the total number of seats in the van pool – NOT the number of riders. The Mass Transportation Benefit is not to be used to offset the cost of empty seats in the van; that cost is the responsibility of the van pool participants. 

--IMPORTANT:  Be sure to provide Enterprise or VPSI with updated debit card information including the credit card #, the expiration date and the monthly amount to be debited from each card.  When vanpool members leave your vanpool, you MUST notify Enterprise or VPSI to stop auto debits for those employees or they will continue to debit each month.

--Funding Schedule:  Please see attached funding schedule for detail of when debit cards receive funds for each billing cycle.  It is important to note that unused funds are swept off the card if not used by the 9th of each month.  Cards are funded one month in advance for the NEXT month.  FOR EXAMPLE:  Funds are added on 10 JUNE for JULY benefits and are swept off the card on 9 July.  On 10 July funds are added for August benefits. 

---The van pool coordinator must establish a monthly Van Pool Attendance Log to monitor participant ridership levels, in order to ensure that cost estimates per participant are accurate. An attendance form for this purpose is attached to this email. The coordinator will use this form to review participant ridership. This information will be used to ensure that accurate records of each rider’s actual usage of the van are maintained, and that riders are complying with van pool ridership guidelines. It may also be used to recommend adjustments to claimed benefit amounts based on ridership patterns, or for other purposes related to van pool use.  The coordinator should notify the MTBP Installation POC if participants are not using the van pool for more than 50% of the working days of the month. The coordinator should be prepared to provide ridership records to the Installation POC if required.  The Installation POC may use the log for review of participant ridership. This information may be used to ensure that riders are complying with MTBP guidelines, recommend adjustments to claimed benefit amounts based on ridership patterns, require reimbursement from MTBP participants who do not use the van for more than 50% of the working days of the month, or for other purposes related to MTBP eligibility.  A blank attendance log is attached for your use; please make copies as needed.

---Participants on TDY, leave, or who do not use mass transportation for at least 50% of the time period, must calculate their costs based on the actual number of days they utilize mass transportation. In order to maintain eligibility and claim benefits, participants must use mass transportation to commute to and from work for a majority of their scheduled duty days. Participants on temporary duty travel (TDY), leave (Federal holidays excluded) or who use other means of transportation for more than 50% of their scheduled duty days will be only be entitled to a prorated benefit amount based on their actual expenses.