United States Air and Radiation EPA420-S-01-010
Environmental Protection Transportation and Air Quality September 2001
Agency
Implementing Commuter
Benefits Under the
Commuter Choice
Leadership Initiative
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COMMUTER CHOICE LEADERSHIP INITIATIVE
The National Standard of Excellence for Commuter Benefits
Vanpool Programs
Implementing Commuter Benefits under the
Commuter Choice Leadership Initiative
• A vanpool is a group of people who are coming to the same workplace from the same
community, riding together in a van. Vanpools typically carry from seven to fifteen pas-
sengers, and operate weekdays, traveling between one or two common pick-up locations
(typically a park-and-ricle lot where a rider may leave his/her car, or a transit station)
and the place of work.
• Vanpool programs can be administered in a variety of ways, allowing the employer to be
fully involved or simply promote it from the sidelines.
• Employers can help employees form vanpools through rideshare matching. Rideshare
matching helps potential vanpoolers locate others nearby with similar schedules.
Regional rideshare services in most areas allow interested employees to register directly
for no cost. Employers can direct their employees to these free services. Rideshare
agencies can also help organize vanpools directly with employees.
• Employee benefits from vanpooling include cost-sharing, less wear and tear on vehicles,
time savings in regions with HOV lanes, and the ability to talk, eat, sleep, or read while
commuting. Vanpool participants report saving up to $3,000 a year on gas, car mainte-
nance, and wear and tear as well as reduced commute stress and time. The primary employ-
er advantage is the need for fewer parking spaces; other advantages include less employee
stress and improved productivity.
• Vanpools make sense in many locations, and are particularly well suited for areas with lim-
ited mass transit and long distance commutes. Metropolitan areas with high-occupancy
vehicle (HOV) lanes are also particularly well suited for vanpools since the lanes provide
vanpools with substantial time savings over driving alone.
• Providing vanpool benefits is one of the primary benefits under the Commuter Choice
Leadership Initiative (CCLI). Employers must offer at least one of three primary benefits to
their employees in order to participate in the CCLI (the other two are parking cash out and
telecommuting). Under this option, the employer agrees to provide at least $32.50 per
month in transit or vanpool benefits for any employee (or the full monthly commuting
expense if it is less than $32.50 per month).
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COMMUTER CHOICE LEADERSHIP INITIATIVE
The National Standard of Excellence for Commuter Benefits
This document is one in a series of Commuter Choice Leadership Initiative briefing papers designed to help
employers implement commuter benefits.
The U. S. Environmental Protection Agency (EPA) and the U. S. Department of Transportation (DOT) have
established a voluntary National Standard of Excellence for employer-provided commuter benefits.
Commuter benefits help American workers get to and from work in ways that cut air pollution and global
warming pollution, improve public health, improve employee recruiting and retention, improve employee
job satisfaction, and reduce expenses and taxes for employers and employees. Participants in the Commuter
Choice Leadership Initiative (CCLI) agree to meet the National Standard of Excellence, and qualify as
Commuter ChoiceSM Employers. CCLI participants agree to:
• Centralize commute options information so that it is easy for employees to access and use;
• Promote the availability of commuter benefits to employees;
• Provide access to a guaranteed ride home program;
• Provide one or more of the following primary commuter benefits:
/ Vanpool or transit benefits of at least $32.50 per month
/ Parking cash out of at least $32.50 per month
/ Telecommuting program that averages six percent of daily work force
/ Other option proposed by employer and agreed to by EPA
• Provide three or more of the following additional commuter benefits:
Ridesharing/carpool matching
Pre-tax transit/vanpool benefits
Shuttles from transit station
Parking at park-and-ride lots
Provision of real-time transit information
Preferred parking for ridesharers
Reduced parking costs for ridesharers
Employer-sponsored vanpool or subscription bus
programs
Employer assisted vanpools
Secured bicycle parking, showers, and lockers
Electric bicycle recharging stations
Employee commuting awards programs
Discounts/coupons for bicycles and walking shoes
Compressed work schedules
Telecommuting
Lunchtime shuttle
Proximate commute (working closer to home)
Incentives to encourage employees to live closer to work
On-site amenities (dry cleaning, etc.)
Concierge services
Active membership in a Transportation Management
Association (TMA) or similar organization
Other options proposed by employer
Exceed a minimum benchmark of either 14 percent of employees who do not drive alone to work or an
average vehicle ridership (the number of vehicles divided by the total number of employees) of 1.12.
Please see the CCLI Agreement and Agreement Particulars documents for specific information about
employer participation requirements.
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COMMUTER CHOICE LEADERSHIP INITIATIVE
The National Standard of Excellence for Commuter Benefits
Disclaimer
EPA provides this briefing as a service to employers participating in the CCLI. Information about private
service providers is intended for informational purposes and does not imply endorsement by EPA or the
federal government.
The information presented here does not constitute official tax guidance or a ruling by the U.S. Government.
Taxpayers are urged to consult with the Internal Revenue Service of the U.S. Department of Treasury or a tax
professional for specific guidance related to the Federal tax law.
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CCLI: Vanpool Programs
VANPOOL PROGRAMS: A SUMMARY
EMPLOYER BENEFITS.
COST SAVINGS 2
REDUCED NEED FOR PARKING 2
TAX CONSIDERATIONS.
EMPLOYEE BENEFITS...
,.2
..3
CHEVY CHASE, MARYLAND - GEICO DIRECT 11
SAN DIEGO, CALIFORNIA - UNIVERSITY OF
CALIFORNIA AT SAN DIEGO 12
BOSTON, MASSACHUSETTS - CARAVAN FOR
COMMUTERS 13
SERVICES THAT SUPPORT
IMPLEMENTATION ............................................. 14
RIDESHARE ORGANIZATIONS ............................................. 14
LOCAL GOVERNMENTS AND TRANSIT AGENCIES ........ 14
GUARANTEED RIDE HOME PROGRAMS ........................... 15
WHEN VANPOOL PROGRAMS MAKES
SENSE 4
REGIONS WITH HOV LANES 4
LONG COMMUTES, OUTER SUBURBS, AND LIMITED
MASS TRANSIT 4
LOWER INCOME WORKERS AND HIGH PRICED
HOUSING 4
REGIONS WITH EXISTING VANPOOL AGENCIES 5
IMPLEMENTATION ISSUES AND COSTS 5
VANPOOL PROGRAMS: FOUR MODELS 5
INSURANCE ISSUES 6
GUIDE TO IMPLEMENTATION 7
EMPLOYER QUESTIONS AND ANSWERS 8
QUESTION: HOW DIFFICULT -AND COSTLY-IS IT TO
ADMINISTER A PROGRAM? 8
QUESTION: WHAT AMOUNT OF THE EMPLOYEE
FARES SHOULD THE EMPLOYER PROVIDE? 8
QUESTION: HOW IS VANPOOL FARE DETERMINED? 9
QUESTION: WHAT KIND OF COMMITMENT SHOULD
I REQUEST PARTICIPANTS TO MAKE? 9
QUESTION: DOES A VANPOOL NEED TO PROVIDE
DOOR-TO-DOOR SERVICE? 9
QUESTION: WHAT ARE THE RESPONSIBILITIES OF
THE DRIVER? HOW IS THE DRIVER SELECTED? 9
QUESTION: WHAT DO I DO WITH EMPTY SEATS
ON VANS? 9
QUESTION: WHAT HAPPENS IF THE REGULAR
DRIVER IS NOT AVAILABLE TO DRIVE? 9
QUESTION: WHAT ARE THE BEST WAYS TO
PROMOTE VANPOOL PROGRAMS? 10
EMPLOYER CASE STUDIES 10
SAN ANTONIO, TEXAS - UNITED STATES
AUTOMOBILE ASSOCIATION 10
SPOKANE, WASHINGTON - THE BOEING COMPANY 11
ASSOCIATIONS AND CONTACTS .................... 15
INFORMATION CLEARINGHOUSES .................................... 15
EMISSIONS AND TRANSPORTATION
BENEFITS ......................... . ..................................... 16
REFERENCES AND PUBLICATIONS ............... 16
APPENDIX: COMMUTER RIDESHARE
PROGRAMS ..................... . ................................... ..18
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CCLI: Vanpool Programs
tyANjPOOL PROGRAMS: A SUMMARY
Vanpooling brings together seven to fifteen com-
muters together in one vehicle, typically a van.
One person usually drives and maintains the van,
while riders split the expenses. In some cases,
companies own and operate the vanpool, offering
employees the chance to ride at a reduced rate as
a work benefit.
The primary benefits of vanpooling depend on
the market segment. In areas with high occupan-
cy vehicle lanes, vanpools allow commuters to
bypass traffic jams, providing potentially signifi-
cant time savings. For long-distance commuters,
vanpools provide a relaxing way to travel, since
the passengers have time to read, work, or sleep.
For employers facing a parking shortage, van-
pooling can reduce the cost of building additional
parking facilities.
There are three primary types of vanpool pro-
grams:
• Owner/operators are individuals who
buy/lease a vehicle for vanpooling. Riders
generally meet at a central location and pay
the owner a set monthly fee. Affordable insur-
ance and adequate coverage are major issues
with this group.
• Employers can buy or lease vehicles for use
by their employees. The employer (or a group
of employers) organizes the vanpool riders
and insures and maintains the vehicles. The
employer may charge a fee to ride in the van,
and/or subsidize the service.
• Third-party vanpool providers are private
organizations (either for-profit or non-profit)
that operate vanpool services for commuters,
companies, and government agencies. A van-
pool vendor leases the vanpool vehicle for a
monthly fee that includes the vehicle operat-
ing cost, insurance, and maintenance. The
vendor can contract directly with one or more
employees. The group of users typically pays
the monthly lease fee. These operators man-
age approximately 5,000 vans across the U.S.
VanPool Services, Inc (VPSI) is the predomi-
nant provider, with approximately 3,500 vehi-
cles across 60 cities.
In many regions, rideshare organizations assist
employers with recruiting riders, locating park-
and-ride lots, and other planning and implementa-
tion issues. A list of regional rideshare organiza-
tions is available in the Appendix.
Employers may provide their employees with
tax-free vanpool benefits, or an employee pre-tax
deduction program for vanpool expenses.
Employers benefit from giving pre-tax or tax-free
benefits because those amounts are not subject to
payroll taxes (see separate briefing paper on
Commuter Tax Benefits).
A business can benefit in several ways by offer-
ing vanpool services or benefits. Employers can
boost employee morale and satisfaction, while
decreasing business costs through reductions in
payroll taxes and parking needs.
Employees view commuter benefits extremely
favorably. Vanpool programs can:
• Lower employee commute stress and the cost
of commuting for employees;
• Provide additional choices to employees;
• Heighten employee appreciation of employer;
and
• Help make benefits plans more employee-
friendly and environmentally friendly.
These positive attributes, in turn, can improve
employee morale and make an organization a
more desirable place to work, which can:
• Reduce employee absenteeism
• Reduce employee turnover
• Support recruiting and retention goals
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CCLI: Vanpool Programs
Employees who vanpool generally see it as a
major benefit.
Cost Savings
On the most basic level, an employer can offer a
pre-tax benefit of up to $65 a month for an
employee to use towards a vanpool program. In
this case, offering vanpool benefits can be a low
cost way to provide employees with an additional
benefit. A vanpool option provides the employer
with lower corporate income and payroll taxes,
since the employer may deduct the cost of the
providing the benefit and the amount reserved by
an employee on a pre-tax basis from income.
Employees also pay less in income taxes and
social security taxes.
An employer interested in establishing a compa-
ny vanpool program, through leasing or purchas-
ing vans, will see added costs from the van pay-
ments. However, vanpool user fees, if charged,
typically cover these costs. Again, a percentage of
the user fee can be deducted from pre-tax salary,
producing the same reductions in corporate costs
and payroll taxes as providing a monthly transit
benefit. Employers who subsidize vanpool
expenses for their employees can also realize a
cost savings in that any amount up to $65 is not
subject to payroll taxes.
Reduced Need for Parking
Reducing the number of employees driving to
work can reduce the demand for employee park-
ing. Parking is expensive to build or lease, partic-
ularly in urban areas. As a result, vanpools and
employer-provided vanpool benefits often pro-
vide a low-cost way to avoid the large expense
associated with securing additional parking.
Employers can save a substantial amount of
money in reducing the number of parking spaces
required; one study estimates that annual per-
space costs vary between $250 and $2,100.' In
fact, 3M in Minneapolis, the acknowledged
"father of vanpooling," started its program in the
1970s in response to a parking shortage, not the
energy crisis. (US DOT, 1993)
Unlike parking, which is a long-term decision
(leases are typically negotiated on an infrequent
basis, and the decision to construct new parking
has long-term implications) vanpool benefits can
be adjusted immediately.
CONSIDERATIONS „
Tax provisions that allow vanpool benefits to be
taken as a tax-free fringe benefit offer substantial
financial savings to both employers and employ-
ees.2 Vanpool benefits may be provided tax-free
to employees up to $65 per month, or $780 per
year. Tax benefits accrue to businesses and
employees whether the employer pays for the
benefits or the employee pays for it through a
pre-tax salary deduction, as shown in Table 1.
According to tax law, a vanpool is considered a
"commuter highway vehicle," and must meet the
following criteria to qualify as a qualified trans-
portation fringe benefit: 1) seats at least six adults
(not including the driver); and 2) at least 80 per-
cent of the mileage use can reasonably be expect-
ed to be for transporting employees between their
homes and workplace, with employees occupying
at least one-half of the vehicle's seats (not includ-
ing the driver's).
1 Victoria Transport Policy Institute, Online TDM
Encyclopedia, available at www.vtpi.org/tdm. Costs
are based on land, construction, and operations costs
for suburban and urban locations, and for surface,
structured, and underground parking.
2 Employers should review with their tax advisor the
tax implications for themselves and their employees.
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CC1I: Vanpool Programs
Many states provide further tax incentives and/or
subsidies promoting employer established vanpool
programs. New Jersey offers a statewide Vanpool
Sponsorship Program that provides a financial
incentive for vanpooling in areas where public
transportation is not available. Each vanpool
group is eligible for $150 per month of sponsor-
ship support. In Washington state, tax credits are
given to employers who participate in commute
trip reduction programs. The credit is equal to one
half of the financial incentive paid to each partici-
pating employee. (Winters and Cleland, undated).
In Oregon, employers can get a tax credit for pur-
chasing vehicles for vanpooling. Under the
Business Energy Tax Credit, an employer can
receive a tax credit of 35 percent of eligible proj-
ect costs, taken over a period of five years.
BENEFITS
Vanpools can result in substantial benefits for
employees, including increased comfort, reduced
stress, and time savings. A reduction in commut-
ing costs is also a major benefit to employees.
Although many commuters don't realize it, per-
mile costs for driving alone are generally far
higher than for vanpooling.
According to the American Automobile
Association, it costs an average of 35.5 cents per
mile to drive a car: this includes gasoline, oil,
maintenance, tires, and depreciation.3
If an employee has 40-mile round-trip commute
at 35.5 cents per mile:
» The daily commute cost would be $14,20;
* The monthly commute cost would be $298;
• The annual commute cost would be $3,578.
This estimate covers only variable costs and
excludes fixed costs such as insurance.4 If van-
pooling allows the employee to own one less car,
the cost savings are substantially higher.
RIDES for Bay Area Commuters estimates that
the cost per mile to a vanpool rider is an average
of five to nine cents per mile depending on length
of the roundtrip. In the above example, with a 40
mile round-trip commute and a per-mile cost of
seven cents:
• The daily commute cost would be $2.80;
• The monthly commute cost would be $61.10;
• The annual commute cost would be $739.20,
over $2,800 less than driving.
Vanpool passengers may also be eligible to receive
additional benefits depending on the city and state
in which they live. For example, Contra Costa
County, California offers a $1,000 bonus to groups
that can keep a vanpool running for a year.
Massachusetts provides discounts on personal auto
insurance to vanpoolers. Every month, each quali-
fied passenger on the van receives a pass signify-
ing vanpool participation for that month. By col-
lecting 11 consecutive monthly passes during a
policy year, a vanpool passenger can claim a ten
percent discount on property damage and collision
coverage (up to $75) at the beginning of a policy
year. Massachusetts also offers free license plates
and registration to vanpools.
3 AAA, 2000. This figure reflects the AAA-estimated
costs of gas/oil (6.9 cents/mile), maintenance (3.6
cents/mile), tires (1.7 cents/mile), and depreciation
(23.3 cents/mile if under 15,000 miles annually).
Because ownership costs do not decline with driving
less, those costs are not included in this estimate
4 The above calculations do not include the costs of
parking if not provided by the employer.
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CCU: Vanpool Programs
Table 1: Tax Savings for Employers and Employees
Option
Employers give their employees up to
S65/month to commute via vanpools.
Employers allow employees to use
pre-tax income to pay for vanpooling.
Employer Tax Benefit
Employer receives tax deduction -
Employer can deduct cost of benefit
from corporate income for purposes
of calculating corporate income taxes.
Employer saves on payroll taxes (at
least 7.65% savings) - No payroll
taxes are paid on the income that is
set aside by the employee.
Employee Tax Benefit
Employee receives up to $65/month
tax-free. The employee does not pay
any taxes on the value of the benefit.
Employee saves on income tax and
payroll taxes - The amount of income
set aside for vanpooling (up to
$65/month) is no longer treated as
taxable salary
VANPOOL PROGRAMS
KE SENSE
Vanpool programs can be established or spon-
sored by any employer with a commuting work-
force. Typically the programs are most cost effec-
tive and beneficial for companies employing over
50 workers where some of the employees travel
upwards often miles one way from residence to
the workplace (Winters, Cleland, undated). Some
rideshare organizations recommend that only
employees with commutes over 20 miles one-
way will benefit from vanpooling.
Regions with HOVLanes
In areas with high occupancy vehicle (HOV) lanes,
vanpools are especially valuable for their ability to
bypass congestion, saving commuters significant
time. Depending on the length of the commute and
the amount of congestion bypassed, using the HOV
lanes may save 15 to 30 minutes each way.
Long Commutes, Outer Suburbs, and Limited
Mass Transit
Employees with long commutes (20 miles or
more each way) are the most likely to be interest-
ed in vanpools as a way to reduce the stress of
long-distance commuting. By vanpooling, these
employees can put their time commuting to use
reading, catching up on sleep, or simply relaxing.
For employees in areas where mass transit is lim-
ited, sharing rides is the major alternative to driv-
ing alone. If many of these employees live near
each other or along a particular corridor, vanpools
become an easy and effective solution. Through
cooperation with other nearby businesses,
employers can virtually establish a transit system
for their employees.
Some employers have found that instituting a
vanpool program in conjunction with a move to a
suburban location has assisted with retaining
employees who might otherwise be put off by the
long commute.
Lower Income Workers and High Priced Housing
Vanpools can work particularly well for employ-
ers with a large percentage of lower income
workers. In resort towns, for example, the cost of
living may be too high for many workers to live
close to work, resulting in a limited pool of work-
ers nearby. Vanpools can solve problems for both
employers and employees.
For example, businesses in the western Florida
gulf coast resort communities of Destin and
South Walton had difficulty attracting and retain-
ing service employees, especially during the
tourist season. Restaurants, hotels, and stores
along the coast needed workers, but potential
employees could not afford the area's increasingly
high-cost housing. Many workers who do accept
positions have commutes of an hour or more.
Workers also tended to lack reliable transporta-
tion. Turnover and absenteeism were high.
Area businesses formed a task force and decided
that a vanpool system would offer a good com-
promise between reliability and flexibility at a
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CCLI: Vanpool Programs
reasonable cost. Organizers also recognized that
vanpools would improve parking availability,
solving a problem caused by the growth of
tourism along the popular beaches of northwest
Florida-the increasing number of vehicles stream-
ing though the area during the summer season.
(Association for Commuter Transportation, 1997)
Regions with Existing Vanpool Agencies
Many regions and urban centers around the
nation already have successful third-party van-
pool providers. The third-party provider can help
interested employers develop a program tailored
to their needs.
Vanpooling is often well suited for large employ-
ers, since they will be most likely to have a suffi-
cient number of employees to form vanpools.
Smaller employers, however, may be able to join
together through a business association or region-
al vanpool agency to develop vanpools.
Employees at small businesses also may be able
to fill slots in existing vanpools serving larger
employers located nearby.
•ff. ,, -t
1PLEMENTATION ISSUES AND COSTS
Administrative issues generally pose only a short-
lived challenge during the early stages of pro-
gram implementation, but may be a potentially
significant perceived barrier. Employers can,
however, seek assistance in many of these issues
from rideshare organizations.
Costs will vary depending on which of the three
vanpool models an employer implements, but a
vanpool program can often be provided at rela-
tively low cost and with relatively little adminis-
trative burden, whether the employer or employee
pays. If the company runs the program, incoming
lease funds and/or tax credits can actually lower a
company's total tax bill.
Vanpool Programs: Four Models
The monthly cost of a vanpool will vary depend-
ing on the choice of vendor, the choice of vehicle,
the number of riders, and the total miles a group
travels daily. One of the most important choices is
selecting the form of vanpool program. The fol-
lowing sections review the primary choices and
related costs and issues.
Employer-Purchased Vans
A company buys vans and administers the entire
program, covering costs by collecting fares from
riders. This option offers the greatest control over
program policies. The biggest investment is buy-
ing the vans. Overall costs can be lower than
those of any other type of vanpool program,
allowing for savings to be passed on to riders in
lower fares, and increasing ridership. However,
many employers have moved away from this
option because of the financial and time obliga-
tions of running the program.
Employer-Leased Vans
A company leases vans and administers either the
entire program, some of the program, or none of
the program, depending on the terms of the lease.
Employer-leased vans are the next step down on
the involvement scale from owning the vehicles.
Costs will be higher to cover finance charges and
overhead expenses of the vendor. However, leases
help avoid having a fleet of depreciated vans if
vanpool ridership declines. In many cases the leas-
ing entity is responsible for maintenance and
upkeep of the vans, which again reduces employer
responsibility and costs. The increased cost is gen-
erally minimal. The lease cost for a van is typically
about $1,200 a month, not including gas. Leases
are generally based on monthly mileage.
Employee-Leased Vans
An employee group leases a van from a third-party
vanpool vendor and pays fares directly to the ven-
dor. The employer helps by promoting the van
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CCLI: Vanpool Programs
and referring employees; rideshare organizations
can also perform these functions. Employee
monthly leased vans are popular among employers
because all financial and legal obligations are
between the employees and the van vendor.
However, such arrangements may entail monthly
administrative fees.
In theory the employer is not required to get
involved. However, if the employer supports the
vanpool program through promotions, employee
referrals and even fare subsidies, it is more likely
to see-and keep-vans on the road.
Owner-Operator Vans
An employee buys a van and administers all
aspects of van operation, including maintenance
and insurance, entirely on his or her own.
Employer involvement is virtually nonexistent.
Rideshare organizations can sometimes provide
support and assistance.
Costs to the employer will vary in relation to van-
pool type. A number of regions have seen
increasing demand for vanpool programs over the
last few years. The Puget Sound Region has seen
a 60 percent increase in vanpooling since 1995.
(WSDOT, 2000)
Insurance Issues
It is important that vanpools be covered by ade-
quate insurance, and that employers ensure that
their policies are appropriate to the type of van-
pool. The two types of insurance are described
briefly below.
Employer-Sponsored Pools
There are many levels of employer involvement
in rideshare programs, and the type of coverage
needed necessarily depends on the scope of
employer involvement. For employer-facilitated
programs in which an employer encourages the
formation of carpools and vanpools by providing
nominal incentives and the means for employees
to vanpool, liability exposure should be remote.
Insurers do not normally provide policies specifi-
cally covering this type of activity, and many
employers feel that their comprehensive general
liability policies should provide adequate cover-
age.
On the other hand, for companies that own, lease,
operate, and maintain vanpools for their employees,
fleet insurance is essential. For especially large
companies, a group of vanpools may compose a
small part of an overall fleet insurance program.
Coverage should be less expensive in this case.
Third-Party Providers
Companies or individuals that lease a van from a
third party can usually obtain insurance coverage
through the lessor. VPSI, for example, offers
comprehensive coverage with no deductible as an
optional part of its package to lessees. Thus, the
monthly cost to riders in a VPSI vanpool includes
the cost of insuring the vehicle.
VPSI screens potential drivers' records, and rather
than charging a higher rate for drivers who
appear to be bad risks, VPSI simply will not
approve such individuals as drivers. The portion
of the total lease cost attributable exclusively to
insurance costs is difficult to determine. Any
large company with an existing fleet policy will
likely be able to obtain insurance for leased or
owned vanpools at rates below what would nor-
mally be paid for a commercial policy (Leibson
and Penner, 1994).5
5 For a comprehensive guide to insurance and liability
coverage for vanpool programs, see the Legal Research
Digest, "Successful Risk Management for Rideshare
and Carpool-Matching Programs," available at
www.nationalacademies.org/trb/publications/tcrp/tcrp_lr
d_02.pdf
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CCLI: Vanpool Programs
Rideshare Matching
One of the most important needs in setting up a
vanpool program is matching potential vanpool
riders. Many regions have rideshare programs
whose main function is to match potential car-
and vanpoolers with rideshare partners.
Depending on the size of the employer, rideshare
organizations can specifically match only
employees of that company, or employees of sev-
eral companies located near each other. See the
Appendix for a list of regional rideshare organi-
zations.
TO IMPLEMENTATION
An employer interested in starting a vanpool pro-
gram has numerous options. The company must
decide how much it wants to be involved in the
vanpool program. Employers may also wish to
speak with a representative of a regional
rideshare organization to determine the type of
assistance and support available.
This section will help walk the employer through
some guiding principles that will aid in the pro-
duction of a successful vanpool program
(USDOT, 1993).
1) Select a Vanpool Program Coordinator
The vanpool coordinator may be responsible for
handling some or all program details. Even if the
vanpool program is run by a third party vendor, an
employer still must be familiar enough with vanpool
operation to deal with any problems that may arise.
2) Organize a Vanpool Committee
The committee addresses company issues sur-
rounding the vanpool. The extent to which the
committee will deal with issues of finance, the
van fleet, insurance, liability and others will
depend on the type of program offered. By hav-
ing a mix of people from different departments,
the committee can best advertise and supply
information surrounding the program to the entire
workforce. The committee addresses questions
such as:
• What would motivate people to vanpool?
• How much are people willing to pay?
• How much do we wish to spend?
• What will be the best schedules?
• Will we offer a vanpool benefit or subsidy?
3) Identify clusters of potential vanpool riders
This can be done through office e-mails, posting
"vanpool riders wanted" flyers, or tapping human
resources for home address and zip code informa-
tion. Rideshare organizations and third party vendors
can typically produce density maps showing loca-
tions of all employers and best commuting routes.
4) Market the Vanpool Program
Contact potential riders to determine the interest
in vanpooling. If response rate is seemingly posi-
tive, implementation can continue.
5) Decide What Type of Program to Offer
As described in Implementation Issues and Costs,
there are different ways to organize and fund a
vanpool program. Which one is best for a company
depends on the level of involvement a company
is most comfortable with. All else being equal,
increased involvement increases time and money
investments, but reduces total operating costs.
6) Buy or Lease a Vanpool Van
The type of program the employer implements
will determine the next step. If an employer
chooses to buy vans, it is important to ensure
vanpool vehicles meet current specifications.
Specs will vary from region to region. If the com-
pany has established a lease agreement, the ven-
dor will usually be knowledgeable in the regional
requirements. Employers should consider
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CCLI: Vanpool Programs
not only specs required by state and federal law,
but also those that make vanpooling more com-
fortable and appealing to employees.6
7) Secure Insurance Coverage
An employer must have adequate insurance for
the vanpool. The method of obtaining insurance
varies with vanpool type (i.e., leased or owned)
and by state. Van vendors typically provide insur-
ance coverage for companies that lease vanpools.
Otherwise, a company will either need to self-
insure or obtain coverage from an insurer special-
izing in vanpool risks.
8) Prepare Written Policy and Procedure
Manual
The manual should answer every question that an
employee could ask about a vanpool program.
Each employer manual will be different, as there
are literally hundreds of questions and policy
variations that a company can address. Some
examples include:
• Fare structure
• Payment periods
• Cancellation notice
• Wait time at stops
• Hours of operation
• Van ridership policy (could include eating and
drinking policy, perfume, music, cell phone
use, etc.)
9) Select Driver, Alternate Driver, and
Complete Driver Qualification
States have different requirements enforced by
law surrounding vanpool drivers. These should be
researched before drivers are chosen. Employers
may be involved with reviewing driving records,
medical exams, and in the case of large fleets,
even driver training. Many potential drivers may
not have driven vans before, and driver training
can familiarize them with handling requirements
of large vehicles.
10) Begin Vanpool Service
As with many programs, the employers may wish
to begin vanpool service on a trial basis before
implementing a permanent program. The vanpool
coordinator should also monitor the program to
ensure that it is adequately advertised, that drivers
and passengers are aware of their responsibilities,
and to deal with any problems that may arise.
6 There are a number of state and federal assistance
programs surrounding the lease and purchase of com-
muter vehicles. It is to the employer's benefit to exam-
ine these options before purchase or lease.
EEMPLOYER QUESTIONS AND ANSWERS
The following questions might commonly be
asked by an employer (e.g., a human resources
administrator or business manager) interested in
considering a vanpool program.
Question: How difficult -and costly-is it to
administer a program?
Costs and involvement will vary greatly depend-
ing on the type of program selected by a compa-
ny. The primary costs are upfront start-up costs.
After the vans are purchased or leased the compa-
ny will see relatively low out-of-pocket costs.
Rider fares should be calculated at a level that
will cover monthly maintenance and supply costs.
If an employer is allowing for a pre-tax deduction
of fares from an employee's salary, savings can
be seen in payroll taxes.
Cost reductions can also be realized through
employee parking space reductions.
Question: What amount of the employee fares
should the employer provide?
An employer may subsidize any amount. The
federal tax-free benefit for vanpool benefits, how-
ever, is currently limited to $65 per month. As
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CCLI: Vanpool Programs
a result, the employee and employer must pay
taxes on the value of the benefit that exceeds the
$65 statutory limit. For example, if the employer
provides the employee $75 per month to put
towards vanpool fares, $65 is a tax-free fringe
benefit, and the excess - $10 - must be included
in the employee's wages for income and employ-
ment tax purposes.
Question: How is vanpool fare determined?
Costs are determined by adding up all the costs
involved with the program, then dividing by the
number of riders (not including the driver, who
generally rides for free). Costs include both those
that are fixed (vehicle purchase price less depre-
ciation, insurance, registration, and license fees or
your monthly leasing cost) as well as operating
costs (maintenance and fuel).
In order to attract riders, many companies do not
set fares equal to costs, but subsidize a portion of
employee fares. Subsidies, if any, will be based
on what a company can afford, what employees
are willing to pay, what a company hopes to gain
in revenues, as well as the savings seen on park-
ing and other drive-alone expenses.
Question: What kind of commitment should I
request participants to make?
Commitments will vary depending on the type of
program an employer is implementing. Typically
a 30 day notice prior to cancellation will give the
company ample time to restructure program
needs.
Question: Does a vanpool need to provide door-
to-door service?
No. Each vanpool group sets up its own rules.
Some vans will provide door-to-door service.
Most typically set and schedule a number of con-
venient pick-up points.
Question: What are the responsibilities of the
driver? How is the driver selected?
The driver is responsible for operating the vehi-
cle, making scheduled stops, and arranging for
the vehicle maintenance, fueling and fare collec-
tion. In return, drivers typically ride for free, and
may also be given a set number of miles per
month that they can use the vehicle for personal
business. The driver is usually the person who
comes forward and agrees to take responsibility
for the vanpool, in exchange for getting to ride
free. Drivers should be screened for their driving
history and safety record; in addition, some states
require medical exams.
Question: What do I do with empty seats on vans?
Empty seats typically mean less revenue. There
may be periods where a rider may quit the pro-
gram and a replacement cannot be found.
One option is to simply raise fares for the other
riders. Typically this is a last resort. Increasing
the fare to compensate for having one less rider
will avoid any program cost increase to the
employer, but may discourage other riders from
continuing in the vanpool.
Some states, including California, Oregon and
Washington, have short-term subsidy programs
that will cover the cost the empty seat for an
established period of time. This gives the vanpool
coordinator a chance to find a replacement. If
there are other employers in the vicinity it may be
possible to expand the market pool by establish-
ing a cross-employer program.
Question: What happens if the regular driver is
not available to drive?
Each vanpool needs to have backup drivers to fill
in when the regular driver is not able to drive due
to vacations, sick leave, or travel/overtime com-
mitments for work. If no driver is available for
the van for a particular day, vanpool riders
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CCLI: Vanpool Programs
typically coordinate carpools. Some vanpools
have a number of drivers who rotate driving
responsibilities; fares for these people are then
discounted based on the number of days each per-
son drives.
Question: What are the best ways to promote
vanpool programs?
An employer has numerous options to inform
employees about the benefits surrounding van-
pools. Some of the more frequent methods
include but are not limited to the following:
• Company orientation meetings for new
employees;
• Vanpool Committee meeting announcements;
• Advertisements in places seen frequently by
employees (cafeteria, garage, elevators, etc);
• Distribution of program brochures (highlight-
ing monetary benefits);
• Company newsletters;
• Voicemail or e-mail broadcast;
• Special promotional days (example: a "Pool
Day" to encourage vanpooling);
• Company website.
1 EMPLOYER CASE STUDIES
The following five case studies of employer vanpool
programs illustrate some of the issues and potential
choices in implementing a vanpool program.
San Antonio, Texas- United States Automobile
Association
USAA, an insurance and financial services firm,
has run an extensive vanpool program since
1977. The program, which began with five vans
at the firm's San Antonio headquarters, now has
approximately 130 vans at five locations through-
out the country. Ridership is currently at 1,020
employees. In San Antonio, there are approxi-
mately 825 participants in a total workforce of
15,000 (approximately five percent).
All vans are owned and maintained by USAA.
USAA owns two sizes of van: "maxi-vans," with
a capacity of 15 passengers, and "mini-vans,"
with a capacity of seven passengers. Drivers are
responsible for routine maintenance (fluid
changes and tire pressure), but USAA personnel
perform other maintenance.
Van drivers are selected from the regular work-
force. Each van has a regular and a back-up driv-
er responsible for daily operation. Potential van-
pool drivers must submit their driving record,
take a drug test, and participate in a one-on-one
driver training program. They are also encour-
aged to take refresher courses every few years via
computer. Drivers must sign a Vanpool Program
Participation Agreement. There is generally a
waiting list to participate in vanpools as either a
driver or passenger. Vanpools have reserved park-
ing nearest the entrance. Although one of the
perks of being a driver is use of the van during
evenings and weekends, drivers must pay USAA
the going IRS mileage reimbursement rate, and
may not use the vans to transport anyone other
than immediate family members. Drivers receive
a fuel card from USAA to cover the cost of gas;
other maintenance needs are the responsibility of
USAA fleet managers.
Most vanpools have two or three pick-up loca-
tions, most often churches or retail centers.
USAA has formal agreements with landowners to
use their parking areas for vanpool passenger
parking. In some cases, passengers can pay a pre-
mium and be picked up at their homes. Although
most vans are scheduled to depart USAA at 5:15
PM, drivers will call up to latecomers to deter-
mine if they are on their way, and wait up to 15
minutes. The company also offers a guaranteed
ride home program to vanpool participants.
The program costs approximately $500,000 annu-
ally. The lowest passenger fares are $21 every
two weeks. Drivers do not have to pay. Fares are
based on operating expenses, and vary by zone;
all passengers within a zone pay the same fare,
regardless of ridership on their particular van.
10
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CCLI: Vanpool Programs
Payments can be deducted directly from employ-
ees' paychecks. USAA vanpools in different cities
charge different fares. Fares are reassessed on an
as-needed basis.
The program is publicized annually, especially
during the ozone season between May and
October. Publicity events include a vanpool fair,
media events, commercials on the in-house tele-
vision system, and article in company newspa-
pers. The vanpool program distributes informa-
tion regarding potential cost savings for participa-
tion in the vanpool, which is estimated at $5,200
to $7,100 per year. There are no parking cost sav-
ings, as USAA provides free parking to employ-
ees. However, the state of Texas allows a ten per-
cent insurance discount to vanpool participants.
The USAA vanpool program recently had their
best safety record ever: two minor accidents in
1.7 million miles driven. USAA's driver training
emphasizes safety and defensive driving, and
although the USAA phone number is on the side
of the vans, USAA receives very few complaints
about drivers. (Longo, 2001)
Spokane, Washington - The Boeing Company
The Spokane plant of aircraft manufacturer
Boeing employs 600 people, 160 of who use the
company's 12 vanpools to commute. The vanpool
program has been in existence for ten years.
Boeing does not subsidize the vanpool program
directly; however, Boeing gives all employees
who do not drive to work alone a $25 monthly
subsidy.
The 14-passenger vans are owned by the Spokane
Transit Agency (STA). STA sets a fee for monthly
usage, which is divided among the passengers;
the more riders a vanpool has, the lower the cost
per rider. The highest fare is approximately $45
per month; these riders travel over 80 miles one-
way. There are no parking fees at the Spokane
facility. Both drivers and passengers pay for the
vanpool.
When a group of employees requests a new van-
pool, STA checks the potential driver's license,
driving record for the past three years, and insur-
ability. (Although maintenance and insurance are
handled by STA, drivers must carry insurance in
their own names as evidence that they are insur-
able.) Drivers must also watch a driver training
video and pass a short test. Drivers are not per-
mitted to use the vehicles during evenings and
weekends. Drivers are responsible for filling the
gas tanks and keeping the vans clean, as well as
providing off-street parking. Vans have more than
one driver.
Passengers are picked up at centralized points,
usually park-and-ride lots or retail parking lots.
Vanpools can have no more than three pick-up
points; most have two. Passengers can be picked
up or dropped off at their homes only if they live
on the route.
For safety reasons, vanpools have reserved park-
ing at the facility. Previously vans parked in regu-
lar spaces next to employee cars, but now they
have larger, reserved spaces.
Beverly R. Johnson, Human Resources
Generalist, described the program as "grass
roots." Although Washington State has a com-
mute trip reduction law that mandates the facility
to have a trip reduction program, the program
was in place before that requirement. Most pub-
licity is through word of mouth, although there
are also bulletin boards with information on com-
muting. New vanpools are formed when employ-
ees request an additional route, or when the wait-
ing list for one vanpool is large enough to accom-
modate a second vanpool. Waiting lists are main-
tained by the drivers.
Chevy Chase, Maryland - GEICO Direct
GEICO Direct, an automobile insurance compa-
ny, has a Transit Incentive Program that includes
operation of seven vanpools. Approximately 70 to
75 employees ride vanpools.
11
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CCLI: Vanpool Programs
The 15-seat vans are owned by GEICO and driv-
en by employees. When employees request per-
mission to become a driver, they must allow
GEICO to check their Motor Vehicle Record, a
driving record that reveals whether they have had
tickets or accidents. Although technically spouses
are not supposed to drive the vans, they must
have a Motor Vehicle Record check as well, on
the chance that they may drive the van in an
emergency. Generally, however, drivers are not
allowed to use the vans for personal travel on
evenings or weekends. The only exception is for
errands performed along their usual route. Each
vanpool is required to have at least one back-up
driver; most have several.
Vanpool drivers are responsible for keeping the
van's tank full and cleaning the vehicle. Any
other maintenance work, including routine oil
changes, is performed by GEICO's fleet mainte-
nance personnel. Drivers are expected to report
any maintenance needs to the fleet manager.
Vanpool drivers pick up their passengers at a cen-
tral point, usually a park-and-ride or other com-
muter lot. In several cases, there is an agreement
with a shopping center owner that passengers can
park in one area of the lot. Although the vanpool
does not pay the shopping center for all-day use,
the incentive for the shopping center is that many
passengers will shop there on their way home
from work.
Vanpool passengers pay a rate of 5.1 cents per
mile. For the longest-distance commuters, this
works out to approximately $35 to $40 every two
weeks. Fees are deducted directly from the
employee's paycheck on a post-tax basis. Vanpool
drivers do not have to pay. Although this is more
expensive than GEICO's parking, which costs
employees $10 per month, the main incentive for
vanpoolers is to use the HOV lanes on congested
Interstate 270. In addition, vanpools receive free
preferential parking, closest to the building.
According to Margie Robertson, TRIP
Coordinator, GEICO subsidizes the vanpool pro-
gram, but exact figures were not available.
Several years ago, GEICO had nine vanpools.
According to Ms. Robertson, this number fell to
seven with a major workforce relocation to
Fredericksburg. In addition, with so many
employees gone from the Chevy Chase facility,
the previously severe parking crunch was
reduced. Also, the widespread use of flextime
makes it more difficult to coordinate vanpools.
However, many employees still prefer to avoid
traffic and wear-and-tear on their cars through the
vanpools. Ms. Robertson noted that she had pre-
viously commuted by both carpool and Metro
(the region's heavy rail service), but found car-
pools too unreliable and Metro too expensive.
(Robertson, 2001)
San Diego, California - University of California
at San Diego
The University of California at San Diego
(UCSD) has run a vanpool program since 1978.
Faculty, staff, and students who work at UCSD
are all eligible. The program currently has 21
vans and a ridership of 310.
UCSD's Department of Parking and
Transportation owns the 21 15-passenger vans
and seven spares. A UCSD employee takes care
of regular maintenance and cleaning; drivers are
responsible for filling the tank and reporting any
potential problems. The university is self-insured.
Employees volunteer to drive; they must obtain a
copy of their driving record from the DMV (for a
$5 fee), as well as pass a 40-minute physical
(paid for by UCSD). Potential drivers also take a
two-hour driving class from a UCSD DMV
instructors. There are generally three to five driv-
ers per van. Drivers are not allowed to use the
van for personal errands. They are covered by
UCSD insurance when driving to and from cam-
pus.
12
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CCLI: Vanpool Programs
Vanpool fees range from $54 to $108 per month,
with most routes costing between $60 and $70.
Fares are based on distance; the longest route is
over 70 miles one-way. Drivers do not have to
pay; if driving duties are shared during the
month, the drivers work out the savings between
themselves. Also, students receive a $30 discount
if they pay for the vanpool on a quarterly basis.
For regular employees (not students), up to $65
can be paid on a pre-tax basis. According to
Penny Baxter, Vanpool Coordinator, the program
is financially self-sufficient. Vanpool fees are not
much higher than parking fees, which range from
$38 per month for students to $100 per month for
reserved faculty spaces.
Passengers are picked up in the morning and
dropped off in the evening at designated points.
Many of these are in retail areas, park-and-ride lots,
or churches. Ms. Baxter mentioned that churches
are generally very cooperative, since their lots are
generally full only once per week. Agreements with
the retailers are usually very informal.
One difficulty in administering the program is
that most vanpool passengers have different desti-
nations. Not only is the campus relatively spread
out, but some employees work off-campus.
Therefore, most vanpools have three or four
drop-points within the campus. However, the sit-
uation presents another problem: the difficulty of
reserving spaces. Ms. Baxter mentioned an inci-
dent in which there were two reserved vanpool
spaces at one campus building with an acute
parking shortage. One vanpool driver went on
vacation and the back-up driver, who worked in
another building, parked at that building instead.
The office received a number of angry phone
calls asking why there was a vacant but reserved
space. As a result, vanpools do not have reserved
spaces, and have to compete with other drivers
for the limited parking.
Ms. Baxter pointed to three reasons why the pro-
gram is not more popular, despite the on-campus
parking shortage, increasing congestion, and HOV
lane time savings. First, the dispersed nature of the
campus means that many people would not be able
to walk to their office once they arrive on campus.
Second, university management does not seem to
be very supportive. Ms. Baxter mentioned an
example in which a van driver had to quit the pro-
gram because her new employer, a highly placed
university official, refused to allow her to leave at
the same time every day. Third, a number of
employees have adopted flex-time schedules, and
all but one of the vanpools keeps a regular 8 AM
to 4:30 PM schedule.
The program is publicized through e-mail, flyers,
new employee orientation, and the vans them-
selves, which bear the department's name and
web site. There is also a program in which poten-
tial riders can ride for three days free on a trial
basis. While Ms. Baxter did not have figures
available on the number of people who had tried
this option, she said that everyone who has tried
it has become a regular rider. She also said that
she would be willing to assist potential riders in
convincing insurance companies to lower
employee rates for driving less.
Boston, Massachusetts - CARAVAN for
Commuters
CARAVAN for Commuters is a rideshare organi-
zation that serves the state of Massachusetts, pri-
marily the Boston area. They coordinate approxi-
mately 150 vanpools in the state. CARAVAN
assists employers in establishing vanpools.
According to Susan O'Brien, Operations
Manager, CARAVAN generally requires employ-
er involvement only for the initial stages of van-
pool formation. CARAVAN uses employee names
and addresses to create a map showing the distri-
bution of where employees live, and publicizes
the potential vanpool among employees.
Depending on the size of the company and the
willingness of the employer, CARAVAN can also
expand vanpool matching to other employers.
Ms. O'Brien noted that some companies, primarily
13
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CCLI: Vanpool Programs
in the high-tech field, request that only their own
employees ride on a vanpool, out of concern that
proprietary information might be divulged.
CARAVAN then meets with potential vanpoolers
to discuss logistics and payment. CARAVAN
works with two third party vanpool providers,
and allows the group to decide which one to use.
The vanpool driver signs the lease.
CARAVAN'S ongoing support of vanpools
includes recruiting new riders, locating parking (a
difficult task in congested downtown Boston),
and distributing the insurance cards that allow
riders to receive discounted auto insurance.
One example of a CARAVAN-organized vanpool
runs from South Yarmouth to Boston. The route
is 85 miles one-way, or a two-hour drive. Helene
Murdock, a vanpool rider for over 14 years,
became the coordinator for her vanpool several
years ago.
She reported that her contacts with CARAVAN
have been very positive. For example, when the
vanpool ridership dropped several years ago to
only nine riders, CARAVAN assisted in recruiting
new riders. Even though the vanpool is currently
full at 14 riders, Ms. Murdock receives a weekly
mailing from CARAVAN listing all new prospec-
tive riders who live in the area and keep similar
schedules. Similarly, when VPSI, the vanpool
provider, expressed concern about vandalism
incidents in the previous van parking location,
CARAVAN helped Ms. Murdock locate a new
parking space near her office. Had the parking
space been further away, the vanpool would have
had to alter their drop-off protocol.
Ms. Murdock said that the group's monthly fees
are just over $1,381 per month. This includes the
lease fees, gas, cellular phone fees of $55, and a
$2 snack fee. Another rider figures the cost per
passenger and distributes bills, which are paid
directly to her. She maintains a separate checking
account exclusively for tracking vanpool expens-
es. Vanpool fees are divided on the basis of num-
ber of days each person is a passenger in the van.
Because six riders rotate driving duties, those six
persons pay lower monthly fees.
As CARAVAN suggests, the South Yarmouth
vanpool maintains written rules covering such
topics as what the vanpool does in cases of early
dismissal and winter storms.
;RVicEg TIAT SUPPORT
Rideshare Organizations
In addition to rideshare matching for carpool and
vanpool programs, rideshare organizations can
assist employers with other aspects of establish-
ing vanpool programs, from helping employers
decide which type of program is right for them to
identifying third-party vanpool providers. Most
types of assistance are provided free of charge. A
list of regional rideshare organizations in includ-
ed in the Appendix.
Local Governments and Transit Agencies
Services to help employers implement vanpool
programs are provided by many regional and
local government entities. Transit agencies, met-
ropolitan planning organizations (MPOs), city
and county transportation agencies, transportation
management associations (TMAs), and trans-
portation management organizations (TMOs)
throughout the U.S. provide assistance to
employers in starting and maintaining transporta-
tion demand management programs such as van-
pools. They often are a great source of informa-
tion for employers about options to help imple-
ment a vanpool and local programs that support
employer initiatives. An employer can decide to
hire an organization to help establish a program,
or simply obtain preliminary information.
14
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CCLt: Yanpool Programs
Guaranteed Ride Home Programs
One of the barriers that prevents some employees
from taking transit or a vanpool to work is the
fear that they will not be able to get home quickly
in the event of an personal emergency, such as
picking up a sick child from school, or working
unscheduled overtime. Guaranteed Ride Home
(GKH) programs provide commuters who regu-
larly carpool, vanpool, bike, walk or take transit
to work with a reliable ride home when emergen-
cies arise. GRH programs are generally consid-
ered a support program for broader programs
such as vanpool. See the briefing paper on
Guaranteed Ride Home Programs for further
information.
Park-and~Ride Lots
For potential vanpoolers who do not live in
immediate proximity, a park-and-ride lot may be
a good meeting place. The availability of park-
and-ride lots may encourage vanpool drivers who
would otherwise be inconvenienced by picking
up and dropping off passengers at their homes.
Vanpools can also work out parking arrangements
with owners of other parking lots, such as shop-
ping centers or churches.
•JM&JJ*,". ., " - —
ASSOCIATIONS AND CONTACTS
'
This section includes contacts for employers looking
for additional information about setting up a vanpool
program. For additional information on setting up a
tax-free or pre-tax deduction program for vanpool
benefits, see the briefing paper on Tax Benefits,
Information Clearinghouses
Association for Commuter Transportation
P.O. Box 15542
Washington, DC 20003
Tel: 202-393-3497
Fax: 202-546-2196
Act@act-hq.com
www.ACTweb.org
The Association for Commuter Transportation
(ACT) is a membership organization that pro-
motes commuter choice and transportation
demand management. They sponsor annual con-
ferences on commuting, and publish educational
materials for employers.
National Transportation Demand Management
(TDM) and Telework Clearinghouse
Center for Urban Transportation Research
University of South Florida
4202 E. Fowler Avenue
CUT 100
Tampa, FL 33620-5375
Tel: 813-974-3120
http://www.ncrr.usf.edu/clearinghouse
The National TDM and Telework Clearinghouse
is a compendium of research and information on
TDM and telecommuting. TDM refers to a set of
programs and policies that are designed to make
the best use of existing transportation resources
without additional infrastructure investment.
Much of the Clearinghouse information is avail-
able electronically. The site contains information
for employers interested in establishing trip
reduction programs and commuter benefits.
Rideshare Organizations
As discussed above, there are rideshare organiza-
tions in many regions. If an area is not listed in
the Appendix, the MPO for the region may offer
more assistance on locating rideshare programs.
The appropriate MPO can be located through the
Association for Metropolitan Planning
Organizations (202-457-0710 x!9); a list of
MPOs with web pages is available at
www.ampo.org/mposnet_old.html.
Vanpool Companies
Many different vanpool companies operate in dif-
ferent parts of the U.S. Employers should contact
their regional rideshare agency for information on
specific operators available in a particular location.
15
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CCLI: Vanpool Programs
Commuter Choice Leadership Initiative
For more information on the Commuter Choice
Leadership Initiative, contact the Commuter
Choice Hotline at 888-856-3131, or see
www.commuterchoice.gov
EMISSIONS AND TRANSPORTATION
BENEFITS
Reducing the frequency that commuters drive
alone generates numerous benefits. Vanpool pro-
grams can be an effective way to reduce vehicle
travel and associated problems: emissions of air
pollutants and greenhouse gases, traffic conges-
tion, and high parking demand.
Each vanpool removes on average 13 cars from
rush hour traffic. A study completed in Puget
Sound, Washington, found that the city's 1,450
vanpools eliminate more than 11,000 vehicles and
22,000 driving trips every workday (WSDOT,
2000). This reduces the annual mileage traveled
by single occupant vehicles by 2.7 million miles
annually. One established vanpool has been found
to remove up to 160,000 pounds of polluting
emissions per year. Puget Sound's fleet of van-
pools yields annual reductions in greenhouse
gases of an estimated 63,475 tons. The more pas-
sengers in a vehicle, the lower the energy use and
CO2 emissions per passenger mile. For this rea-
son, the CO2 emissions resulting from a daily
commute by vanpool are significantly lower than
if commuting by car.
REFERENCES AND PUBLICATIONS
American Automobile Association. 2000. "Your
Driving Costs."
Association for Commuter Transportation. 1997.
TDM Case Studies and Commuter Testimonials.
October.
Baxter, Penny. 2001. Personal communication.
Telephone conversation between Penny Baxter,
Vanpool Coordinator, University of California at
San Diego, and Liisa Ecola, ICF Consulting, on
March 19, 2001.
Chuang, Angle. 1997. "Street Smart City Smart:
MTA Steers Drivers Toward Vanpooling." Los
Angeles Times, Home Edition, colB, p2. January
17, 1997.
Johnson, Beverly R. 2001. Personal communica-
tion. Telephone conversation between Beverly R.
Johnson, Human Resources Generalist, Boeing,
and Liisa Ecola, ICF Consulting, on March 19,
2001.
Kent, Peter. "ARC seeks direction on vanpools."
Atlanta Journal & Constitution, p. C2, May 29,
1997
Leibson, Russell and William Penner. 1994.
"Successful Risk Management for Rideshare and
Carpool-Matching Programs." Legal Research
Digest, No. 2. September.
Longo, Tom. 2001. Personal communication.
Telephone conversation between Tom Longo,
Fleet Safety Program Specialist, USAA, and
Liisa Ecola, ICF Consulting, on March 21, 2001.
Murdock, Helene. 2001. Personal communica-
tion. Telephone conversation between Helene
Murdock, Vanpool Coordinator, and Liisa Ecola,
ICF Consulting, on June 14, 2001.
O'Brien, Susan. 2001. Personal communication.
Telephone conversation between Susan O'Brien,
Operations Manager, CARAVAN for Commuters,
and Liisa Ecola, ICF Consulting, on June 13,
2001.
RIDES for Bay Area Commuters. 1999. 1999
Vanpool Driver Survey, available at
www.rides.org/lv2corner/vanpoolrpt/
16
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CCLI: Vanpool Programs
Robertson, Margie. 2001. Personal communica-
tion. Telephone conversation between Margie
Robertson, TRIP Coordinator for GEICO Direct,
and Liisa Ecola, ICF Consulting, on March 19,
2001.
US Department of Transportation. 1993.
Vanpooling - A Handbook to Help You Set Up a
Program At Your Company. Report: DOT-T-93-
20, available at ntl.bts.gov/DOCS/NPO.html
Washington State Department of Transportation.
2000. Puget Sound Regional Vanpool Market
Study. October.
Winter, Philip L. and Francis Cleland. Undated.
Vanpool Pricing and Financing Guide. Florida
Department of Transportation Research Center,
HPR Study No. 0873.
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CCLI: Vanpool Programs
IAPPENDIX: COMMUTER RIDESHARE PROGRAMS
The table below lists some of the third-party commuter rideshare programs in the country. Employers
located in areas not listed below should contact the MPO for their region to determine if others exist.
Location
Atlanta, GA
Albany, NY
Augusta, ME
Birmingham, AL
Boston and Massachusetts
Contra Costa County, CA
Denver, CO
Detroit, MI
Houston, TX
Kansas City, MO
Las Vegas, NV
Long Island, NY
Miami, FL
Minncapolis/St. Paul, MN
Morris County, NJ
Nashville, TN
New Hampshire
New Haven, CT
New York, NY
Sponsoring Agency
Commuter Connections
Capital District Commuter
Register
Go Augusta
CommuteSmart Rideshare
CARAVAN for
Commuters
Contra Costa County
Commute Alternative
Network
Ride Arrangers
Southeast Michigan
Council of Governments
METROVan
Mid-America Regional
Council
Regional Transportation
Commission
Long Island RideSharing
South Florida Commuter
Services
Metro Council
TransOptions
Regional Transportation
Authority
NewHampshire DOT
Rideworks
Commuter Link
Type of Agency
Rideshare sponsored by
Atlanta Regional
Commission
Rideshare
Rideshare
Rideshare
Rideshare
Public consortium
Rideshare sponsored by
Denver Regional Council
of Governments
Council of Governments
Rideshare
Rideshare
MPO
Rideshare
Rideshare
MPO/ Transit Agency
Rideshare
MPO/ Transit Agency
State Department of
Transportation
Rideshare
Rideshare
Contact Info
87-RIDEFIND
518-458-2164
800-280-RIDE
800-826-RIDE
888-4-COMMUTE
510-215-3035
303-455-1000
313-961-4266
713-224-R1DE
816/842-RIDE
702-228-RIDE
631-737-CARS
800-234-RIDE
651-602-1602
973-267-7600
615-862-8833
800-462-8707
800-ALL-RIDE
718-886-1343
Website?
www.commuteconnections.com
www.commuter-register.org
www.goaugusta.org
www.commutesmartrideshare.c
om
www.commute.com
www.ti-aks.org/incentive/guaran
tee/incentive.html
www.drcog.org/ridearrangers
www.semcog.org/index.html
www.hou-metro.harris.tx.us/
METVAN.HTM
rideshare.marc.org
www.catride.com/catmatch/
www.737cars.com
www.commuterservices.com/sf/
www.metrocommuterservices.or
g/index.asp
www.transoptions.org
www.rta-ride.org/ridehome/
ridepolicy.htm
www.state.nh.us/dot/rideshare
www.rideworks.com
www.commuterlink.com
Phoenix, AZ
Valley Metro
Transit Agency
602-262-7242
www.valleymetro.maricopa.gov
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CCLI: Vanpool Programs
Location
Sponsoring Agency
Type of Agency
Contact Info
Website?
Portland, ME
Rhode Island
San Diego, CA
San Francisco Bay Area,
CA
San Mateo County, CA
Seattle, WA
Stamford, CT
Tallahassee, FL
Tampa, FL
Vermont
Vermont and New
Hampshire
Washington, DC
Windsor, CT
RideShare
Rhode Island Public
Transit Authority
San Diego Commute
Rideshare
Transit Agency
Rideshare sponsored by
San Diego Association of
Governments
Rideshare
RIDES for Bay Area
Commuters
Peninsula Traffic Public/non-profit Joint
Congestion Relief Alliance Powers Association
Metro Rideshare County
Operations
Metropool Rideshare
Commuter Services of Rideshare
North Florida
Bay Area Commuter Rideshare
Services
Vermont Public Transit Transit Agency
Authority
Upper Valley Rideshare Rideshare
Commuter Connections MPO
The RideShare Company Rideshare
800-280-RIDE
888-88-RIPTA
800-CO.MMUTE
800-755-POOL
650-994-7924
206-625-4500
800-346-3743
888-454-RIDE
813.282.8200
800-685-RIDE
802-295-1824
800-745-RIDE
800-972-3279
www.ridesharemaine.org
www.ripta.com
www.sdcommute.com/van_pool
.html
www.rides.org
www.commute.org/
transit.metrokc.gov/van-car/van-
carjitml
www.metropool.com
tmi.cob.fsu.edu/commute/#
www.tampabayrideshare.org
www.vpta.net
www.uppervalleyrideshare.com/
/uvrs.grh.html
www.mwcog.org/commuter
www.rideshare.com
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ORDERING
This publication may be ordered from the National Service Center for Environmental Publications (NSCEP) at:|
U.S. Environmental Protection Agency
NSCEP
P.O. Box42419
Cincinnati, OH 45242-2419
Phone: (800)490-9198, Fax: (513)489-8695
FOR MORE INFORMATION
This guidance document and other information about the Commuter Choice Leadership Initiative are available|
at www.commuterchoice.gov or by calling the Commuter Choice voicemail request line at (888) 856-3131.
ACKNOWLEDGEMENTS
This document was prepared for EPA's Office of Transportation and Air Quality under contract 68-W6-0029, by|
Michael Grant and Liisa Ecola of ICF Consulting, 9300 Lee Highway, Fairfax, VA 22031, (703) 934-3000.
We would like to thank the various reviewers who provided comments and feedback on the document.
Recycled/Recydabte. Printed with Vegetable Oil Based Inks on Recycled Paper (Minimum 50% Postconsumer) Process Chlorine Free
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