Vanpool

Interested in Vanpool? Seats are available!
Start with MyCommute.ucsf.edu to find existing vanpools based on your starting location and destination. Or, contact Transportation to get matched with a vanpool: .(JavaScript must be enabled to view this email address)

Seats are available for vanpools in the following cities:
• Fairfield or Vallejo to Mission Bay
• Vacaville, Fairfield or Hercules to Mission Bay
• Walnut Creek or Orinda to Mission Bay
• Cupertino or Burlingame to Parnassus
• Vallejo to Parnassus
• Walnut Creek to Parnassus
• Petaluma to Parnassus
• Fairfield to Parnassus

New Way to Pay October 1, 2021
Use PayMyVanpool to pay monthly vanpool fees with an Edenred Pre-Tax Commuter Benefits MasterCard or another credit card. Pay monthly fees by the 3rd day of the month in which service is received. Paying monthly fees is easy when you set up recurring payments in PayMyVanpool; it is recommend to use the following browsers: Safari, Chrome, or Firefox, not Internet Explorer. Members can also pay by calling or visiting a Transportation sales office.

Here’s a step-by-step guide on how to make a payment using PayMyVanpool.

October and Beyond
Once enrolled in Pre-Tax Commuter Benefits and recurring payments have been set in PayMyVanpool, you’re all set to have vanpool fees paid automatically each month. The only time you need to log into your accounts is when you want to change your pre-tax election with Edenred, update an expired credit card with PayMyVanpool, or reset the payment schedule at the beginning of each new fiscal year with PayMyVanpool.

For those who are new, returning, or missed the Edenred deadline, Transportation can assist in getting you up to speed.

Vanpool During COVID Recovery

Thank you for your patience and understanding as we continue to adapt vanpool operations during UCSF’s recovery efforts.

COVID-19-Health Precautions, Commuting with Your Van Family
As UCSF persists in recovery efforts, we continue to partner with our vanpool vendor, Commute with Enterprise, to facilitate commuting for staff who continue to work on-site and those working remotely who are considering future commuting options.
Van family
Riding with the same commuters day after day (your “van family”) provides a level of assurance and accountability to one another.
It’s your ride
It’s your commute. You and your fellow passengers can set guidelines, sharing driving, cleaning, and maintenance responsibilities.
Limited exposure
With limited capacity, vanpools inherently minimize exposure to others when compared to larger and more populated commuting options.

Fees During COVID-19 Recovery
Reduced Schedule Reimbursement Sunset October 1, 2021
UCSF will sunset the partial reimbursement of vanpool fees for those with a reduced schedule on October 1, 2021. The vanpool Coordinator tracks daily trips for everyone on their vanpool roster and these reports are used to process reimbursements for those who are eligible.

Occupancy During COVID-19 Recovery
Transportation has made accommodations to the vanpool policy to temporarily allow reduced ridership with a 4 onboard minimum (subject to subsidy availability).

Consider a Carpool
A vanpool is a great option when members are onboard 4-5 days per week with regular a work schedule. Carpool is a better option when members travel fewer days and need flexibility; there are many carpooling options available to better meet the needs of a reduced schedule. Visit our Transportation webpage and “See all your commute options in one place,” to connect with MyCommute, a UCSF specific trip planner and matching. The “Vanpool, Carpool, Lyft/Uber” sections are helpful with Scoop, Waze, and Casual Carpool being public, flexible commuting options.

If your vanpool has only a couple members, consider downsizing to carpooling as a temporary alternative to vanpool that will enable you to continue to use HOV lanes on the freeway, discounts on bridge tolls, and use of designated carpool parking spaces at UCSF. To start or get matched with a UCSF carpool in your area visit MyCommute.ucsf.edu. In addition, you may want to consider public carpool options offered via Scoop and Waze Carpool. For more information, visit our carpool webpage.

 

What is Vanpooling?

Share your ride with fellow staff and students, save on costs, and meet new people in the UCSF community. A vanpool can be established when a minimum of 6 individuals express interest, all who live in the same general area and have similar work schedules. From these participants, volunteer drivers (a principal driver or co-drivers) and one or more alternate/backup drivers are selected. Parking pass and designated parking spaces are included as part of the program, your fees remain the same as general parking fees increase annually.

New to vanpooling? Learn more about the vehicle and experience here.

Vanpools are not only good for the environment; they’re also great for your peace of mind! By sharing your commute, you:
• Reduce commute costs (no cost for vanpool drivers)
• Receive preferential campus parking and the cost of the parking permit is included in the program
• Determine your participation (no long-term financial obligation)
• Reduce wear and tear on your personal vehicle
• Have access to emergency transportation services
• Get extra time to catch up on work, sleep, reading, and more

 

Find Your Vanpool

Get started at UCSF’s MyCommute. Once you have used MyCommute to search for your commute options, you are presented with all of your commute mode options, one of which is vanpools.  View the list of available vanpools, the details of the trip including times and seat availability, and connect with the Coordinator to learn more. Contact Transportation to ride the vanpool for a free 1-week trial to make sure it is a good fit.

When you are ready to officially sign up for the program, enroll online.

Fees

The UCSF vanpool program is a self-supporting operation funded by vanpool participants.  Vanpool membership fees fund the cost of the vehicle, vehicle maintenance, fuel, and insurance.

Full-time or part-time membership designation is based on appointment, designation is not based on on-site schedule or frequency of use of the vanpool. Full-time UCSF employees (100% FTE) pay a full-time fare regardless of the number of days they ride the vanpool. UCSF employees with part-time appointments (50%-90%) or UCSF students on a part-time class schedule pay a percentage of the full-time fare based on the employee’s appointment or student’s class schedule whichever is applicable. Proof of appointment status is be required.

Members use PayMyVanpool to pay monthly vanpool fees with an Edenred Pre-Tax Commuter Benefits MasterCard or another credit card. Pay monthly fees by the 3rd day of the month in which service is received. Paying monthly fees is easy when you set up recurring payments in PayMyVanpool. Members can also pay by calling or visiting a Transportation sales office.

Vanpool Drivers Get Reimbursed

Become a vanpool driver by applying with Commute with Enterprise. Once approved, vanpool drivers are eligible to receive a monthly reimbursement for the days they drive.

Individuals who drive a minimum of 17 full days (both AM and PM), in any given month, receive a full month’s fee reimbursement. Those who drive occasionally receive reimbursement for each day they drive at a rate of 1/20th of the full-time fare for each day of driving.

Submit a driver reimbursement request by the fifth day of each month, for the proceeding month; to use this site, connect to the UCSF network and use Safari, Chrome or Explorer.

All vanpools are required to have at least 2 volunteer drivers. It is recommended that all members become authorized Drivers to avoid vehicle down time.

Frequently Asked Questions:

My van depends on me to driver full-time. How am I being recognized for my efforts, when others are unwilling to drive?
Individuals who volunteer to drive regularly are vital to a successful vanpool program. Therefore, individuals who drive at least 17 days (AM and PM) in a month, or a combination of 34 one-way trips (AM or PM), will receive a full reimbursement of their entire month’s fees.

I drive a few days each month, how much am I reimbursed?
Those who drive fewer than 17 days a month, are reimbursed at a rate of 1/20th of their full monthly fare for each day they drive (both AM and PM) and 1/40th of their full-time monthly fare for each one-way trip they drive (AM or PM). For example, if your monthly fare is $300, driving reimbursement for both AM and PM is $15.00 per day ($300 / 20 = $15), a one-way reimbursement would be $7.50.

Does this mean that all vanpool members are charged a monthly fare, including drivers?
Yes – all vanpool members incur a monthly fare. Drivers are eligible to receive reimbursement depending on how frequently they drive in any given month.

When will I receive my driving reimbursement?
Submit driving records by the 5th of each month for the previous month. For example, to be reimbursed for September driving, submit a reimbursement request by October 5th. If paid monthly, a credit will appear on your first paycheck following the 5th of each month (for the example, that would be November’s paycheck). If paid bi-weekly, a credit will appear on the second bi-weekly paycheck of the same month (for the example,
that would be the second October bi-weekly paycheck).

What happens if I don’t submit the reimbursement request by the deadline?
A reimbursement request is needed to process a reimbursement. Since reimbursement is connected to the payroll schedule, there may be a delay as to when drivers see a credit on their paycheck. Reimbursement request submitted more than 90 days late will not be accepted.

 

Remote Work, Hibernation or Cancellation of Membership

Remote Work & Hibernation
Note: As of Shelter in Place in March 2020, the option to reduce monthly vanpool fees due to remote work or hibernate a membership has been temporarily suspended as UCSF recovers from COVID and vanpool guidelines are adapted. Return to this section for program status updates.

Hibernation
• Hibernation service (or vanpool membership freeze) is available and maintains your vanpool membership and your seat on a van, at a reduced rate (20% of the monthly rate), for up to 3 consecutive months in a 12-month period.
• Requests for hibernation are accepted in writing only
• Requests must be received by the 15th of the month to take effect the following month

Note: The option to hibernate has been temporarily suspended during COVID-19 recovery efforts as vanpools operate below standard policy ridership levels, there is no need to hold a seat. This suspension will continue until the program returns to the standard policy.

Cancellation
• Submit a cancelation request online
• Cancellation requests are effective the last day of the month in which the written request is received. For example, cancelation requests made during the month of March are effective March 31st.
• No partial month membership refunds are processed for mid-month cancelations.
• Members are responsible for updating theirPre-Tax Commuter Benefits account to stop transit elections
• Transportation staff will stop PayMyVanpool recurring payments

 

Reporting, Guidelines & Policies

Monthly Reporting Requirements
UCSF Vanpool participates in the Metropolitan Transportation Commission’s (MTC) Bay Area Vanpool Program. The vanpool Coordinator tracks daily trips for everyone on their vanpool roster online at Commute with Enterprise or via the mobile app. The Coordinator can designate other members to be responsible for reporting via the app. It’s simple and easy to use. Click here to check out the app. Reporting is due the 10th day of each month for the prior month. For example, March reports are due on April 10th.

If you have questions regarding reporting, please contact Robyn Hunt at Commute with Enterprise: .(JavaScript must be enabled to view this email address)

Guidelines
As a courtesy to fellow riders, Transportation asks vanpool members to adhere to the following guidelines:
• UCSF adheres to PRIDE values; appropriate behavior, language, and conduct is expected and required at all times
• No smoking is allowed in the vans
• All vanpool participants must comply with the Health Insurance Portability & Accountability Act (HIPAA)

Each vanpool group may establish additional, reasonable internal policies for the commute (e.g. waiting time for late riders, cell phone use, seat assignments). Upon approval by Transportation, it is the sole responsibility of current members to communicate established policies to new riders.

Policies
For protocols regarding membership, maintenance, and more, review the UCSF Vanpool Policies.

 

For more information, contact:

Commute with Enterprise
Vehicle Emergency: 1-800-VAN-4-WORK or 1-800-826-4967
After-Hours Roadside Assistance: 1-800-826-4967, option 4
During Business Hours: Enterprise Maintenance Department, .(JavaScript must be enabled to view this email address) or call 1-800-826-4967 or 510-564-0442 extension 203
Robyn Hunt, Client Services Representative, Commute with Enterprise: .(JavaScript must be enabled to view this email address), office 800-826-4967 option #1, fax 877-846-3584

Nelson Lum, Transportation Services Support Specialist
(415) 476-1514
.(JavaScript must be enabled to view this email address)

Georgina Arias, Transportation Demand Manager
(415) 514-2966
.(JavaScript must be enabled to view this email address)