Vanpool

Interested in Vanpool? Seats are available!

Start with MyCommute.ucsf.edu to find existing vanpools based on your starting location and destination. Here’s more information about how to get started using the MyCommute portal. Or, contact us 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, San Carlos, San Mateo to Parnassus
• Vallejo to Parnassus
• Walnut Creek to Parnassus
• Petaluma to Parnassus
• Fairfield to Parnassus

COVID-19-Health Precautions, Commuting with Your Van Family
As UCSF expands recovery efforts, we continue to partner with our vanpool vendor, Commute with Enterprise, to facilitate commuting as staff return to work on-site.

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.

Vanpool During COVID Recovery & Reimbursement

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

Vanpool Fees During COVID-19 Recovery

50% Reduced Schedule Reimbursement Sunsetting October 1, 2021
UCSF will gradually reduce then sunset the partial reimbursement of vanpool fees for those who use vanpool less than 50% on October 1, 2021. The vanpool Coordinator will track daily trips for everyone in their vanpool roster and these reports will be used to process reimbursements for those who are on board with a reduced schedule.

Timeline
July, August, September: those who use vanpool less than 50% will receive a 25% reimbursement
Beginning October 1: the reduced schedule reimbursement will be discontinued

Drivers who operate the vans are also eligible for reduced schedule reimbursement as well as a driver reimbursement, continue to submit driver reimbursement requests per normal procedures here; to use this site, connect to the UCSF network and use Safari, Chrome or Explorer.

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.

Benefits & Incentives

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. Ride the vanpool for a free 1 week trial period to make sure it is a good fit.

When you are ready to sign-up, complete the Vanpool Enrollment Form and return it to:

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

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; non-UCSF riders also pay vanpool program administrative costs, which are waived for UCSF employees and students.

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) must 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 may 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 will be required.  Part-time fares may not pay less than 50% of the full-time fare regardless of appointment or class schedule.  Part-time status is reviewed throughout the year and members are required to submit verifying employment status, if applicable.

Fees are payable monthly, in advance, and deducted from payroll on a pre-tax basis, unless a member is ineligible for payroll deduction (e.g. students).  Members who are ineligible for payroll deduction must sign-up for automatic monthly credit card payment.  Payment by cash, check or credit card is not permitted, with the exception of new members who are making their first payment prior to starting payroll deduction.

Vanpool Drivers Receive Reimbursement for Driving (See FAQs here for more information)
Vanpool members who drive 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 reimbursement of their entire month’s fees.  Part-time drivers also receive a reimbursement for each day they drive at a rate of 1/20th of their full-time fare for each day of driving.  In order to receive a reimbursement, drivers must report each driving occurrence (AM and PM), no later than the fifth day of each month, for the proceeding month.

Remote Work, Hibernation or Cancelation of Membership

Remote Work & Hibernation
Note: As of SIP 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 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.

- 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.

Cancelation

  • Cancelations must be made in writing (email is accepted) or by submitting a written cancelation form.
  • Written cancelation 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.

Complete the Vanpool Enrollment and Cancelation form and return it to:

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

Reporting, Rules & Regulations

Monthly Reporting Requirements

UCSF Vanpool participates in the Metropolitan Transportation Commission’s (MTC) Bay Area Vanpool Program. Your vanpool Coordinator will track daily trips for everyone in 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, July reports are due on August 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:

  • Refrain from wearing scented colognes or perfumes, and eating foods with strong, unpleasant odors
  • 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.

For protocols regarding membership, maintenance, and more, download to our 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)