POLICY RE HR2425, VANPOOL SUBSIDY PROGRAM RESCINDED.PDF

Maricopa County Policy Number: HR2425
Vanpool Subsidy Program Revision: #
RESCIND
Category: Human Resources Issued: March 2005
Initiated by: Gwynn Simpson, Approved by: David Smith, Revised: N/A
HR Director County Manager
A. Purpose
The purpose of this policy is to outline the process for the vanpool subsidy program that will
encourage more County employees to use an alternative mode of transportation to reduce the
number of single occupant vehicles on the road.
B. Policy
Employees who participate in a vanpool program will be entitled to a County subsidy to
defray the costs of operation. The Board of Supervisors shall set the subsidy amount.
C. Procedures
1. Employees must follow these steps to organize a new van:
a. Employee must contact Valley Metro and follow their application process to lease a van.
b. Once Valley Metro approves the new van, the designated vanpool coordinator
shall notify Human Resources and submit a vanpool application. All new
employee-riders shall submit a County vanpool application to Human Resources
in order to set-up a vanpool account for the subsidy program (Attachment B).
c. County vanpool riders are not eligible for a bus card subsidy. Bus cards will be
deactivated upon receipt of a vanpool application.
2. Valley Metro provides the billing administration through a contract with VPSI. Employee
subsidies will be paid directly to VPSI following process:
a. VPSI shall bill vanpool drivers each month based on fares set by Valley Metro. A
copy of the invoice will be sent by VPSI to Human Resources. The fares will
cover the cost of maintenance and insurance and will vary depending upon round
trip mileage and the type of van. For details contact Valley Metro at
http://valleymetro.org.
b. Vanpool coordinators shall submit a monthly rider report to Human Resources by
the 20th of each month (Attachment C). If the rider sheet is not received by the
due date, the payment to VPSI will be delayed and the vanpool coordinator will
be responsible for late fees. Any intentional forgery of rider sheets by a vanpool
coordinator may result in loss of eligibility status.
c. Human Resources shall pay VPSI based on the following calculation: the lesser
of either the total number of employee-riders times the maximum subsidy rate
OR the total invoice amount.
Page 1 of 5

Maricopa County Policy Number: HR2425
Vanpool Subsidy Program Revision: N/A
RESCIND
Example (1):
12 county riders x $56.00 subsidy $672.00
Total VPSI invoice $575.00
Total paid by Maricopa County $575.00
Total responsibility of vanpool riders $0.00
Example (2):
10 county riders x $56.00 subsidy $560.00
Total VPSI invoice $625.00
Total paid by Maricopa County $560.00
Total responsibility of vanpool riders $65.00
d. If the County subsidy does not cover the VPSI invoice, vanpool riders shall be
responsible for paying the difference. Each vanpool coordinator will receive a
monthly report from Human Resources indicating the amount paid and the
balance due by the vanpool. The vanpool coordinator shall pay VPSI directly for
the balance by the due date to avoid late fees.
e. All vanpools payments will be charged back to department budgets based on the
employees default payroll accounting string.
f. Riders shall be responsible for the cost of gasoline.
3. Each vanpool group shall adopt procedures to fit their specific vanpool such as route of
travel, pick-up and drop-off points, times, rules of conduct, and payment. All complaints
shall be filed with Valley Metro.
4. All employees who withdraw from a vanpool must immediately notify the Human
Resources Department by completing the Vanpool Application and checking the
withdraw from program selection box.
D. Related Documents:
 Employee Acknowledgement (Attachment A)
 Vanpool Subsidy Application (Attachment B)
 Monthly Rider Report (Attachment C)
Page 2 of 5

Maricopa County Policy Number: HR2425
Vanpool Subsidy Program Revision: N/A
RESCIND
Page 5 of 5

Maricopa County Policy Number: HR2425
Vanpool Subsidy Program Revision: N/A
RESCIND
MARICOPA COUNTY VANPOOL SUBSIDY PROGRAM
ACKNOWLEDGEMENT FORM
Attachment A
I acknowledge that:
I have received, read, understand and agree to abide by the Vanpool Subsidy Program
Policy HR2425
_______________________________________________ _____________________
Employee Signature Date
_____________________________ _________________________ __________
Employee I.D. No. Department Work No.
Page 3 of 5

Maricopa County Policy Number: HR2425
Vanpool Subsidy Program Revision: N/A
RESCIND
Attachment B
Vanpool Subsidy Application Offering transit solutions to our employees
Welcome Aboard! The Vanpool Subsidy Program is a
convenient and cost-effective solution to commuting to work.
Maricopa County pays up to $56.00 per month per employee
toward the lease of a Valley Metro Vanpool. This application
only covers the employee subsidy program for existing
vanpools. To learn more about forming a new vanpool or
leasing a van from VPSI, please visit Valley Metro at
http://valleymetro.org.
Please complete and return to:
Human Resources, Trip Reduction, 301 W. Jefferson, 2nd Floor or fax to 602-372-8587
 Enroll in program Vanpool No: ________________
 Withdraw from program
 Policy acknowledgement attached
Name: ______________________________________ Employee ID Number: 811____________________
Department Name: ____________________________ Department No: ____________________________
Work Number: ( ) _______________________ Supervisor’s Number: ( ) _______________________
Primary Driver: _________________________________ Work Number: ( ) _______________________
Primary Drive’s Employer: ________________________________________________________________
I acknowledge that I have read and will comply with HR 2426 Vanpool Subsidy Program and understand that
violations of this policy may result in loss of privileges.
Employee Signature: ________________________________________ Date: ______________________
Supervisor’s Signature*: _____________________________________ Date: ______________________
Primary Driver’s Signature: __________________________________ Date: ______________________
*Required if employee has not been issued an employee ID Number.
Alternative Mode User Entry Form. Win a pair of movie tickets.
Please enter my name in the monthly Alternative Mode User Contest drawing to win a pair of Harkins
Theatre Tickets. By participating in the Vanpool Subsidy Program, I am reducing air pollution and
saving time and money. Date Registered with HR: ____________________
Name: _____________________________ Department Name: ____________________
Department Address: _________________ Phone Number: ( ) ___________________
Cut along dotted line and return to Human Resources, Trip Reduction, 301 W. Jefferson, 2nd Floor
Page 4 of 5

Maricopa County Policy Number: HR2425
Vanpool Subsidy Program Revision: N/A
RESCIND
Attachment C
MARICOPA COUNTY VANPOOL SUBSIDIY PROGRAM
MONTHLY RIDER REPORT
Fax this report to the attention of Connie Boone at 602-372-8587. If there has been a change in the Vanpool
Number, and/or change in the Vanpool group, it is important that this information be forwarded to Human
Resources Attn: Connie Boone, Fax 602-372-8587, Phone 602-506-3472.
Month of: ____________________________________________ Vanpool Number ____________________
Driver Name: _________________________________________ Phone # ___________________________
Number of full time riders (including driver) _______________ Number of days this month: _________________
Additions/Deletions (attach application for enrollment or withdrawal)
Employee Name Employee ID #
___________________________________________________________________811_______________________
___________________________________________________________________811_______________________
Name of Vanpool Riders for the Month Employee ID #
1. _______________________________________________________________811________________________
2. _______________________________________________________________811________________________
3. _______________________________________________________________811________________________
4. _______________________________________________________________811________________________
5. _______________________________________________________________811________________________
6. _______________________________________________________________811________________________
7. _______________________________________________________________811________________________
8. _______________________________________________________________811________________________
9. _______________________________________________________________811________________________
10. _______________________________________________________________811________________________
11. _______________________________________________________________811________________________
12. _______________________________________________________________811________________________
Page 5 of 5

Maricopa County Policy Number: HR2425
Vanpool Subsidy Program Revision: N/A
RESCIND
Revision History
Version Revision Date Description
1 March 2005 Initial version.
2 ? 2015 Proposed rescission (C-???); Replaced by Policy
HR2424, Commuter Transportation
Page 5 of 5