Vanpool

To be eligible for vanpooling, participants must be a full-time, permanent Virginia Tech employee and agree to have the monthly vanpool fare payroll deducted from their paycheck.   

Additionally:

• Vanpool fares will be payroll deducted for the prior month's use.

• The cost of the vanpool permit will be divided among vanpool participants and payroll deducted with the other monthly vanpool costs.

• Vanpoolers must give at least a 30-day notice if they wish to leave the vanpool.

• Vans for this program will be made available through Fleet Services.

The monthly vanpool fare will be payroll deducted from each vanpool participant. Fares are calculated and charged according to the following formula and are subject to monthly adjustment.

Although the costs will change due to increase in monthly van rental, parking permit, and fuel cost, the basic charges are as follows:

• Cost of monthly van rental

• Cost of monthly fuel

• Cost of annual vanpool permit. Vanpools will have a reserved parking space close to the primary driver's work location

• 10 percent administrative charge

These costs will be divided by the number of vanpool riders and payroll deducted from each vanpool riders’ paycheck.

The primary driver is responsible for transporting passengers to and from work on a daily basis. In addition to driving, the primary driver is responsible for the proper storage of the van and must make sure that the vehicle is properly fueled and maintained.

• Fueling will take place at Fleet Services.
• Maintenance will be performed by Fleet Services on a monthly basis. Fleet Services will arrange pickup and return of the van from its reserved campus parking space.
• The alternate drivers are responsible for all driver duties in the absence of the primary driver.
• The van may not be housed at any employee's residence. The van will be parked overnight at a central location.
• Vanpoolers will be given five free daily passes per semester. Additional daily passes can be purchased through the Office of Parking and Transportation.
• Vanpools will have a reserved space proximate to the primary driver's work location.
• Vanpools must allow a 10-minute window for riders who are late for their commute.
• If the primary driver is unable to drive on any particular day, he/she must call the alternate driver at least one hour prior to the morning commute.
• Primary and alternate drivers must sign a form from the Department of Human Resources allowing the university to complete an annual DMV driver's license check.

Operators of vanpool vehicles must:

• Have a valid United States driver's license.

• Be a full-time, permanent employee of Virginia Tech.

• Have read and understand the rules and procedures established by Fleet Services.

It is the responsibility of each individual operator to observe all motor vehicle laws.

The primary and alternate driver applicants must meet the following criteria at the time of application:

1. Driver has volunteered to be a vanpool driver and receives no compensation for driving.

2. Driver has a valid driver's license from the state in which driver resides.

3. Driver does not have more than one moving violation or at–fault accident within the past 12 months.

4. Driver does not have more than two moving violations or at–fault accidents within the past 36 months (or any combination thereof).

5. Driver does not have any record of convictions for serious offenses such as:

   • Excessive speed (20 mph or more over posted speed limit)

   • Operating to endanger

   • Reckless or careless driving

   • Driving under the influence of alcohol or drugs

   • Operating a motor vehicle with a suspended or revoked license

   • School bus stopping or passing violations

   • Leaving the scene of an accident involving personal injury or property damage

   • Vehicular homicide

RIDE Solutions Guaranteed Ride Home Program provides any registered member a free ride home in the event of an emergency. This commuting “insurance policy” is your assurance you will not get stranded at work. Registration is free but must be processed in advance of a request. To register for RIDE Solutions click here. Details on the Guaranteed Ride Home Program, including how to make a request, can be found here.

Adverse weather conditions are not eligible for Guaranteed Ride Home. In case of adverse weather, the vanpool driver makes the decision whether or not to operate the vanpool. The driver and riders must establish a means of communicating with one another in the case of adverse weather.

If the primary driver is unable to drive on any particular day, he/she must call the alternate driver at least one hour prior to the morning commute.

In case of inclement weather once the van has arrived on campus, the primary driver must give vanpool participants at least a two–hour advance notice of early departure.

In the event of an accident involving a Fleet Services vehicle, contact the following immediately:

• Virginia Tech Police Department if on–campus

• State Police if off–campus
  

The driver must also report the incident to:

• Virginia Tech Fleet Services at 540–231–6141

• Risk Management at 540–231–7439

Automobile Accident Reports and Insurance Information, located in an yellow envelope in the glove compartment, should be completed for all accidents regardless of the damages.

If the accident occurs after hours or on the weekend, call the Virginia Tech Police Department at 540–231–6411.

All university vehicles are insured under a policy that provides bodily injury liability, property damage liability, and medical payment.

If the van has been vandalized at the site where it overnights, vanpoolers should:

• Call the authorities. Contact information is located inside the key holder.

• Proceed to campus in personal vehicles.

• Notify Fleet Services at 540–231–6141 when the office opens at 7:30 a.m. (Monday through Friday).

Fleet Services will help coordinate the return of the van to the overnight location, and Sustainable Transportation will cover the deductible on the first act of vandalism. If there are additional acts of vandalism, it is the vanpoolers' responsibility to cover the cost. Action should be taken to locate a safer location to overnight the van.

If the van will not start or is not in condition to drive in the morning due to issues other than vandalism, vanpoolers should:

• Proceed to campus in personal vehicles.

• Notify Fleet Services at 540–231–6141 when the office opens at 7:30 a.m. (Monday through Friday).

Fleet Services will help coordinate the return of the van to the overnight location.