2011/11/30 Council Agenda Packet

1 � ATTACHMENT 6 VANPOOL SERVICE Vanpool services included in this Agreement shall occur in accordance with the terms set forth in this Agreement, and in Attachment 2, Products, Pricing and Terms. Formations The University agrees to equally promote vanpool services from all Participating Agencies. Individual U- PASS members will choose the vanpool service that best meets their commuting needs, abiding by policies and procedures for that Participating Agency's program. The University will provide each Participating Agency with a list of the names, vanpool group numbers, van numbers, and unique identification numbers for the U-PASS members who have self-identified as commuting in a vanpool with that agency and are eligible for the U-PASS vanpool subsidy. The University will provide an updated list on the 7th day of each month. • Subsidy The amount of the vanpool fare subsidy provided by the University for each Eligible Student, Faculty, and Staff U-PASS member is as follows: Monthly Value of U-PASS Vanpool Subsidy -full time riders $70.00 Monthly Value of U-PASS Vanpool Subsidy - part time riders $35.00 Monthly Value of U-PASS for Vanshare - Harborview Medical Center only $20.00 A full time vanpool rider is defined as someone riding at least three days or six one-way trips per week. A part time vanpool rider is defined as someone riding two days or four to five one-way trips per week. The University will notify U-PASS members of eligibility requirements and subsidy levels. The Participating Agencies are responsible for confirming that vanpool members are current U-PASS members. The Participating Agencies will apply the subsidy only to those U-PASS members whose names, vanpool group numbers, van numbers, and unique identification numbers are listed in the monthly report most recently provided by the University. The individual vanpooler is responsible for any required fare payment in excess of the fare subsidy - provided by the University. The University agrees to inform vanpooling students, faculty, and staff of their responsibility to pay vanpool bookkeepers any excess vanpool fare due, over and above the University monthly subsidy amount, and to notify their vanpool bookkeeper of any change in their UW provided subsidy level. The University remains fully responsible for adhering to IRS Regulations Section 1.132-9 and any other regulations, regarding Transportation Benefits and any reporting requirements. Participating Agencies will apply the amount of fare due for each eligible employee up to the University approved maximum • subsidy regardless of whether or not it exceeds the IRS maximum under these regulations. Initial Deposit Where indicated, vanpool amounts listed in Attachment 2 indicate an initial deposit. The University agrees to pay the applicable vanpool fare up to the full subsidy rate as listed in Attachment 2 for any and all Eligible Student, Faculty, and Staff U-PASS member vanpoolers during the term of this Agreement. If the actual van expenses incurred by Eligible Students or Eligible Faculty or Staff U-PASS members are greater than the amount paid in advance by the University, as specified in Attachment 2, the relevant Participating Agency shall invoice the University for the additional subsidy due. If the actual van expenses incurred by Eligible Students or Eligible Faculty or Staff U-PASS members are less than the U-PASS Agreement 9 2 Attachment 6,Vanpool Services Page 41 of 44 Final, October 2011