Vanpool Benefits

• The Boeing Company
• United States Automobile Association (USAA)

The Boeing Company—Spokane, Washington

The Spokane plant of aircraft manufacturer Boeing employs 600 people, 160 of whom use the company's 12 vanpools to commute. The vanpool program has been in existence for 10 years. Boeing does not subsidize the vanpool program directly; however, Boeing gives all employees who do not drive to work alone a $25 monthly subsidy.

The 14-passenger vans are owned by the Spokane Transit Agency (STA). STA sets a fee for monthly usage, which is divided among the passengers; the more riders a vanpool has, the lower the cost per rider. The highest fare is approximately $45 per month; these riders travel more than 80 miles one-way. There are no parking fees at the Spokane facility—both drivers and passengers pay.

When a group of employees requests a new vanpool, STA checks the potential driver's license, driving record for the past 3 years, and insurability. (Although maintenance and insurance are handled by STA, drivers must carry insurance in their own names as evidence that they are insurable.) Drivers must also watch a driver training video and pass a short test. Drivers are not permitted to use the vehicles during evenings and weekends, and are responsible for filling the gas tanks and keeping the vans clean, as well as providing off-street parking. Vans have more than one driver.

Passengers are picked up at centralized points, usually park-and-ride lots or retail parking lots. Vanpools can have no more than three pick-up points; most have two. Passengers can be picked up or dropped off at their homes only if they live on the route. For safety reasons, vanpools have reserved parking at the facility. Previously, vans parked in regular spaces next to employee cars, but now they have larger, reserved spaces.

Although Washington state has a commute trip reduction law that mandates the facility to have a trip reduction program, the program was in place before that requirement. Most publicity is through word of mouth, although there are also bulletin boards with information on commuting. New vanpools are formed when employees request an additional route, or when the waiting list for one vanpool is large enough to accommodate a second vanpool. Waiting lists are maintained by the drivers.

United States Automobile Association—San Antonio, Texas

The United States Automobile Association (USAA), an insurance and financial services firm, has run an extensive vanpool program since 1977. The program, which began with five vans at the firm's San Antonio headquarters, now has approximately 130 vans at five locations throughout the country. Ridership is currently at 1,020 employees. In San Antonio, there are approximately 825 participants in a total workforce of 15,000 (approximately 5 percent). All vans are owned and maintained by USAA. USAA owns two sizes of van: "maxi-vans," with a capacity of 15 passengers, and "mini-vans," with a capacity of seven passengers. Drivers are responsible for routine maintenance (fluid changes and tire pressure), but USAA personnel perform other maintenance.

Van drivers are selected from the regular workforce. Each van has a regular and a backup driver responsible for daily operation. Potential vanpool drivers must submit their driving record, take a drug test, and participate in a one-on-one driver training program. They are also encouraged to take refresher courses every few years via computer. Drivers must sign a Vanpool Program Participation Agreement. There is generally a waiting list to participate in vanpools as either a driver or passenger. Vanpools have reserved parking nearest the entrance, and drivers receive a fuel card from USAA to cover the cost of gas. Although one of the perks of being a driver is use of the van during evenings and weekends, drivers must pay USAA the current IRS mileage reimbursement rate, and may not use the vans to transport anyone other than immediate family members.

Most vanpools have two or three pickup locations, most often churches or retail centers. USAA has formal agreements with landowners to use their parking areas for vanpool passenger parking. In some cases, passengers can pay a premium and be picked up at their homes. Although most vans are scheduled to depart USAA at a set time, drivers will call up latecomers to determine if they are on their way, and wait up to 15 minutes. The company also offers a guaranteed ride home program to vanpool participants.

The program costs approximately $500,000 annually. The lowest passenger fares are $21 every 2 weeks. Drivers do not have to pay. Fares are based on operating expenses and vary by zone; all passengers within a zone pay the same fare, regardless of ridership on their particular van. Payments can be deducted directly from employees' paychecks. USAA vanpools in different cities charge different fares, which are reassessed on an as-needed basis.

The program is publicized annually, especially during the ozone alert season between May and October. Publicity events include a vanpool fair, media events, commercials on the in-house television system, and articles in company newspapers. The vanpool program distributes information regarding potential cost savings for participation in the vanpool; savings are estimated at $5,200 to $7,100 per year. There are no parking cost savings, as USAA provides free parking to employees. However, the state of Texas allows a 10 percent insurance discount to vanpool participants.