California Department of Transportation
 
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Clark Paulsen, Division Chief

Vanpool Incentives

References: California Code of Regulations (CCR), Administration, Title 2, Section 599.936, Bargaining Unit Contracts, and Department of Human Resources (CalHR) PML 2002-064, and 2002-069.

Introduction

A transportation incentive program was developed to encourage employees to use alternate means of transportation when commuting to and from work. This program promotes air quality, reduces traffic congestion, and conserves energy by reducing the number of single occupancy vehicles on the road.

Employees using an authorized transportation method, which includes public transportation and vanpools, may receive a subsidy to apply toward their monthly transportation cost. Transportation subsidies are currently not taxable to the employee.

Vanpool Incentives

Eligible employees riding in qualified commuter highway vehicles (vanpools) may claim a vanpool rider subsidy of 75% reimbursement of their monthly vanpool fees up to a maximum of $65 per month.

In lieu of the vanpool rider subsidy, eligible employees driving over 50% of the time in qualified vanpools may claim a vanpool driver incentive of $100 per month.

A qualified commuter highway vehicle is defined with the following criteria:

  • A group of seven (five or more for Bargaining Unit 2 employee only) or more people who commute together in a vehicle (State or non-state) specially designed to carry an appropriate number of passengers.
  • At least 80% of the mileage will be used transporting employees in connection with travel between their residences and their places of employment.
  • The number of employees transported for such purposes must be at least 50% of the adult seating capacity, not including the driver.

Vanpool Rider Reimbursement Claims

To claim a vanpool subsidy reimbursement, employees must participate in a qualified vanpool and submit the following:

  • A Travel Expense Claim, Form FA0302, that has been approved by the supervisor. The vanpool subsidy expenditures should be charged to:

    Unit Your new Unit Code
    Object 9134
    Sub Object 8152
    Amount Up to allowable reimbursement amount

  • A completed Vanpool Subsidy Certification Form FA2135.
  • A valid receipt that includes:
    • Amount of payment.
    • Month, day, and year of payment.
    • Printed name and signature of person receiving the payment.
    • Printed name of employee.
    • Purpose of payment.
  • Send the complete TEC package, original plus one copy, to the Division of Accounting, Travel Payments Section.

Vanpool Driver Reimbursement Claims

To claim a vanpool driver subsidy reimbursement, employees must participate in a qualified vanpool and submit the following:

  • A Travel Expense Claim, Form FA0302 that has been approved by the supervisor. The vanpool subsidy expenditures should be charged to:

    Unit Your new Unit Code
    Object 9134
    Sub Object 8152
    Amount Up to allowable reimburement amount

  • Attach a completed Vanpool Driver Certification Form FA2136.
  • Send the complete TEC package, original plus one copy, to the Division of Accounting, Travel Payments Section.

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