Metro Vanpool Program Policy
The Metro Vanpool Program requires that all Volunteer Participants maintain a minimum occupancy of 70% (see Metro Vanpool Program Participation Guidelines , Maintaining Metro Vanpool Program Enrollment, letter f). The purpose of this document is to explain how and when Metro calculates occupancy and the consequences to vanpools that operate below our minimum requirement.
Metro calculates the occupancy for every vanpool, every month. Every calendar quarter we review each vanpool’s occupancy for all the three months. Those vanpools that have at least one month in the calendar quarter with occupancy at or above Metro’s minimum occupancy are deemed in compliance with the Metro Vanpool Program Participation Guidelines.
Those vanpools that have occupancy below our minimum in all three months of a calendar quarter shall be warned of their noncompliance with the Metro Vanpool Program Participation Guidelines. Those vanpools that have occupancy below our minimum in each of the six months of two consecutive calendar quarters shall have their Metro Vanpool Program Agreements terminated.
Questions about the Metro Vanpool Program Occupancy Policy can be addressed by Metro staff. Contact the Metro Vanpool Program Help Desk at 213.922.7003 or email@example.com .
Table of Contents
- Occupancy policy
- Frequently asked questions
- Contact us
All of Metro’s service offerings have minimum performance standards. Vanpools are no exception. Metro’s minimum occupancy requirement for enrolled vanpools is 70%. In order to be enrolled in the Metro Vanpool Program, vehicles will have at least seven seats (as measured by the number of belted positions) and a maximum of 15. In Table 1 below we list the number of passengers you need to average to meet our minimum occupancy standard.
Table 1 : Average number of daily passengers by vehicle size
|Number of seats in your vehicle...||You need to average...|
|7||5 passengers per day|
|8||6 passengers per day|
|9||6.5 passengers per day|
|10||7 passengers per day|
|11||8 passengers per day|
|12||9 passengers per day|
|13||9.5 passengers per day|
|14||10 passengers per day|
|15||11 passengers per day|
For example, if you have an eight-passenger vehicle you need to average six passengers per day. If you operate the van with only five passengers one day, you will need to offset that underperforming day with a day of seven passengers.
Use Table 2 below to find the right sized vehicle for you. Find the row that best approximates the average number of passengers you have each day. Then match the vehicle size that fits your needs. Look for the green boxes.
We calculate a vanpool’s monthly occupancy by totaling the number of passengers that rode in to work for the entire month, divide by the number of operating days, and then divide by the number of seats in the vehicle. See the equation below.
The number of seats in your vehicle is based on the number of belted positions. Metro uses the number of seats in the vehicle you are in at the time of calculation. If you move to a larger or smaller vehicle your Vehicle Supplier with notify Metro of the change.
Occupancy is calculated every month and evaluated every quarter. If a vanpool has been in operation less than three months during a quarter, its occupancy is not evaluated.
Vanpools that were in operation all three months during a quarter are divided into two groups: 1) vanpools that were in compliance the prior quarter or new and 2) vanpools that were on the prior quarter’s warning list.
Vanpools previously in compliance
For those vanpools currently enrolled for all three months of the calendar quarter and that were new or not previously on the warning list, Metro calculates the monthly occupancy for all three months. If one or more of the months exceeds the minimum threshold of 70% then the vanpool is deemed in compliance.
If a vanpool’s monthly occupancy is below our minimum for all three months, the vanpool shall be under occupancy warning. The effective date of the warning is the last day of the quarter. Metro will send a warning letter (via US Postal Service) to the enrolled Volunteer Participant informing them that their vanpool is under occupancy warning. Metro will also notify the Volunteer Participant’s Vehicle Supplier of their warning status.
Any vanpool that receives an occupancy warning letter will need to operate at or above our minimum occupancy in any one of the three months in the next calendar quarter. See Table 3 below for a list of the dates associated with the warning letters.
Table 3 : Low occupancy warning schedule
|If you operate below 70% occupancy every month during this period...||Metro will send a warning letter on this date...||Your compliance period will be...|
|January – March||April 25||April – June|
|April – June||July 25||July – September|
|July – September||October 25||October – December|
|October – December||January 25||January – March|
For example, if a vanpool started on January 1, and had occupancy of 60% in January, 45% in February, and 65% in March, that vanpool would be added to the warning list as of March 30. The Volunteer Participant would receive a warning letter on approximately April 25. In this example, the underperforming vanpool would need to have one month at or above our minimum occupancy of 70% in any one month in the second calendar quarter: April, May, or June.
Vanpools under occupancy warning
For those vanpools currently enrolled for all three months of the calendar quarter and that were previously under occupancy warning, Metro calculates the monthly occupancy for all three months. If one or more of the months exceeds the minimum occupancy of 70% then the vanpool is taken off its warning status.
If a vanpool’s monthly occupancy is below our minimum occupancy of 70% for six months in a row, the Metro Vanpool Program Agreement shall be terminated. See Table 4 below for a list of the dates associated with compliance and termination.
Table 4 : Low occupancy compliance schedule
|If you are under warning after this period...||This is your compliance period...||If you fail to have one month at 70% or more during the compliance period, this will be your agreement termination date...|
|January – March||April – June||August 31|
|April – June||July – September||November 30|
|July – September||October – December||February 28|
|October – December||January – March||May 30|
For example, if a vanpool started on January 1, and had occupancy of 60% in January, 45% in February, and 65% in March, that vanpool would be under occupancy warning as of March 30. The Volunteer Participant would receive a warning letter on approximately April 25. If the vanpool had occupancy of 59% in April, 62% in May, and 49% in June, the vanpool would have failed our occupancy test six months in a row. This vanpool would be given at least 30 days’ notice of their Metro Vanpool Program Agreement termination as of August 31.
Another example, if a vanpool started on January 1, and had occupancy of 60% in January, 45% in February, and 65% in March, that vanpool would be under occupancy warning as of March 30. The Volunteer Participant would receive a warning letter on approximately April 25. If the vanpool had occupancy of 71% in April, 62% in May, and 49% in June, the vanpool would have met our minimum occupancy requirement during one month of the second quarter. This vanpool would come off the warning list.
If your Metro Vanpool Program Agreement is terminated, you may be eligible to re-enroll. Metro encourages vanpools terminated for low occupancy to re-enroll if the circumstances that led to the termination change. For example, a change of circumstance might be, if the vanpool moves to a smaller vehicle or adds additional passengers.
To re-enroll follow the steps below. Please note, if a vanpool is terminated for low occupancy it will be out of the Metro Vanpool Program for a minimum of one month.
Steps to re-enroll
First, you will need to submit a complete, valid, and legible Monthly Vanpool Report for your final month of operation. Second, you will need to respond to all outstanding requests for information, such as a Vanpool Update form request or an Audit, if any. Third, you will need to request and complete a new Metro Vanpool Program Application and Agreement.
Request the application by sending an email to firstname.lastname@example.org . Be sure to include your name, your vehicle number, and a phone number where you can be reached during business hours. See Table 5 below for a schedule of dates associated with low occupancy termination and re-enrollment.
Table 5 : Low occupancy termination and re-enrollment timeline
|If your low occupancy termination date was...||Submit your final Monthly Vanpool Report by the 3rd business day of...||Submit an application during the first two weeks of...||Earliest you could be re-enrolled...|
|August 31||September||September||October 1|
|November 30||December||December||January 1|
|February 28||March||March||April 1|
|May 30||June||June||July 1|
For example, if your occupancy termination was effective November 30, you first need to submit your Monthly Vanpool Report for November. Do so by the third business day of December. Once we have received your final Monthly Vanpool Report, your existing account will be completely closed. At this point, you become eligible to re-enroll. During the first two weeks of December we are collecting applications for a January 1 enrollment.
Frequently asked questions
A: We are sorry to hear that your passenger was on a medical leave. Unfortunately, there are no exceptions to the Occupancy Policy. We understand that life’s events may take a passenger away from a vanpool temporarily. That is why we only look at occupancy every quarter. You only have to have one month out of three to avoid the warning. If you do receive a warning, you only need to have one compliant month in the following calendar quarter to get off the warning list.
A: Yes. Part-time riders are a great way to fill empty seats.
A: If you are only going to have a few riders on a given day, you might want to carpool instead. Metro calculates your occupancy percentage based on the number days you actually operate the vehicle. See Calculation Method .
A: Yes. If your van has eight or more belted seats you can move to a smaller vehicle. Contact your Vehicle Supplier. See Table 2 for a vehicle size guide.
A: When a Volunteer Participant signs the Monthly Vanpool Report they are certifying that the information is true and correct. If Metro suspects a Volunteer Participant is submitting fraudulent Monthly Vanpool Reports we will refer those cases to our Office of Inspector General.
A: Metro is bound by the Federal standards for vanpools. The smallest eligible vanpool vehicle has seven belted positions. If your current vehicle does not meet the minimum comfort requirements of your passengers, contact your Vehicle Supplier. They may have other vehicle options that better meet your needs.
A: Yes. You are eligible to re-enroll once your existing account is completely closed out. Meaning all outstanding Monthly Vanpool Report and Audits have been accepted by Metro. No matter what, any vanpool terminated for low occupancy will be out of the Metro Vanpool Program for at least one month. See Re-enrollment for more details.
Questions about the Metro Vanpool Program Occupancy Policy can be addressed by Metro staff. Contact the Metro Vanpool Program at Help Desk 213.922.7003 or email@example.com .
Last updated October 2015