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Metro Vanpool Program Policy

Metro Vanpool Program

Introduction

In this policy document, Metro outlines the methods, procedures, and rules governing the termination of the Metro Vanpool Program Agreement between Metro and the Volunteer Participant.  There are three entities that can initiate a vanpool termination:  the Volunteer Participant, Metro, or the Volunteer Participant’s vehicle Supplier.  Each of these is discussed in the Termination Classifications section.  We outline the termination steps in the Termination Process section.  See Appendix 1: Definition of Terms for a list of defined terms and acronyms used throughout this document.

Questions about the Metro Vanpool Program Termination Policy can be addressed by Metro staff.  Contact the Metro Vanpool Program Help Desk 213.922.7003 or vanpool@metro.net .

Table of Contents

Termination Classifications

Metro Vanpool Program Agreements may be terminated by the Volunteer Participant, Metro, or the Volunteer Participant’s vehicle Supplier.  We discuss each of the three agreement termination types below.

Volunteer Participant

Volunteer Participants can terminate their Metro Vanpool Program Agreement with Metro at any time for any reason.  If a Volunteer Participant leaves the vanpool and is no longer functioning as the primary driver or vehicle lease holder, he or she should notify Metro as soon as possible.

Metro requires no advance notice for termination.  Should a Volunteer Participant wish to terminate his or her agreement, notification to Metro may be sent by email stating three pieces of information: 1) his or her full name, 2) his or her Vehicle Number, and 3) the final Normal Commute Service Day of the vanpool (note, this is usually before the day the Supplier retrieves the vehicle).  See the definition Normal Commute Service in Appendix 1: Definition of Terms .

The last day the vanpool operates in Normal Commute Service will become the termination date.  In many cases the termination date will be the last day of the month.  If the termination date will not fall on the last day of the month, see the Partial Month Terminations section.

The Volunteer Participant will receive a confirmation by email from Metro acknowledging receipt of the request for termination to the Volunteer Participant’s email address of record.  If the Volunteer Participant does not have access to email, he or she may call the Metro Vanpool Help Desk for details on terminating his or her agreement with Metro.

Metro cannot terminate the lease between a Volunteer Participant and his or her vehicle Supplier.  Terms and conditions of vehicle Supplier lease termination vary among the approved Metro Vanpool Program vehicle Suppliers.  Contact your vehicle Supplier for details regarding their termination policy.  Terminating your agreement with Metro does not concurrently terminate your agreement with your vehicle Supplier.

Metro

Metro may terminate its agreement with a Volunteer Participant if the Volunteer Participant fails to meet his or her obligations required by the Participation Agreement and Participation Guidelines . Findings of termination may include, but are not limited to,

  1. a. Misrepresentation of vanpool operation and/or inappropriate use of the Program services;
  2. b. The operation of the vehicle becomes inconsistent with Program eligibility requirements;
  3. c. Failure to provide timely responses to reasonable requests for information such as, but not limited to, those listed in the Metro Vanpool Program Participation Guidelines;
  4. d. Failure to abide by this Agreement and/or the most current version of the Metro Vanpool Program Participation Guidelines, which can be modified from time to time with the latest version found at Participation Guidelines ; or
  5. e. Discontinuance of vanpool operation during the term of Agreement.

If Metro terminates a Volunteer Participant’s agreement the termination date will be the end of the last month for which Metro will, or has, accepted a complete and valid Monthly Vanpool Report.  For example, if a Volunteer Participant fails to submit a complete and valid report for October, the termination finding would be b. Failure to submit daily, monthly, and other scheduled records to Metro as required, and the termination date would be September 30.

Vehicle Supplier

A Volunteer Participant’s agreement with Metro may be terminated by the Volunteer Participant’s vehicle Supplier.  In order to terminate an agreement the Supplier must submit a complete and valid Metro Vanpool Program Supplier Update form.  The termination date is the final Normal Commute Service Day of the vanpool.  See the definition Normal Commute Service in Appendix 1: Definition of Terms .

The termination date is usually not the day the Supplier picks up the vehicle.  For example, if the Supplier picks up the vehicle on August 7, but the last day of Normal Commute Service was July 30 the termination date is July 30.

Prior to submitting the Supplier Update form, the Supplier shall contact the Volunteer Participant to confirm the last day of Normal Commute Service.  Often in Supplier-initiated terminations, the termination date will be the last day of the month.  If the termination date will not fall on the last day of the month see the Partial Month Terminations section.

Termination Process

Notification of Termination

For all types of termination, a formal notification will be sent via US mail approximately two business days prior to the termination date if Metro knows of the termination in advance.  Should Metro learn of a termination of agreement after the termination date, Metro will send notification as soon as possible.  Metro will send a copy of the termination letter to the vehicle Supplier within two weeks of the termination processing.  If termination findings require an adjustment to the termination date, a revised termination letter will be sent to the Volunteer Participant and the vehicle Supplier.

If a termination letter is returned as undeliverable to Metro for any reason, Metro will make every attempt to send the termination letter to the Volunteer Participant.  For example, Metro may reach out to the departing Volunteer Participant, his or her vehicle Supplier, or his or her employer for a current address.

If a Volunteer Participant receives a termination letter in error, or disputes the termination date, he or she is encouraged to contact the Help Desk immediately for additional review.

Partial Month Terminations

Metro will accept any day of the month as termination date.  Partial month terminations will receive a prorated subsidy.  (For more information on how to calculate the prorated subsidy, see Appendix 2: Partial Month Subsidy Calculation .)  When termination date falls within the first seven days of the month, Metro may contact the vehicle Supplier and the Volunteer Participant to 1) verify that the termination date will be a Normal Commute Service Day, and 2) confirm that the departing Volunteer Participant will submit a Monthly Vanpool Report for each day of Normal Commute Service.

Final Monthly Vanpool Report

To successfully closeout a terminated agreement and authorize any lease fare subsidy due, the Volunteer Participant is required to submit any and all Monthly Vanpool Reports due up to, and including, their termination date.  The final Monthly Vanpool Report must validate that the vanpool operated in Normal Commute Service on the termination date or the final regularly scheduled day of the month.  For example, if the termination date is Saturday, June 30 and the vanpool normally operated Monday to Thursday, the final day on the Monthly Vanpool Report would be Thursday, June 28.

  • Failure to Submit the Final Report
    If the Volunteer Participant fails to submit a complete and valid Monthly Vanpool Report for the final full or partial month of Normal Commute Service, Metro will revise the termination date to be the last day of the month for which Metro accepted a Monthly Vanpool Report from the Volunteer Participant.  For example, if the termination date is April 15 th the final Monthly Vanpool Report will be due by the third business day of May.  If Metro has not received a complete and valid Monthly Vanpool Report for April from the Volunteer Participant by collection close, Metro will revise the termination to be March 31.

  • Final Report Inconsistent with Termination Date
    If the final Monthly Vanpool Report acknowledges the final Normal Commute Service Day was earlier or later than the termination date, Metro reserves the right to revise the termination date accordingly.  Should Metro revise the termination date both the Volunteer Participant and the Volunteer Participant’s vehicle Supplier will be notified.  See Notification of Termination .

Audits

Should a Volunteer Participant be selected for an Audit on or before their termination date, Metro requires the Volunteer Participant to conduct the Audit.  The Audit should be conducted on the assigned date and in accordance to the Audit instructions.  The completed Audit must be returned by the third business day following the Audit date.

Contact Us

Questions about the Metro Vanpool Program Termination Policy can be addressed by Metro staff.  Contact the Metro Vanpool Program Help Desk 213.922.7003 or vanpool@metro.net .

Appendix 1: Definition of Terms

These are the definitions of the terms used in this document.

Term

Definition

Volunteer Participant

The primary driver or lease holder with whom Metro has executed a Metro Vanpool Program Participation Agreement to operate a vanpool in public service.

Supplier

The organization that rents or leases vanpool vehicles to qualified Volunteer Participants providing vehicle repair, maintenance, insurance, and lease fare collection.

Normal Commute Service Day

A day when a vanpool operates in both directions (to and from work) in commute service along its scheduled route, at its scheduled times, with more than one passenger.

Vehicle Number

This identification number comes from the vehicle Supplier.

Appendix 2: Partial Month Subsidy Calculation

If a termination date falls on any day during the month other than the last, the Volunteer Participant shall be entitled to a prorated subsidy for the month.  Metro uses a 30-day month to calculate the prorated subsidy amount.

Formula

This is the formula Metro uses to calculate the value of the partial month subsidy.

subsidy formula

Metro uses the formula above to calculate a prorated subsidy.  Use Table 1 below to find the percentage by which you can multiply your subsidy to calculate your approximate prorated subsidy amount.

Examples

Two examples of partial month subsidy calculations follow.

One, if a Volunteer Participant terminated her agreement effective February 6 th and she was entitled to a monthly subsidy of $380 her prorated subsidy would be $76 and calculated as follows:

example 1

Two, if a Volunteer Participant terminated his agreement effective December 27 th and he was entitled to a monthly subsidy of $400 his prorated subsidy would be $360 and calculated as follows:

example 2

Metro will always calculate the prorated subsidy as if the month has 30 days.  However, if termination date falls on the last day of month, the Volunteer Participant will be entitled to his or her full subsidy.

Table 1: Partial Month Subsidy Multiplier

If your termination
date falls on the…

Multiply your subsidy by this amount...

28-Day
Month

29-Day
Month

30-Day
Month

31-Day
Month

1 st 3.33% 3.33% 3.33% 3.33%
2 nd 6.67% 6.67% 6.67% 6.67%
3 rd 10.00% 10.00% 10.00% 10.00%
4 th 13.33% 13.33% 13.33% 13.33%
5 th 16.67% 16.67% 16.67% 16.67%
6 th 20.00% 20.00% 20.00% 20.00%
7 th 23.33% 23.33% 23.33% 23.33%
8 th 26.67% 26.67% 26.67% 26.67%
9 th 30.00% 30.00% 30.00% 30.00%
10 th 33.33% 33.33% 33.33% 33.33%
11 th 36.67% 36.67% 36.67% 36.67%
12 th 40.00% 40.00% 40.00% 40.00%
13 th 43.33% 43.33% 43.33% 43.33%
14 th 46.67% 46.67% 46.67% 46.67%
15 th 50.00% 50.00% 50.00% 50.00%
16 th 53.33% 53.33% 53.33% 53.33%
17 th 56.67% 56.67% 56.67% 56.67%
18 th 60.00% 60.00% 60.00% 60.00%
19 th 63.33% 63.33% 63.33% 63.33%
20 th 66.67% 66.67% 66.67% 66.67%
21 st 70.00% 70.00% 70.00% 70.00%
22 nd 73.33% 73.33% 73.33% 73.33%
23 rd 76.67% 76.67% 76.67% 76.67%
24 th 80.00% 80.00% 80.00% 80.00%
25 th 83.33% 83.33% 83.33% 83.33%
26 th 86.67% 86.67% 86.67% 86.67%
27 th 90.00% 90.00% 90.00% 90.00%
28 th 100.00% 93.33% 93.33% 93.33%
29 th 100.00% 96.67% 96.67%
30 th 100.00% 100.00%
31 st 100.00%

Last updated February 2016

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