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Billing Information

Ticket to Ride (TTR) vanpool participants are billed individually each month.  The monthly fare is calculated using the following factors and formulas:

Maintenance Fee = Monthly Mileage x $0.21
Insurance Fee = $150.00
Fuel Expense = Fuel Expensed by Driver using Fleet Card

Total Operating Costs = Maintenance Fee + Insurance Fee + Fuel Expenses

Monthly Fare per Passenger = Total Operating Costs ÷ Number of Passengers

The Maintenance Fee is calculated using the Monthly Mileage Log that the vanpool driver turns in to Ticket to Ride at the end of each month.  On the Mileage Log, the driver writes down the beginning and ending odometer daily, and at the end of the month the total vanpool miles are calculated.  The total vanpool mileage is multiplied by $0.21.  The maintenance fees collected cover all the van’s maintenance expenses including oil changes, wiper blades, tires, repairs, etc.

The Insurance Fee is a flat fee of $150.00 per van per month. 

Drivers complete a Fleet Card Purchase Report each month which lists all the fuel and oil expenses charged to the vanpool’s fleet card.  The Fleet Card Purchase report and the invoice received from the fleet card company are then compared to make sure all expenses are listed.  TTR staff will make adjustments, if needed, and the Fuel Expenses are calculated.

The Number of Passengers is determined by comparing the monthly Vanpool Roster that is completed by the vanpool driver and the membership data that TTR office maintains.  It is imperative that drivers keep accurate rosters in order to receive accurate billing.  Drivers that drive 75% or more of the commuting days each month are considered primary drivers and are not included in the passenger count. 

If a primary driver goes on vacation and they will not be driving 75% of the commuting days for the month, they must notify the TTR billing office at 502-267-5400 (extension 103) in advance of their vacation and TTR will not bill the primary driver.  If TTR does not receive notice in advance, the primary driver will be considered a passenger and will be billed for the days he/she did not drive.

Alternate drivers receive driver credit for the days they drive.  If a vanpool does not have a primary driver but several drivers share the drive, everyone is included in the passenger count.

Driver credit is calculated by multiplying the number of days driven by the cost per day.  The cost per day is calculated by dividing the monthly fare by the number of operating days.  For example, if the monthly fare equals $80 and the number of days driven was 5 out of 20, then the driver credit is $80 ÷ 20 days = $4.00 cost per day and $4.00 x 5 days driven = $20.00 driver credit.

SUBSIDIES
Subject to the availability of funding, Ticket to Ride will provide subsidies to encourage new vanpool start-ups and to support a vanpool that has temporarily lost riders.  The following are TTR subsidy guidelines:

For new vanpools:
Vanpools must begin with a minimum of 7 people, including the primary and alternate driver.  During the first 3 months of operation, the driver and passengers are responsible for recruiting additional passengers. 

For existing vanpools:
After the first three months of operation, Ticket to Ride may offer up to four subsidies per twelve-month period per van.
Each subsidy is equal to one passenger’s monthly fare.
Ticket to Ride may offer a discounted fare for one month to a potential passenger as an incentive to join a vanpool. 

Drivers must note on their monthly roster if they would like to use a subsidy, and if so, how many. 

MEMBERSHIP TERM
Membership is month to month and members must give a 30-day notice to their vanpool driver and TTR when they plan to cancel.  If an employer is providing a subsidy or voucher for your fare, you must also notify your employer.  To cancel your membership, you must complete a memberhip cancellation notice and fax it to TTR at 502-266-6032.  You will be counted as a passenger for 30 days from the date your service cancellation is received and will be responsible for the corresponding fare.  Vanpool groups may waive a 30-day notice if they have someone on a waiting list or there are extenuating circumstances and the group votes to approve the waiver.   TTR will not waive a 30-day notice without permission from the vanpool group.

MEMBERSHIP DEPOSIT
There is a $75 deposit to join and this must be paid prior to joining the vanpool.  When you cancel your vanpool membership and all fares have been paid in full, the $75 will be refunded to you.   

TERMINATION FOR NON-PAYMENT
The monthly vanpool fare should be paid in full each month.  For any vanpool passenger whose account becomes two months in arrears, their membership will be terminated.  Before a terminated passenger can be reinstated, he/she must pay their account balance in full, a $75 deposit (rejoining fee), plus $25 per month for each late month. 

For participants that receive vouchers from their employers, the deposit and late fees cannot be paid for with vouchers.  This must be paid for by personal check, cash or money order.

A vanpool group does have the option to fill a terminated passenger’s seat if they find a replacement rider before the terminated passenger’s account becomes current.