OAR 125-090-0132: Carpool/Vanpool Incentives

(1) When capitalized in these rules: (a) “Carpool” means a registered group of an eligible State Employee and one or more employed others who use a ride-sharing arrangement to commute to work together in a Carpool area no fewer than 3 days of a 5-day work week. Any other alternative work schedule needs to be approved by DAS. For the purposes of OAR 125-090-0132, a “Vanpool” qualifies as and has the same meaning as “Carpool” (b) “Carpool Area” means any one of these qualifying Carpool areas: (A) “Downtown Eugene Area” means the area within the City of Eugene bounded by Third Street on the north, Fairmount Street on the east, 24th Street on the south and Washington Street on the west. (B) “Downtown Portland Area” means the area within the City of Portland bounded by Hoyt Street on the north, the Willamette River on the east and I-405 on the south and west. (C) “Lloyd District Area” means the area within the City of Portland bounded by Broadway on the north, N.E. 16th on the east, I-84 on the south and Martin Luther King Jr. Blvd. on the west. (D) “Salem Area” means the area within the City of Salem bounded by Market Street on the north, 17th Street on the east, Mission Street on the south and the Willamette River on the west. The Capitol Mall Parking Area is in the Salem Area. (c) “Member” means a registered member of a Carpool. (d) “Primary Participant” means the State Employee Member with responsibility for certifying Membership in a Carpool and paying the charge for the monthly Permit for the Carpool. (e) “Workday” – The State of Oregon official HR system of record. (2) To encourage participation in Carpools, DAS may offer priority parking space assignments and Carpool reductions to the base rate established in the Schedule of Base Rates and Charges. Such incentive reductions will be based upon the number of Members in each Carpool. Carpool incentive reductions are available only to full time parking Primary Members. Any variation will need to be approved by DAS. (3) A Member may not obtain a Motorcycle Permit while registered in a Carpool. (4) A State Employee must complete an application and a State payroll deduction authorization for the applicable amount stated in OAR 125-090-0065 to obtain a monthly Permit at a Carpool rate. In addition to providing any information required in the application form prescribed by DAS, an Applicant shall provide: (a) The license plate number, year, make, and model of all Motor Vehicles participating in the Carpool, and provide all of the following information for each Member. Each Carpool Member is limited to 2 registered Motor Vehicles. No duplicate license plates are allowed: (b) Name of Primary Participant and all Members in the Carpool. (c) Work e-mail, work phone number and primary work address has listed in Workday (State Employees). If the Member is a non-State Employee, they must fill out the Carpool Rider - Non-State form and provide all pertinent information; (d) All Members must provide a handwritten signature or certified electronic signature on the application and semi-annual recertification; (5) While in a Carpool, a Member may not: (a) Register concurrently in any other Carpool or; (b) Participate in a Smart Commuter Program; (c) Lease concurrently a parking space in any other public or private Parking facility. (6) DAS will issue only one Permit number per Carpool, which number is transferable among the Member Motor vehicles. The monthly Permit authorizes Carpool Parking in an assigned space or an unreserved space in an assigned Parking Facility. Where a physical Permit is required, it must be hanging from the rear-view mirror (or vehicle dashboard) facing out and clearly visible displayed in a Carpool Motor Vehicle Parked at a Parking Facility. (7) Carpool certifications under this section expire on the last day of each semi-annual period. DAS will not renew a monthly Permit with a Carpool incentive reduction until DAS receives the required recertification. (8) In order to qualify for an incentive reduction; (a) A Carpool must Include at a minimum two Members, at least one of which must be a State Employee in the State payroll system, and all of which must work within the Salem Area, the Downtown Eugene Area, the Lloyd District, or the Downtown Portland Area; and (b) A Van Pool must include at a minimum 6 Members, at least one of which must be a State Employee in the State payroll system, and all of which must work within the Salem Area, the Downtown Eugene Area, the Lloyd District, or the Downtown Portland Area; (c) Certify semi-annually in Writing to DAS the composition of the Carpool. Carpool incentive reductions are available only to full time Parking Members. Any variation will need to be approved by DAS. DAS will notify the Primary Participant when recertification is required. (d) The Primary Participant is responsible for completion of all required renewal documents and returning these documents to DAS within the timeframe specified in the recertification notification. Failure to comply will result in rescinding of the Carpool certification and the Carpool incentive reduction to the Primary Participant. If the Carpool seeks to recertify after the specified renewal timeframe, the start date of the Carpool will be reset to the date when the documentation was submitted. (9) DAS will register the Carpool in the name of the Primary Participant who will receive a Carpool incentive reduction on the monthly Permit. (10) The Primary Participant is responsible to report any changes to the Members and Motor Vehicles in the Carpool to DAS in Writing immediately – no later than the next business/work day. Members added or removed from the Carpool before the fifteenth of the month will affect the Carpool rate for that month. Members added or removed from the Carpool after the fifteenth of the month will affect the Carpool rate for the following month. (11) A Carpool or Parking space assignment may be transferred within the Carpool from the Primary Participant to another State Employee Member who has been a member of the Carpool for a minimum of six months, so long as the group continues to meet the conditions outlined in section (5) of this rule. The new Primary Participant must submit in Writing to DAS the composition of the Carpool membership at the time the Parking Permit is transferred. The Members must complete the process in section (4) of this rule. (12) A Permit for a Carpool authorizes Parking for only one Motor Vehicle in the Carpool Area at any time. A Permit for a Carpool is valid only in the Motor Vehicle where it is displayed and only for the Motor Vehicles registered to the Carpool. Carpool Members violate this rule if more than one Motor Vehicle uses or attempts to use the same Permit in the qualifying Carpool Area at the same time. (13) DAS limits to six, in any ninety-day period, the number of times a Carpool may call in to be authorized by Motor Vehicle license to Park without displaying the Permit. An authorization by DAS to Park without displaying a Permit is invalid if the numbered Permit for the Carpool is found displayed at the same time in another Motor Vehicle in the Carpool Area. The Carpool Member who is NOT displaying the Permit will be subject to citation. (14) Subject to the discretion of DAS, which considers such factors as the wait list: (a) A Parking Facility assignment or a reserved Parking space assigned to a Primary Participant in a Carpool may be retained by or transferred to an individual State Employee Member of the Carpool at the non-Carpool rate if that Member has been a member of the Carpool for at least the two immediately preceding years, and no other transfer of the Parking Facility assignment or assigned reserved Parking space is requested by any other Member of the Carpool. (b) DAS will give priority among two or more requesting eligible Members in the following order to the Member who: (A) Was the current Primary Participant of the Carpool; (B) Has been a continuous member of the Carpool for the longest time (Carpool start date); or (C) Holds the earliest Hire Date in Workday. (c) When a member is absent from the Carpool due to approved leave, the leave time will count toward the total amount of time for participation in the Carpool. (d) If a Carpool member leaves the Carpool for any reason, the Primary Participant has one month from the date of notification to DAS to find another participating member. If the Primary Participant leaves the Carpool, section (8) of this rule applies. If a new Member cannot be found within the one-month period, in the case of a two-person Carpool, the space will be rescinded if section (11) does not apply. In the case of a multiple Member Carpool, the Carpool incentive will be reduced accordingly. (15) DAS shall review the incentives available for Carpools from time to time, and DAS may adjust the incentives and provide additional incentives to encourage the use of Carpools. The Carpool incentive reductions are in the Schedule of Base Rates and Charges. (16) DAS may deny renewal of or cancel Carpool Parking authorization for violation of this rule. Under OAR 125-090-0155, DAS may cite and prosecute each Member for any violation of these rules. (17) The Carpool time requirement starts over when the Parking assignment is changed to a new location or when the recertification request was received more than 1 month past the recertification deadline. (18) Carpool Parking received due to the Primary Participant using an ADA placard will not be transferred to the Members. (19) Any variation may be considered by the Manager.