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Documents for Download

Document Title Type Description
Emergency Ride Home Reimbursement Form
Emergency Ride Home

Print & complete this document within 14 days of utilizing an Emergency Ride Home to receive a full reimbursement of your taxi, transit, or transportation network company ride (such as Lyft or uber). You must be registered with us as a carpool, vanpool, bikepool, or transit user to enjoy the ERH benefit.  

Vanpool Complaint
Vanpool Safety & Security

In the unfortunate event you need to submit a complaint involving an Every Commute Counts vehicle and/or driver, please complete and submit this form. You can email it to safety@everycommutecounts.org.  

Vanpool Driver Vacation & Leave Form
Vanpool Driver Forms

Please complete and submit this form if you are the primary driver (drive 75% or more of the time), and are going on vacation or leave in order to not be charged as a passenger for the month.  

Vanpool Guide
Vanpool - General

This document is referenced in the Membership & Driver Terms and Conditions. It explains the operations, policies, and other information concerning the Ticket to Ride Vanpool Program. 

Vanpool Member & Driver Agreement
Vanpool Membership & Cancellation

Complete this form to join a new or existing vanpool, to update your member information (such as address or telephone number), or to apply to become a vanpool driver after you've become a vanpool member.  You may save it as a PDF and email it to info@everycommutecounts.org, or print it and complete it, and then scan, email, fax (502.266.6032), or mail it to us at KIPDA, Every Commute Counts, 11520 Commonwealth Drive, Louisville, Kentucky, 40299.   

Vanpool Member Cancellation Form
Vanpool Membership & Cancellation

If you are cancelling your vanpool membership or switching from one vanpool to another, please complete and submit this form fifteen (15) or more days prior to your last day of riding with your current vanpool.  You may complete it and email it info@everycommutecounts.org, fax it to us at 502.266.6032, or mail it to us at KIPDA, Every Commute Counts, 11520 Commonwealth Drive, Louisville, Kentucky,  40299.   

Vanpool Monthly Fleet Card & Oil Purchase Report
Vanpool Required Monthly Paperwork

REQUIRED FOR MONTHLY VANPOOL REPORTING.

Complete this form each month for all fuel and oil purchases using either the Fleet card issued and/or the Valvoline account. When emailing the form, please send it to billing@everycommutecounts.org.  Attach a scan of all of the receipts in addition to the completed form.   

Vanpool Monthly Mileage Log & Vehicle Assignment
Vanpool Required Monthly Paperwork

REQUIRED FOR MONTHLY VANPOOL REPORTING.

Print & use this form to track monthly mileage and vehicle assignment. Then input the info electronically by logging on to www.everycommutecounts.org. 

Vanpool Monthly Non-Revenue Trips Log
Vanpool Required Monthly Paperwork

REQUIRED FOR MONTHLY VANPOOL REPORTING.

Print & use this form to track the van assignment, mileage, and trip purpose for any non-revenue trips. Non-revenue trips are any trips using the van outside of commute trips, such as for fueling, oil changes, and/or personal miles. 

Vanpool Monthly Ridership & Driver Log
Vanpool Required Monthly Paperwork

REQUIRED FOR MONTHLY VANPOOL REPORTING.

Print & use this form to track vanpool ridership and drivers for each month. This is the SINGLE PAGE version. 

Vanpool Monthly Ridership & Driver Log
Vanpool Required Monthly Paperwork

REQUIRED FOR MONTHLY VANPOOL REPORTING.

Use this form to help track ridership and drivers for each month. This is a weekly version that contains five pages (one for each week) for each month. 

Vanpool Vehicle Service Request
Vanpool Safety & Security

Please complete and email this form to maintenance@everycommutecounts.org to inform us of any vanpool non-emergency maintenance issues.  If there is an immediate need for maintenance, please call our maintenance number at 502-475-2196.

Vanpool-Related Expense Report
Vanpool Required Monthly Paperwork

 AS NEEDED FOR MONTHLY VANPOOL REPORTING.

This form is optional for monthly vanpool reporting becuase it only needs to be used when expenses are made out of pocket (not made using the fleet card or Valvoline account) by a vanpool member and that person needs to be reimbursed.  This may include getting the van washed, getting a tire repaired, purchasing fuel using a personal means of payment because the fleet card was not cooperating or had been lost or stolen, etc. It must be completed and mailed to Every Commute Counts with the original receipts, so please make a copy of the receipts for your records.