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ERH Toolkit
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Step 3: Create Systems to Provide
Rides |
Voucher and Reimbursement Forms
Most ERH programs issue vouchers to commuters so that paying for the ride
is hassle-free for employees. The commuter gives the voucher to the ride
provider (most often a taxi or rental car company) as payment. The ride
provider submits the voucher with a billing invoice for payment. Other
programs ask commuters to first pay for the entire ride out of pocket
and then apply for reimbursement.
Most ERH programs use vouchers that cover all, or almost all, of the
cost of the ride. Another benefit of using vouchers is that they provide
an easy way to track program data. Many employers use vouchers as a primary
means to track ride costs, number of rides per employee per year, number
of rides per vendor, distance of rides, etc.
Here are some other voucher and reimbursement options:
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Voucher covers a set dollar amount
or percentage of the fare. The commuter pays any fare over that
amount. |
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Commuter is reimbursed for 100% of
the ride, including a tip for the driver. |
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Commuter is reimbursed for a set dollar amount
per ride. |
Sample Vouchers and
Reimbursement Forms
Working with Ride Vendors
Here are some do’s and don’ts for working with ride vendors:
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Do specify if intermediate stops,
such as to a school or drugstore, are permitted. |
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Do state mileage, fare, or any other
limits for ERH services that the employee must observe. |
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Do request monthly or quarterly statements of
rides provided. Statements should include the name of the rider,
voucher number, ride destination, and fare amount. |
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Do be sure to notify the vendor if your voucher
or approval process changes. |
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Do audit your invoices and bills to make sure
vendors and commuters follow your program’s guidelines. |
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Don’t expect ride vendors to verify that
every ride and circumstance is eligible under your program guidelines. |
Sample Ride Vendor Contracts
Post-Ride
Evaluations and Annual Surveys
Post-ride evaluations and annual surveys are a great way to gather information
and feedback that can be used to fine-tune and improve your ERH programs.
They collect feedback that help gauge the response time of ride vendors,
the ease with which commuters can request rides, and commuters’
overall satisfaction with the service. This feedback is also important
for guaging the value the service provides to employees.
Sample Post-Ride
and Annual Surveys
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