FACULTY AND STAFF PERMIT REGISTRATION AND AUTHORIZATION FORM

Table of Contents:

• Purpose:
• General Information:
• Exhibit and Instructions:
• Form Requirements:
  • Access GURU Forms:
    • Web-based Documents:
    • Converting From Web-Based Document to PDF Document:
  • Exceptions:
    • Combining PDF Documents:
  • Applying Digital IDs on PDFs (general instructions):
  • Applying Digital IDs When Document Contains Multiple Signatures:
• Number of Copies and Ultimate Distribution
• Where To Send Completed Forms
• Contact Information
• Cross References

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Purpose:

Every faculty/staff employee (regardless of shift or office location) wishing to use parking facilities at Penn State's University Park campus, including Innovation Park, must register their vehicle with Transportation Services and, while parked on campus, properly display an authorized parking permit. The Faculty and Staff Permit Registration and Authorization Form is used to register the vehicle and authorize payment via payroll deduction.

Non-University Park Penn State faculty/staff permits are only valid in Orange Open Staff Lots, Stadium West, Jordan East or Porter North during lot reservation hours.

All permits remain the property of PSU and must be returned upon request. Permits are specific to the employee and the vehicles (license plates) to which they are registered. Permits may not be transferred, sold or duplicated.

General Information:

Assignment to a parking area and issuance of a parking permit is made by the Parking Chairperson of the hiring college or department.

• The employee manages their vehicle information online (Manage Vehicle Information page of the Transportation Services website)
• The employee complete the "EMPLOYEE INFORMATION" and "AUTHORIZATION" sections of the Permit Registration and Authorization form and submits it to the Parking Chairperson of their hiring college or department
• The Parking Chairperson completes the "DEPARTMENT PARKING CHAIR" section and submits the form to Transportation Services
• Upon leave without pay, retirement, termination or at the request of Transportation Services, the parking permit is to be returned and the Permit Returned section is to be completed

See the Faculty and Staff Parking webpage for complete details.

Exhibit and Instructions:

To view document exhibits click on link below:

Faculty and Staff Permit Registration and Authorization Exhibit

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Associate Vice President for Budget and Finance). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected.

Access GURU Forms:

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, Microsoft Edge, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for examples, Nuance). It has been brought to the attention of the Office of Systems and Procedures that PDF forms do not function appropriately when accessed using Firefox and/or Microsoft Edge. In order to access any of the forms on GURU and have the fill-and-print functionality work properly, the end-user must access the GURU website using Google Chrome.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

Web-based Documents:

Clicking the form download icon on any of the form instruction pages on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see below), it will be necessary to convert these web-based documents to PDF documents (see Converting to PDF documents section).

Converting From Web-Based Document to PDF Document:

In order to have a version with all PDF capabilities enabled, click the Fill & Sign in Acrobat icon located in the upper right-hand corner of the screen. This icon must be clicked before entering any information. Clicking this icon opens an actual PDF version of the document. Complete this version and save the document in a location where you will be able to locate it.

If, upon opening the PDF in Google Chrome, the Fill & Sign in Acrobat icon does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension. Please visit Enable Adobe Acrobat extension for Google Chrome for instructions to enable Adobe Acrobat extension.

Exceptions:

Combining PDF Documents:

There may be times when it is necessary to combine multiple pdf documents into a single document for submission. In those instances, complete the following steps:

• Click on the appropriate form in GURU
• Complete the fill-and-print boxes on the web-based form
• Click the printer icon located in the upper right-hand corner of the screen
• Change Destination to Microsoft Print to PDF using the drop-down arrow
• Click Print at the bottom of that panel
• Enter a file name in the box at the bottom of the pop-up window and be sure to select a location where you will be able to relocate the document
• Click Save

Repeat this process for each document that will be combined:

• Now, open one of the completed pdf documents and on the far right select combine files
• Click Add Files and select the files to be combined
• Click Combine

Applying Digital IDs on PDFs (general instructions):

This form has the Digital ID (applying an electronic signature to the document) process enabled. If, upon opening the PDF in Google Chrome, the following does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension

Please visit the following for instructions to enable Adobe Acrobat extension:

Enable Adobe Acrobat extension for Google Chrome

Applying Digital IDs When Document Contains Multiple Signatures:

Complete all fill-and-print form fields before completing the signature process:

1. Open the Faculty and Staff Permit Registration and Authorization Form
2. Before entering any information, click the "Fill-and-Sign in Acrobat" (see above) icon or click the "fill-and-sign" option (looks like a pen nib) located on the right-hand column within Adobe Acrobat, or click "Tools" from the tool bar on the upper left-hand side of the screen and click "Open" under the Fill & Sign option
3. Complete all fill-and-print fields
4. Once the form is complete, click in the signature form field and either:
   • select your digital ID and click continue, or
   • create your digital ID, select your digital ID, and click continue
5. Review the information in the appearance box and click sign
6. You will be required to save a copy of the document (the digital signature is not applied until the form is saved)
   • the file name will contain the name "faculty-and-staff-permit-registration-and-authorization-form" in the file name field, insert your last name-first name-middle initial (no spaces and all lower case (i.e., -smith-mary-a) at the beginning of the file name (i.e., smith-mary-a-faculty-and-staff-permit-registration-and-authorization-form)
   • choose a location to save the file where you will be able to locate/retrieve this saved version
   • click save
7. Close the form version appearing on your screen
8. Open the version containing your last and first names saved in the previous steps
9. Verify that the digital ID appears on the document
10. Close the document
11. Submit the document by sending an email to the Department Parking Chairperson and attaching the saved copy

If you encounter any difficulties with this process, contact the GURU support staff by submitting a Technical Support Form request or by calling the tech support line at 814-863-8592.

Number of Copies and Ultimate Distribution:

Where to Send Completed Forms:

Employees registering for parking would email or deliver the completed form to their Parking Chair. The Parking Chair completes the top section of the form and emails the completed form to parking@psu.edu

Paper version is mailed to:

Transportation Services Office
1 Eisenhower Parking Deck
University Park, PA 16802

Contact Information:

For questions, additional detail, or to request changes to this form, contact Transportation Services.

Cross References:

• Policy AD35 University Archives and Records Management
• Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility

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(6/16/2021)