Systems and Procedures
A Division of The Corporate Controller's Office
IN

Procedure BS2014 - Parking Violation Issuing and Collection

Auxiliary & Business Service - Transportation Services

Policy Steward facilitating procedure: Associate Vice President for Auxiliary & Business Services

Table of Contents:


GENERAL:

At University Park, vehicles not registered and parked in reserved University parking areas, and any registered vehicle in violation of any provision contained in the Policy BS04 - Student Parking Rules and Regulations; Policy BS03 - Faculty and Staff Parking Rules and Regulations; Policy BS05 - Visitor, Contractor and Service Parking Rules, Regulations, and Information and Policy SY16 Regulations for Bicycles / Mopeds / Skateboards /Scooters / In-Line Skates / Roller Skates will be issued a Parking Violation Notice (Exhibit "A").

The Parking Office utilizes computerized hand held ticket writers and pre-numbered parking ticket booklets. The Parking Office orders the Parking Violation Notice booklets on an as needed basis, receives them, checks them against the receiving report (NOTE: The Receiving Report was made obsolete as of 8/27/2014. This document will be corrected after further review. See eBuy for current procedures), and notes any discrepancies.

The Parking Office stores and assigns the booklets to Police Services Officers by recording the numeric sequence of the parking violation notice booklets. The computerized hand held ticket writers are assigned to the Police Officers from The Parking Office.

The Parking Office is responsible for ticket accountability and maintains a control log which identifies the numeric sequence of the booklets and their status (e.g., assigned to Police Services Officer).

Penalties not paid or appealed within the specified time period are considered past due and penalties and/or collection procedures (e.g., holds on students' records) will be pursued.

Violations can either be administrative or regulatory:

The Parking Office utilizes a mainframe computer system which details transactions, including the parking violations and payment receipts. In the event of system failure, the Parking Office issues hand written receipts to customers who have their copy of their parking ticket. When the system is back on line, the data is entered.

PROCEDURE:

When a violation is incurred, a Parking Violation Notice (Exhibit "A") is prepared. If the Officer is using a computerized hand held ticket writer, the original Parking Violation Notice is given to the violator or attached to the vehicle. For Parking Violation Notices issued from the booklets, the copy is given to the violator or attached to the vehicle. For voided notices, the Officer marks the word "VOID" across the face of all copies of the notice. The original Parking Violation Notice issued from the booklets and all voided parking violation notices are returned to a locked box upon completion of the work day.

The Parking Violation Notices issued by the hand held ticket writers are downloaded into the computer system. An error report and an audit report are generated based on the downloaded information. The error report indicates any discrepancies between the downloaded information and the mainframe database information. The audit report details information for each hand held ticket writer for all Parking Violation Notices that were issued, including warnings, voids, etc.

All Parking Violation Notices issued from the booklets are keyed into the Parking Office's mainframe computer system, and filed in numerical order.

The time periods for payment of parking violations or filing appeals, and the penalty amounts for non-compliance are listed in Appendix 22 of the General Forms Usage Guide (NOTE: Appendix 22 has been retired. This information will be updated during the review process).

PAYMENT:

The Parking Violation Notice may be paid to a teller in the Parking Office, or mailed to 1 Eisenhower Parking Deck.

Each Parking Office teller is responsible for their assigned cash drawer. At the beginning of each shift, each teller logs into the computer system with his/her own unique PK number and password.

When the violation is paid, the payee's license number, Social Security number, or the permit number is keyed into the computer on the Ticket Disposition - Initial Screen (Exhibit "B"). Based on the keyed information, the parking violation information is displayed on the Ticket Disposition - Payment Screen (Exhibit "C"). If the status of the ticket is changed, (see Appealed Parking Violation section) the Ticket Disposition - Change (Exhibit "D")in Status screen is displayed.

If a parking violation notice is paid prior to its being initially entered into the system, the teller can process the payment based on the information that is available on the Parking Violation Notice on the Non-Posted Ticket Screen (Exhibit "E").

A receipt (Exhibit "F") is generated for all payments. If the payment is received in person, the violator receives the copy of the receipt. If payment is by mail, and a receipt is requested, the Parking Office will mail the copy of the receipt to the violator. Otherwise, the violator's canceled check serves as the receipt. The original receipt is placed in the teller's drawer for reconciliation. All checks must be restrictively endorsed immediately upon receipt per Policy FN01.

When payment has not been received within three business days, the Parking Office forwards a Parking Violation Reminder Notice (Exhibit "G") to the violator. For all violations, the violator has 20 days from the date of the notice to file an appeal or 30 days to remit payment.

When an administrative violation is not paid within 45 days from date of issue, the Parking Office processes a Traffic Citation (Exhibit "H") with the District Justice. However, in some circumstances the time period can exceed 45 days. The disposal of District Justice's Traffic Citation is not within the scope of this procedure since payment must be made directly to the District Justice.

When a regulatory violation is not paid within the 30 days, and the violator is a University employee, the Parking Office sends a Payroll Deduction Notification (Exhibit "I") to the employee informing them of the amount of the parking violation and penalty that will be deducted from his/her next pay check. The names and amounts are forwarded to Accounting Operations for the payroll deductions for the next computer run. The deductions are indicated on the check stubs and earnings statements of these employees.

When the regulatory violation is not paid within the 30 days, and the violator is a University student, the Parking Office sends a Student Hold Notification (Exhibit "J") to the student informing him/her that a hold is placed on his/her registration, transcript, and possibly on his/her diploma. The names are forwarded to the Bursar.

APPEALED PARKING VIOLATION:

Final disposition of all verbal appeals must be approved by the Parking Office management (Director, Manager, or Office Manager).

All Appeal Guidelines (Exhibit "K") that have been approved by the Parking Office and the Parking Appeals Committee are documented and maintained in the Parking Office and available for review by the University Auditing Department.

All appeals which fall under the Appeal Guidelines result in the Parking Violation being canceled or reduced to a warning by the Parking Office.

Written

Parking Violations that are appealed in writing are forwarded to the University Parking Office. If the appeal does not fall under the guidelines, they are forwarded to the University Parking Appeals Committee and held in suspense until resolved.

When the Parking Appeals Committee reaches a decision, the Parking Office completes and forwards a Notice of Parking Violation Appeal Decision (Exhibit "L" - violation stands but penalty suspended; or Exhibit "M" - violation upheld). Other decisions are possible (e.g., warnings, cancels, and reductions), but are not exhibited. A copy of the Decision is retained and filed in alphabetical order.

If a faculty/staff employee desires to appeal the appealed adverse decision, he/she may request to present a second appeal in person. The Parking Office notifies him/her of the time and date of the hearing. The decision of the second appeal is recorded on the Appeal form and filed in alphabetical order.

Verbal

All verbal appeals that result in the Parking Violation being canceled or reduced to a warning and do not fall under the guidelines must have the signature of the Parking Office Teller and the signature of the Parking Office Management (Director, Manager, or Office Manager), or a member of the Parking Office "Ticket Team".

Appealed decisions made by the Parking Office Office Manager or the Ticket Team are subject to review (at least quarterly) by the Parking Office Manager or the Director.

If the ticket originated from the booklets, the status (e.g., canceled, warning) and the approval signatures must be documented on the Parking Office's copy of the ticket. If the ticket originated from the hand-held ticket writers, a screen print is generated from the computer system, which documents the status and the approval signatures.

All parking violation notices that have been canceled or reduced to a warning based on the verbal appeal process are retained in the Parking Office and filed by ticket number.

RECORDING AND DEPOSITING

Recording

At the end of the work shift, each teller removes his/her cash drawer and counts the monies. The total amount of cash, checks, and refunds are recorded on the Daily Income Report (Exhibit "N"). All refunds (if any) are processed. All monies (except the change fund), and the daily income report are placed in the bag, and the bag is locked and placed in a safe. They key for the locked money bag is maintained in the Parking Office Teller's assigned locked cash drawer. Only the University Safety's Office of Administration Services has access to the safe contents.

Depositing

Using the University Safety Office of Administrative Services' key for the locked bag, all monies are recounted and deposited according to University Policy FN01. The total monies are recorded on a bank deposit slip, secured in a deposit bag, and placed in a safe until deposited.

The deposit is made according to Procedure CR2005 - Depositing Cash Revenues. All monies are transferred in a secured deposit bag according to Procedure CR2004- Accountability for Transfer of Items of Value (except equipment).

REPORTING

A Report of Cash Receipts (ROCR) is prepared and processed. The ROCR document number is recorded on the deposit slip.

RECONCILIATION

A Cash Flow Report (Exhibit "O"), is generated from the computer system which details all transactions for all PK numbers. It is essential that there is a clean cut-off when the cash flow report is generated. The Cash Flow Report is compared to each Daily Income Report. The information from the Cash Flow Report and the Daily Income Report is summarized on a ledger (not exhibited) which details the different types of receipts (e.g., student permits, parking violations, etc.).

The Daily Income Report and the carbon of the validated deposit slip are attached to the screen print of the ROCR and filed by date. The ledgers are filed by date.

The Parking Office periodically (at least monthly) verifies that the control log used by Police Services Officers when signing out Parking Violation Notice booklets agrees with the tickets issued in the parking system.

The Parking Office maintains an inventory of remaining tickets (including numerical sequence), and periodically (at least monthly) reconciles the status of the tickets with the tickets that were issued.

The Parking Office has the responsibility for accountability of the Parking Violation Notices, and shall maintain a recording showing: the notices that have been received and paid when due; notices sent to Payroll Department for deduction from the employee's pay check; notices sent to the Bursar to place holds on the student records; notices sent to the District Magistrate; notices that have been appealed and the disposition of the appeals, and notices which have been voided and retained.

The Director of the Parking Office conducts a trend analysis (at least quarterly) of revenue received from tickets with tickets issued compared with the previous year's history.

Monthly, University "Central Accounting" Monthly Budget Reports are examined and initialed by the Parking Office Office Manager to ascertain that the proper department accounts were credited with the income.

On a periodic basis (at least once a year), the Financial Officer or his designee reviews the reconciliations conducted by the University Safety Office of Administrative Services to ensure that related sets of financial documents balance, and thus, test the integrity of the local record keeping system.

The Payroll Department will maintain a record of all penalties which have been deducted from employee's pay checks.

The Bursar will maintain a record of all holds placed on students' transcripts, registrations, and/or diplomas.

PROCESSING RETURNED CHECKS

See Procedure CR2002 - Processing Returned Checks.

AUDIT COORDINATION - FINANCIAL AND PROCEDURAL

The Financial Officer is responsible for ensuring that procedures pertaining to the accountability and safeguarding of all cash receipts, cash funds, and other assets are established and followed in accordance with approved University policies and procedures. Regular audits relating to advances, cash, travel, equipment accountability, and other expenditures provide a means to protect University assets. The Financial Officer is responsible for working with Internal Audit when audits are being performed in the administrative area, as well as performing an annual audit that is submitted to the Assistant Controller.

RECORD RETENTION, DISPOSITION AND DESTRUCTION:

Record retention must be managed in accordance with Policy AD35 - University Archives and Records Management, and records schedules approved by the Records Management Advisory Committee, Office of General Counsel, and Office of the President. These retention requirements are the University's retention criteria, either derived or based upon federal, state, and local statute or regulations, industry standards, and business needs. Retention beyond recommended time periods require justifiable reasons and warrant review by the Records Management Officer or designee. All documents must be maintained in such a manner so as to provide ease of access for review, and to provide a suitable audit trail for all transactions.

Upon expiration of a stated period of time, documents must be discarded and/or destroyed, unless permission is granted by Records Management Officer or designee to retain the records. Archival records created more than 20 years prior to the current date must be reviewed before destruction. Units should also contact the University Archivist before discarding any document which may be of permanent or historical value to the University. To safeguard the privacy of individuals, documents that contain salary information, personally identifiable information (PII), or student records must also be shredded. See Policy AD53 - Privacy Policy and AD22 - Health Insurance Portability and Accountability Act for additional information regarding privacy and the protection of an individual's personal information. For documents that must be shredded, departments may arrange for Blue Bag service by contacting the Blue/White Shredding Program of the Office of Physical Plant. Exceptions to the practice are as follows:

Additional questions may be directed to the University Archivist or the Records Management Officer.

EXHIBITS:

CONTACT INFORMATION:

For questions, additional detail, or to request changes to this procedure, please contact the Financial Officer, F&B Business Operations.

CROSS REFERENCES:


Procedure Status:

Date Approved: 11/2/1993

Most recent changes:

Revision History (and effective dates:)