PROCEDURE BS2015 - FACULTY/STAFF PARKING PERMITS - UNIVERSITY PARK
Systems and Procedures
A Division of The Corporate Controller's Office
IN

Procedure BS2015 - Faculty/Staff Parking Permits - University Park

Auxiliary & Business Services - Transportation Services

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

Table of Contents:


GENERAL:

Employees and affiliates (hereafter referred to as Employees) wishing to park at the University Park Campus of Penn State must pay a parking registration fee for such a privilege.

Changes to existing fees, as well as the creation of additional parking fees, must have the approval of the University's Corporate Controller. A listing of current fees, with evidence of the concurrence of the Corporate Controller, must be retained by the Parking Office and available for review by the University Auditing Department and other authorized individuals.

Qualifications of a particular applicant to obtain any permit are subject to the review and decision of the University Parking Office. Any descriptions regarding the use of a particular permit in this procedure are intended to provide a general understanding and should not be construed as the official guidelines by which these permits are issued. Contact the Parking Office for official definitions of use.

Parking permit revenues are credited to Budget 06-033-62 (University Parking), Fund 1003 (Fees Income), Object Code 029 (Other fees).

For other parking permit procedures, refer to procedure Service, Visitor, Contractor, and Evening Parking Permits - University Park , #SY2002, and procedure Student Parking Permits - University Park , #SY2006.

Refer to published University Parking Office regulations as well as SY15 in the University Policy Manual.

PROCEDURE:

DESIGN, PRINTING, AND INVENTORY CONTROL OF PERMITS

Generic design features of a Permit include:

The University Parking Manager is ultimately responsible for coordinating the printing of these permits and controlling their numeric series.

Upon receipt of the permits from a vendor, the shipment is carefully examined. Beginning and ending control numbers, as well as any missing numbers, are noted on the related shipping (or order) documents. Copies of all shipping and order documents are retained by the Parking Office for the period stated in the "Retention" section of this procedure.

Since permits are "cash-equivalent" in nature, they must be safeguarded the same as cash in storage and use.

ISSUING PERMITS

Each University department has a Parking Chairperson who is the Parking Office's authorized representative. The Parking Office assigns permits to each Parking Chairperson, who then issues the permits to their respective department's employees according to their respective department's established criteria. All employees must complete the Parking Registration forms. The Parking Chairperson forwards the carbon of the completed form(s) to the Parking Office.

Annually, the Parking Chairperson completes a report which details the status (e.g., issued, returned, etc.) of the permits that were assigned to them, and submits it to the Parking Office. The Parking Office conducts spot audits of each Parking Chairpersons records.

METHODS OF PAYMENT

Payroll Deduction

Employees indicate their authorization for the parking fee to be deducted from their salary on the Parking Registration forms.

The Parking Office Staff Assistant updates the Parking information system by retrieving the Functions For Permits screen ( Exhibit "A" )and requesting the appropriate function - 04 Assign Permit. The Assign Permit screen ( Exhibit "B" ) is displayed which lists all the details requiring entry for that permit.

Monthly, Accounting Operations forwards a report to the Parking Office which details the names of the employees as well as the dollar amount that was deducted through payroll deduction.

IDT

( NOTE: IDT is no longer valid and will be corrected when this procedure is updated. The IDT has been replaced by IDCC in IBIS.)

University departments desiring to purchase permits for their department (e.g., floaters) forward the request/payment on a completed IDT/IDCC to the Parking Office. The Parking Office sends the permit(s) to the requesting department. The permit information is entered into the Parking Office's computer system using the Assignment Permit screen as described above.

Prepaid

An employee electing to pay the parking fee on a prepaid basis, with the options being annually, semi-annually, or quarterly, must complete the Parking Registration forms as noted above. The permit is issued as stated above using the Assign Permit screen.

Monthly, the Parking Office Staff Assistant prints the Faculty/Staff Expired Permits report ( Exhibit "C" ), which identifies those permits that will expire at the end of that month. The Parking office sends a letter ( Exhibit "D" ) to each employee on the report with instructions for payment.

Payments for prepaid permits may be paid to a teller in the Parking Office, mailed to 1 Eisenhower Parking Deck, submitted to their Parking Chairperson or Financial Officer. Cash and checks are accepted as payment for permits. Whenever checks are received, they must be immediately restrictively endorsed according to the instructions in Policy FN01 of the University Policy Manual. Payments received by the Parking Chairperson or Financial Officers are forwarded to the Parking Office.

When payment is received, the Parking Office Teller completes the Permit Teller Extension screen ( Exhibit "E" ), thereby updating the Parking Office's computer system.

Five to Six weeks after the expiration date of the permits, the Parking Office Staff Assistant verifies that payment was received from the employees on the report. The Parking Office follows collection procedures (e.g., notification via certified mail, voiding the permit, etc.) for employees who have not remitted payment.

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. All monies, except the change fund and the Daily Income Report ( Exhibit "F" ) are placed in the bag, the bag is locked, and placed in the depository safe. The 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 Administrative Services has access to the safe's 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 according to the instructions. The ROCR document number is recorded on the deposit slip.

INVENTORY RECORDS

Inventory records for permits are maintained at the Parking Office. Permits are acquired in accordance with approved University purchasing policies. The Parking Office has the responsibility for accountability of the Parking Permits, and shall maintain a record show: the permits that were issued to the Parking Chairperson(s); permits that were returned from the Parking Chairperson/employee; permits that were lost or stolen; permits that were voided and retained; as well as permits that are on hand in the Parking Office.

Periodically (at least once a year), the Parking Office Manager will conduct a physical count of the permits.

RETURNED CHECK PROCESSING

The Parking Office is notified by the Bursar when a check in payment of a permit has not been honored by the issuing bank. The appropriate staff, along with the Financial Officer, will follow the procedure out outlined in Procedure CR2002 - Processing Returned Checks .

RETURNS AND REFUNDS

Returns

Employees that no longer wish to park at the University Park campus of Penn State must return their permits to the Parking Chairperson. The Parking Chairperson retains the parking permit and returns the white copy of the Parking Registration form (which is signed by both the employee and the Parking Chairperson) to the Parking Office. All permit returns are processed on the Return Permit screen ( Exhibit "G" ).

Refunds

Any refunds are reviewed and approved by the Parking Manager or his/her designee per Policy FN08 . All requests for refunds are prepared and processed according to the instruction on GURU. The Parking Office verifies the refund amounts with local and central budget reports on a monthly basis.

COMPUTER SECURITY

(NOTE: this entire section will be rewritten upon review of entire procedure. All methods described are outdated.)

The Director and the Parking Manager of the University Parking Office and the Manager and Senior Systems Analyst of the University Safety Office of Administrative Services will insure that University Policies AD20, "Computer and Network Security, AD23 - Use of Institutional Data, ADG01 - Glossary of Computerized Data and System Terminology, and ADG02, Computer Facility Security Guidelines are upheld. In support of these policies, the Manager of Administrative Services will determine which staff members are eligible to access the computer system, and will assign initial passwords for access to the system for the eligible staff members. These passwords must be revised every 75 days by the respective staff members.

Data entered into the computer system is backed up on regular basis. The backup tapes are placed in a secured location. The file server is located in a secured area which is accessible only by authorized personnel.

FINANCIAL RECONCILIATION

A Cash Flow Report ( Exhibit "H" ) for each business day 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., employee 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.

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 assistant 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. IT is also the responsibility of the Financial Officer to monitor adherence to this procedure, and to conduct spot audits as discussed in the Financial Officer Procedures Manual. The Financial Officer's review is evidenced by a memo to the Director of Financial Officer's with the Parking Office carboned.

Periodically (at least once a year), the Parking Manager performs full reconciliations of the financial and inventory documents for the permits described in this procedure. A total dollar amount based upon the inventory records (permits issued) is compared to the actual total amount received (via payroll deduction, IDT's, and prepayments) evidenced by the Central Monthly Budget Report.

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 details, or to request changes to this procedure, please contact the Financial Officer, F&B Business Operations.

CROSS REFERENCES:


Procedure Status:

Date Approved: 12/10/1993

Most recent changes:

Revision History (and effective dates:)