BS2016 - STUDENT PARKING PERMITS UNIVERSITY PARK
Systems and Procedures
A Division of The Corporate Controller's Office
IN

BS2016 - Student Parking Permits University Park

Auxiliary & Business Services - Transportation Services

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

Table of Contents:


GENERAL:

Students 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 student to obtain a 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 of the differential intents and should not be construed as the official guidelines by which these permits are issued. Contact the Parking Office for current 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 procedures, refer to procedures Service, Visitor, Contractor, and Evening Parking Permits - University Park , #SY2002; Employee Parking Permits - University Park, #SY2004; and Parking Violations, Issuing and Collection , #SY2003.

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

PROCEDURE:

DESIGN, PRINTING, AND INVENTORY CONTROL OF PERMITS

Design and Printing

Generic design features of a Permit include:

The Parking Office Manager is ultimately responsible for coordinating the Manager 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 "Record Retention" section of this procedure.

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

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 showing the permits that were: issued to the student, issued to Parking Office Teller's, returned, lost or stolen, voided and retained, as well as permits that are on hand in the Parking Office.

ISSUING PERMITS

Parking Office Teller

The Permit Team Leader assigns permits to each Parking Office Teller. When the permits are assigned, the Cash Drawer Tracking Sheet ( Exhibit "A" ) is dated and initialed by both the Permit Team Leader and the Parking Office Teller indicating acknowledgment of the permit number and color series issued and received.

However, during rush week (the first week of fall semester), the Permit Team Leader sets aside a group of all types of student permits. These permits are not assigned to an individual Parking Office Teller, but are accessible by all Parking Office Teller's. At the end of rush week, the Permit Team Leader reconciles that group of permits indicating permits that were sold or are on-hand, based upon the computerized Missing Serialization Report, which is printed from the "List Missing Permit Serial Numbers' screen ( Exhibit "B" ). This report lists the permits within the entered numbered range that were not entered into the computer system.

Students

A student who has completed 28 credits OR is a commuter is permitted to purchase a student permit. Petitions for exception (e.g., medical) filed by students with the Parking Office are determined by the Parking Office Management.

Permits can be obtained through mail-in or in person at the Parking Office. Registered vehicles must be owned by the registrant or a member of his/her family. Students must provide a current valid driver's license and proof of ownership or verification of familial relationship at the time of registration.

Mail-In

The Parking Office mails parking applications (not exhibited) to eligible students in July, with a return date of August 01. All permit payments are processed through the Parking Office Teller's cash drawer. Permits are mailed to the student IF the student submits a self-addressed stamped envelope with the mail-in application. Otherwise, the permit is held at the Parking Office until the student claims the permit with photo identification.

Walk-In

All walk-in students must complete the Parking Registration form. The Parking Office Teller then issues the permits to the students.

PROCESSING PAYMENTS

Payments for permits are paid to a teller in the Parking Office or mailed with the application to 1 Eisenhower Parking Deck. 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.

The Parking Office Staff Assistant retrieves the Functions For Permits screen Staff ( Exhibit "C" ) and requests the appropriate function - 04 Assign Permit. The Assign Permit screen ( Exhibit "D" ) is displayed which lists all the details requiring entry for that permit.

The permit serves as the student's receipt. However, for mail-in permits, if the student requests a receipt AND submits a self-addressed stamped envelope, the receipt along with the parking permit is mailed to the student. For walk-in permits, if the student requests a receipt, the student receives the original receipt and the carbon receipt is placed in the teller's drawer for reconciliation.

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 "E" ). All monies (except the change fund) and the Daily Income Report are placed in the Parking Office Teller's assigned locked bag. The bag is locked, and placed in a safe.

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 available in the IBIS document titled "Report Of Cash Receipts." The ROCR document number is recorded on the deposit slip.

RETURNED CHECK PROCESSING

The Parking Office is notified by the Bursar when a check is returned by the issuing bank. The Parking Office notifies the University Safety Office of Administrative Services which will follow the procedure as outlined in CR2002- Processing Returned Checks.

REVOCATIONS

Based upon a computer verified status report (not exhibited), the Parking Office sends a Revoke Notification ( Exhibit "F" ) to students who are not eligible for a permit but have received a permit. If a student fails to return the permit within the specified time period, an Extended Revoke Notification ( Exhibit "G" ) is sent to the student informing him/her that parking privileges are revoked until his/her fifth semester standing (60 credits) is achieved.

RETURNS AND REFUNDS

Returns

Students that no longer wish to park at the University Park campus of Penn State can return their permits to the Parking Office. The Parking Office retains the parking permit. All permit returns are processed on the Return Permit screen ( Exhibit "H" ).

Refunds

All refunds are reviewed and approved by the Parking Office Manager or his/her designee per Policy FN08 . The Parking Office verifies the refund amounts with local and central budget reports on a monthly basis.

RECONCILIATION

Permit Reconciliation

At least twice a year, the Permit Team Leader will reconcile permits based upon a computerized inventory status report (not exhibited). This report details all the permits by number and color and their status (e.g., issued). The Permit Team Leader indicates his/her reconciliation by dating and signing the inventory status report. Any problems are resolved by the Parking Office Manager.

Periodically (at least once a year), the Parking Office Manager will conduct a physical count of all the student permits. He/she will also review the related fiscal documents related to the issuances of the permits to verify that the information corresponds with the inventory documentation. The Parking Office Manager will sign and date the documents and forward then to the Parking Officer Director verifying the reconciliation.

Financial Reconciliation

A Cash Flow Report ( Exhibit "I" ) is generated from the computer system which details all transaction for each PK number. 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.

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 reviews and initials 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.

Periodically, the Parking Office Manager will perform full reconciliations of the financial (e.g., ROCR, monthly budget reports) and control (e.g., Student Permit by Dates Report - not exhibited) documents for the permits described in this procedure, as well as reconciling the remaining inventory of those permits. The Parking Office Manager will sign and ate the documents and forward them to the Parking Office Director verifying the reconciliation.

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: 9/14/1994

Most recent changes:

Revision History (and effective dates:)