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GCSU Office of Business & finance VI. Administrative Services
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7/27/09 |
Greg Brown |
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Updated lot designations - Attachment 2 |
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Georgia College & State University
Section 8.00 - AUXILIARY SERVICES
Section 8.01.00 - PAWPRINTS BOOKSTORE Section 8.01.01 - CASH CONTROL POLICY All bookstore cash sales should be recorded on a cash register so there will be a dated, chronological record of entry. All other cash receipts (commissions, vendor refunds, etc.) should be listed on a deposit form by the accounting clerk and taken to the Business Office on a daily basis. Each cashier will be responsible for their cash drawer during their shift. At no time should two cashiers use the same drawer. The register should be cleared at the end of each shift and then be balanced by the cashier. The Accounting Clerk will then verify and complete the daily report. All unattended monies should be secured in a locked drawer or safe. All deposits should be made immediately after reports are complete. Campus Police should be contacted when large sums of money are transferred. Section 8.01.02 - DAILY REPORT PROCEDURE The cash registers are cleared by performing a daily count out register function. The register is ready for the next workday. Daily sales are removed. The MC/Visa charge forms are added and any credits are added separately and then subtracted from the total charges to give the total charge transmittal. To complete the batch and prepare the transmittal: 1. Batch Total Slip (see Exhibit 8.01 – A) 2. Record the batch number displayed on the credit card verification report. 3. Compare the sales total with the total from the charge forms. If they match, write the total on the batch slip. 4. Compare the returns total with the total from the credits/returns. If they match, write the total on the batch slip. 5. Compare the total of sales and credits and be sure they match. Record the total on the Bookstore Daily Sales & Cash Report. 6. If either the sales or credits do not match, compare each register transaction with the amounts recorded on the credit card verification report by register number. In a secure area, the drawer should be counted down to leave $300 in coin and bills. Money should be counted twice; big bills should always be on top. Totals are listed on the Cash Listing Report (see Exhibit 8.01.B) and the figures transferred to the Daily Sales and Cash Report (DSCR) (See Exhibit 8.01.C). Checks are added twice and kept in the order in which they are added. The calculator tapes are rubber banded on top of the checks. The adding machine tapes are clipped to the top of each batch. Transfer the totals for each department, sales tax, and total sales to the DSCR. Cash over/short can now be determined by comparing the total of cash, checks, and MC/Visa sales with register tape total, less the total refunds, voids, and MC/Visa returns. If the cash over/short is $5.00 or more, the Bookstore Manager should be immediately notified. The accounting clerk will complete the DSCR and verify that the cash, checks, and charges noted by the cashier are correct. The white and yellow copies of the refunds and voids should be separated; the white copies go to the Business Office and the yellow copies are kept in the Bookstore. Deposits should be made to the Business Office by 3 PM each day because deposits made after 3 PM may not be processed until the next day. A copy should be made of the DSCR before the original is packaged with all media. The daily report is now ready to be taken to the Business Office. The cashier at the Business Office will verify the cash. The Bookstore’s copy of the DSCR should be initialed by the cashier and dated by the date machine. Within a few days the Business Office will mail the Bookstore a receipt verifying the deposit. This receipt should be compared to the copy of the DSCR and stapled to it. Section 8.01.03 ACCEPTABLE PAYMENT FOR MERCHANDISE POLICY Checks, cash, Master Card, Visa, American Express, and CatCash are acceptable as payment for the purchase of merchandise in the Bookstore. Some points on accepting checks: 1. Checks must have an imprinted account number on them; counter checks which have the account number written in are not acceptable. 2. Checks must be payable to “Paw Prints Bookstore;” two party checks which are payable to another party are not acceptable. 3. All checks should have the customer’s GCID or valid driver’s license number. 4. The writing on the check must be legible; especially the written amount of the purchase. 5. Traveler’s Cheques are acceptable. Be sure both signatures of the customer look identical. 6. Customers may write checks for $5.00 over the amount of purchase if the above conditions are met. The Bookstore does not cash checks; customers wishing to cash checks should be referred to the Business Office or a local bank. 7. Cashiers should always place their initials in the upper right-hand corner of all checks accepted. 8. If any writing appears on the back of the check it must be confined to the 1½” space on the trailing edge of the check. The trailing edge is the left edge as you look at the front of the check. If anything is written outside of the 1½” limit, it may cause the check to be returned. Section 8.01.04 - ACCEPTING MASTERCARD/VISA/AMERICAN EXPRESS 1. Minimum acceptable charge is $1.00 2. Ring the sale on the cash register as you would a cash sale. 3. Slide the customer’s card through the terminal up-side down with the stripe to the right. 4. Enter the amount of the sale and press “Enter.” 5. Register terminal will perform authorization or decline credit card transaction. 6. Have the customer sign the sales draft and give them their copy. Section 8.01.05 - CUSTOMER RETURNS/REFUND POLICY The Bookstore offers refunds or adjustments as a courtesy to those students who have changed classes. The key points of the policy are as follows: 1. All requests for refunds or adjustments must be accompanied by a cash register receipt. 2. Textbooks are eligible for a full refund or exchange up to 10 days from the first day of class. 3. New textbooks must be in mint condition with no writing or marks of any kind and unopened if purchased in shrink-wrap material. Used textbooks must have price stickers left in place. 4. If a new book has been written in or damaged, it is not returnable. 5. If the customer does not have a receipt or has exceeded the return date, suggest returning the book at buy-back during finals. 6. Defective new textbooks will be repaired or replaced depending on the nature of the defect. 7. Items other than textbooks are eligible for a refund within two weeks of purchase with a cash register receipt. Items must be in “new” condition; clothing cannot be worn or washed. 8. Items on sale are not refundable; sale clothing may be exchanged for another size. 9. Trade books are not returnable. Section 8.01.06 - PREPARING REFUNDS All refunds should be handled by a regular employee appointed by the manager. To prepare a refund, fill out the Refund Voucher form (see Exhibit 8.01.D) completely including the title of the book or description of the item, price paid, and the date. Have the customer print his/her name, write his/her GCID number, and sign the form. Circle and initial the amount(s) refunded on the receipt and return it to the customer. If the purchase was paid for in cash or by check the customer may go to the cash register and be paid the amount of the refund in cash in exchange for the Refund Voucher. If the purchase was paid for with a charge card (the receipt will have “CC” written on it) using the following procedure: 1. Press refund button on register. 2. Scan items being returned and verify charges are correct with purchase receipt. 3. Press total button. 4. Select tender (credit card). 5. Slide the customer’s card through terminal. 6. Have customer sign refund receipt printed by register. 7. Place signed receipt in register drawer and give customer a copy of receipt. Section 8.01.07 - VOID PROCEDURE A void report should be filled out by the cashier for all errors which have been rung into the cash register. An example of a Void Report (register tape) is shown in Exhibit 8.01.E. As soon as an error is discovered, the cashier should hit “Total” and enter an amount tendered equal to the total amount. Remove the receipt and immediately complete the Void Report before re-ringing the sale. Customer should sign the void receipt. Place the completed form in the cash register drawer. It is important that this form be secured as its loss will result in a shortage. Section 8.01.08 - INSTITUTIONAL BUSINESS ACTIVITY POLICY 1. Related Activities: The primary mission of Georgia College is the creation and dissemination of knowledge. In carrying out this mission, it is often desirable for the institution and its affiliated units to provide goods and services for fees which enhance, promote, or support its instructional, research, and public service functions (including co-curricular activities) in order to meet the needs of the students, faculty, staff and members of the public participating in institutional events. Business activities shall be established and carried on only pursuant to and in accordance with, an authorization and statement of purpose approved by the institutions’ governing board. Each business activity shall meet the following three conditions: a. The activity is deemed to be important in the fulfillment of the institution’s instructional, research, or public service mission; b. The activity is needed to provide an important good or service at a reasonable price, or reasonable terms, and at a convenient location and time; and c. The activity is carried out for the primary benefit of the campus community, but with sensitivity to the total community. 2. Unrelated Activities: Business activities not falling within the guidelines established above may be “unrelated business income” activities. The institution should comply with applicable laws and regulations pertaining to such activities. Section 8.01.09 - CHARGE ACCOUNTS WITH GEORGIA COLLEGE BOOKSTORE Purchases for individual or departmental use (other than Georgia College Foundation) cannot be charged. Individuals must pay for all purchases at the time of receipt. 1. PURCHASES UNDER $25 a. College departments utilizing state funds may use petty cash for purchases under $25 (see Section 4.02). 2. PURCHASES OVER $25 a. If the purchases are over $25, the Commitment Request form must be processed (see Section 6.04.18). This includes Fund 10 (Educational and General) and Fund 50 (Auxiliary) accounts. Please plan for purchases through the commitment request system to take at least one week. The Purchasing Department will issue a Field Purchase Order authorizing the Bookstore to charge the merchandise to the departments. 3. STUDENT ACTIVITIES a. Groups and organizations which are funded by Student Activity fees may charge items at the Bookstore. These purchases are subject to Georgia Sales Tax. b. Charging by any organization is at the discretion of the organization’s advisor or its president. 4. GEORGIA COLLEGE FOUNDATION a. Individuals may charge purchases to the Georgia College Foundation if they can supply the account number or name. 5. RESIDENCE LIFE a. Residence Life may charge purchases under $25, but departmental items need to go through the commitment system. 6. AGENCY ACCOUNTS a. Agency accounts may charge items if they know the account number. Section 8.02.00 - GCSU DINING SERVICES A. GCSU Dining Services Mission GCSU Dining Services, an integral part of GCSU's learning environment, enhances the quality of campus life. Committed to modeling excellence in customer service, it seeks to provide boarding plans and varied retail dining options that exceed student desires at reasonable prices for a self-sustaining operation. B. Sodexho Dining Services Mission To create and offer services that contribute to a more pleasant way of life for people wherever and whenever they come together. Section 8.03.00 - OLD GOVERNOR'S MANSION MUSEUM STORE The Old Governor's Mansion Museum Store, an integral part of GCSU's learning environment, seeks to enhance the quality of campus life by helping preserve GCSU's and Milledgeville's cultural history while providing quality merchandise including mementos and souvenirs. Section 8.04.00 - HEALTH SERVICES The mission of Student Health Services is to provide quality, professional care in times of illness and injury and to promote wellness through health education and activities related to attaining and maintaining healthy lifestyles. Section 8.05.00 - BOBCAT CARD OFFICE The Bobcat Card Office, an integral part of GCSU's learning environment, seeks to enhance the quality of campus life by providing for convenience, physical and financial security, and identification for GCSU students, faculty, staff, and visitors through excellent customer service and the use of the Bobcat Card. A. Authority from the Board of Regents 1. “…The government, control and management of the Georgia College &State University, hereby referred to as GCSU, and all of the institutions in said system shall be vested in the Board of Regents of the University System of Georgia.” Georgia Constitution, Article VIII, Section IV, Paragraph 1b. 2. By virtue of the powers granted to the Board of Regents of the University System of Georgia by the Georgia Constitution, the Board of Regents has the authority to adopt bylaws and policies for the management and governance of its member institutions. The Board of Regents further elects a Chancellor of the System, under whose supervision the presidents of the various institutions are given responsibility and authority to promote the efficient operation of the same. 3. In accordance with BOR Policy 702.2, Auxiliary Enterprises Revenues and Expenditures. The GCSU Parking & Transportation Services Department is delegated authority and responsibility for the administration of parking regulations and procedures designed to promote a safe and efficient parking system. These regulations specifically include: a) establishing fees for specific parking privileges. b) immobilization and/or impoundment for various unsafe, illegal parking practices or habitual/repeat offenders. c) issuance of citations and establishment of fines for infractions of parking regulations. d) developing a fair and equitable collections process utilizing academic and/or payroll functions to ensure debt resolution. 8.06.02. General Regulations and Enforcement A. Driver Responsibility 1. All persons registering or operating motor vehicles on campus are responsible for knowing the rules and regulations governing parking and traffic. 2. The responsibility of finding a legal parking space rests with the vehicle operator. B. Hours of Enforcement 1. Enforcement of parking lot restrictions is generally in effect from 8:00 a.m. to 5:00 p.m. Monday through Friday, each day GCSU is in operation. This includes break periods, and during final exams unless posted otherwise.
a) Exceptions: 1) Reserved spaces that are for the use of a single permit holder are restricted at all times. 2) Special events enforcement will be announced via email through Official, Student, Announce lists and will be annotated on appropriate general information web sites as required. 2. Parking Services will follow an intersession schedule when class is not in session and the campus is still open for business. Student lots around campus will be open to all valid student permit holders. This information will be posted on the current announcements section of the GCSU web site and in the Parking Services web site. C. 24 Hour Restricted Areas 1. Departmental use 24 hour reserved spaces. 2. Shuttle stops: no parking at anytime in a Shuttle stop. 3. Loading Zones: Valid GCSU permit holders may utilize the loading zones for no more than 20 minutes or posted times. If the vehicle needs more than the allotted time posted, a call for a documented clearance to exceed this prescribed time must be made to the Parking & Transportation office. 4. Construction zones are limited to marked contractor vehicles inside the designated area. 5. 24 hour restrictions also apply to designated tow away zones, handicap spaces and blue access zones, yellow zones, fire lanes, bus stops. 6. Parking in any illegal or unsafe manner at any time is prohibited and may result in citations and/or impoundment. D. Patient Parking 1. The GCSU Health Center has two spaces allocated in Lot 25 (Circle Dr, between Library and Beeson Hall) for patient parking. A Health Center pass must be displayed. If a citation was issued a document from the Health Services Center indicating the time spent for the appointment must be presented to the Parking & Transportation Office within 14 calendar days to avoid the fine. Persons not receiving care within the clinic and parked in these slots may be towed. E. Designated Visitor Parking Areas 1. The Old Governor’s Mansion Museum and GCSU Museum are part of the GCSU campus. GCSU students and employees are not authorized to utilize the visitor spaces during enforcement hours to visit these venues. 2. Visitor spaces and lots within the GCSU campus are clearly marked and are limited to 20 minutes without a Visitor Permit. GCSU students or employees (full or part-time) are not considered visitors and therefore not authorized to utilize the visitor spaces during enforcement hours. 3. Departments may request Visitor Permits by coordinating with GCSU Parking & Transportation Services prior to the visitor arriving. Special permits will be issued by Parking Services to identify visitors’ vehicles and the duration requested. a) Departments are accountable and responsible for ensuring all visitors to their area are made aware of proper parking locations. b) Citations issued to departmental visitors for lack of department coordination will be the responsibility of said department. F. Handicap Parking 1. Disabled drivers must register with Parking Services and be assigned a permit for GCSU parking lots. Handicap placarded vehicles without a permit assigned will be treated as a visitor and time limits enforced. See Special Permits. 2. All vehicles must display a state issued handicap placard or license tag and a valid GCSU permit with the appropriate registered hangtag affixed when parked in a designated handicap space or risk being towed at owner’s expense. A. Cooperating with university departments 1. Parking Services will work with departments with unique parking needs and whenever possible develop solutions to accommodate them. Any situations that require consultation with management should be done in advance to allow for communication, planning and agreement among all parties. B. State Vehicles 1. State and GCSU Vehicles owned by university departments must be visibly marked as such or display an appropriate GCSU parking permit. These vehicles may be assigned specific lots where parking is authorized. If the vehicle is being used to transport high visibility or distinguished visitors, coordination with Parking Services needs to be accomplished to alleviate any potential problems. 2. GCSU/State Vehicles should not park in Visitor spaces or designated spaces (i.e. Reserved, loading/unloading) without prior coordination from Parking Services. C. Visitor Passes 1. Visitor Passes allow departments to provide parking for guests and visitors in the campus lots. These passes are requested from Parking & Transportation Services. A temporary pass will be issued to the Department prior to the visitor’s arrival. 2. Departments are responsible for properly informing guests/visitors where and how to use visitor passes. Specifically, instruct visitors to place the pass on the left front dash of their vehicle in plain view, and to only park in the lot specified or instructed. Failure to use the pass properly may result in citations, impoundment or towing. 3. The visitor pass will indicate which lot(s) is/are available for their use. Individual or paired passes may be accommodated in most lots. Requests for more than three passes will require parking in less utilized lots: a) Lot 1, Centennial Center b) Lot 30, West Campus A. Registration 1. Registration of bicycles is not required. However, cyclists are encouraged to register their bikes with GCSU Public Safety in case of loss or theft. B. Bike Racks Only 1. Bicycles are prohibited from being chained to handrails as a matter of safety and should only be locked to bike racks. C. Abandoned Bicycles 1. Any bicycle that is chained or otherwise secured to a rack or other University property that is determined to be abandoned will be removed. If the bicycle is registered with the police department, reasonable efforts will be made to find the owner. Otherwise, it will be disposed of. A. Motorcycle and Moped Registration 1. For the purposes of this document, mopeds will include all two wheeled motorized vehicles under 50 cc. 2. A permit must be obtained for any motorcycle or moped/scooter. 3. Motorcycles, mopeds and scooters are prohibited from parking in bike racks, fire lanes, yellow zones, sidewalks, handicap spaces, access zones, unauthorized spaces, parking decks or regular vehicle spaces. 4. Motorcycles with a valid GCSU permit may park in any designated motorcycle space on campus. a) Motorcycles must park in designated motorcycle spaces within a lot. b) Motorcycles are not allowed to park in standard vehicle spaces unless the lot does not have specified motorcycle spaces or the designated spaces are full. 5. Mopeds and scooters with a valid GCSU permit will be allowed to park in designated motorcycle spaces only. 6. All violations involving motorcycles, mopeds and scooters are subject to citation. Immobilization and towing regulations will be enforced. B. Automobile Registration 1. All vehicles parked on the property of GCSU must display a valid state license tag or visible vehicle identification number (VIN) or be subject to immobilization. 2. Current GCSU photo identification or electronic signature in the form of MyCats login and verifiable state vehicle registration information must be presented to purchase a permit. 3. The applicant should register the most likely vehicle to be driven to campus. Secondary vehicles which may be parked on GCSU property must display a valid parking permit which may be transferred between vehicles. 4. An individual may not register a vehicle for another person except co-registration among family members. 5. Permits are intended for the use of the permit holder only and remain the property of GCSU while valid. Persons found using or possessing permits issued to another person may be cited accordingly. 6. Permits should be removed from a vehicle before transfer of ownership. Parking Services should be notified when a vehicle is no longer the individual’s responsibility, especially if the tag is transferred. Verification of this transfer must be in the form of a copy of the title transfer document, or notarized bill of sale, or state vehicle registration. C. Evidence of Registration or Permit Display Requirements 1. Cars, trucks, and similar vehicles: a) Removable windshield decal or temporary permits must be displayed on the bottom, driver side of the front windshield. b) Hang tag permits must be displayed from the rearview mirror such that the entire permit number is visible and the expiration date faces the windshield. c) Convertibles, jeeps, or other open top vehicles that may leave a hang tag unsecured may be issued special decals to be permanently affixed to the windshield. This decal is only valid for the registered vehicle. 2. Motorcycles or similar vehicles: a) Motorcycles must display valid permanent decals on the front or back fender for visibility. 8.06.06. Permit Registration and Payment Guidelines A. Students 1. Registration - Students may register for permits, valid the following fall, once online registration is announced via email. All registrations must be accomplished through individual MyCats accounts. Failure to accomplish on-line registration could result in extended waiting times and lower priority during initial permit pick-up in the fall. a) Temporary permits may be printed and used until the expiration date shown at which time a permanent permit must be displayed. b) Permits are valid for a specific academic year aligned with the beginning of the fall term. 2. Mid year purchases - a transfer student may obtain a mid year permit at any time. 3. Payments – Student parking permit costs are included in Student Fees paid at the beginning of each academic term. No additional costs are required. B. Employees 1. Registration- All employees should register no later than the last summer term for annual permits valid the following fall. a) Reserved permit holders are not guaranteed a previous year’s allocation and must justify their requirement annually. (See Special Permits section) 2. Payroll Deductions - Permanent faculty and staff may choose to have permit fees payroll deducted. Current Internal Revenue Service regulations allow this to be a pre-tax option of the employee. Changes in employment status may affect payroll deduction eligibility and it may be necessary to pay the balance on the permit to avoid cancellation. 3. Leave without pay- Personnel leaving campus for an extended period of time should make arrangements to pay for the balance due on the permit to avoid cancellation. Failure to return or cancel a permit will result in a balance on your account. 4. Terminated Faculty/Staff- Exiting employees are no longer eligible for a permit and must return their permit to the Parking & Transportation Services Office. A prorated refund may be issued. Failure to return the permit will result in additional charges to an account and may prohibit future permit purchases. C. New Employees 1. Registration - New employees may register on-line through their MyCats account. If the account is not available they must present a completed Permit Application form with the GCSU ID number filled in to be eligible to purchase a permit. 2. If not eligible for payroll deductions, the permit must be purchased in full. D. Retired Personnel 1. Registration - Retirees are eligible for an Employee permit at half price, except for reserved spaces. They must register each summer for a permit valid the following year. Retirees may only purchase calendar year (twelve month) permits. E. Family Housing Spouses 1. Spouses of students who are residents of Family Housing may obtain a permit in a housing lot by presenting a verification form from the Housing office. Every effort will be made to accommodate the spouse in the requested lot; however; in the event there is no space available, a reasonable assignment will be made. F. Affiliates 1. Affiliates are persons who work on campus, but are not paid through GCSU. 2. Affiliates must visit the Parking & Transportation Office to complete the registration to request a permit. Assignments will be based on employment and availability. Permits must be paid for in full at the time of purchase. G. Visitors 1. Visitors must park in visitor lot or one of the visitor spaces located throughout campus during permit enforcement hours. Normal time allotted for a visitor slot, unless posted otherwise, is 60 minutes without a permit 2. Visitors must display permits, issued by authorized department personnel, when parking on GCSU lots for more than 60 minutes 3. Visitors will be responsible for any citation issued. Immobilization and towing regulations will be enforced. 4. Only Parking & Transportation Services may authorize a visitor to park in an area not designated for visitors. Coordination by campus departments with the Parking & Transportation Services Office prior to the visitor showing will ensure the appropriate permit is issued and valid. 8.06.07. Permits Usage and General Guidelines A. General rules regarding standard permits usage and issuance 1. Permits cannot be sold, altered, falsified, or transferred to another individual. Permits are for use by the individual issued the permit. 2. Citations will be the responsibility of the registered holder of the permit displayed on a vehicle. 3. Persons found misappropriating a permit issued to another will be disciplined, and may lose their campus parking privileges. 4. Regular permits are valid for the academic year. 5. Mid-year permit purchases are prorated in price. The exception is Reserved Parking, this fee is not prorated and must be paid in full or via payroll deduction before the slot is issued. 6. An individual may only be issued one active permit. 7. Permits allow access only to lots in the zone indicated on the permit. The exception to this rule is that any valid GCSU permit holder is authorized to park in P (Perimeter) designated lots. 8. Multi-Access permits may be available to faculty and staff with approval from Parking & Transportation Services Office; justification must be provided and an additional cost may be assessed. B. Refunds 1. Published deadlines will apply for refunds based on the academic schedule. In general no refunds will be authorized after 30 days from issuance. Students are not authorized a refund on their permits 2. Customers leaving GCSU must return the permit to receive a prorated refund. 3. Refunds will be issued after all remaining debts have been paid. Customers will be charged from the time the permit was issued through the full month in which they are requesting a refund. 4. For customers paying through payroll deductions, refunds may be available depending on the amount paid to date and the prorated price of the permit when returned. 5. For customers who purchased the permit by cash, check or credit card in the Parking & Transportation Services Office, a refund check will be issued by the GCSU Business Office and will be mailed unless previous arrangements have been coordinated with the office. 6. N/A. 7. No refund will be given on temporary permits. 8.06.08. Temporary and Replacement Permits A. Temporary Permits 1. Temporary permits are available to permit holders who have left their regular permit at home. Two complimentary permits will be issued with subsequent permits issued at a cost of $2 per day. 2. Temporary permits are not intended to allow two vehicles on campus under a single registrant. Such acts will constitute falsification and be subject to disciplinary action and fines. 3. Temporary permits cannot be replaced or returned for a refund. B. Replacement Permits 1. If a windshield decal stops adhering, the permit holder may obtain a replacement at no charge by returning the defective permit to Parking Services. 2. If a hang tag malfunctions, the permit holder may obtain a replacement at no charge by returning the defective permit to Parking Services. 3. If a permit is lost or stolen, a charge of $5 will be assessed for the first replacement. Subsequent replacements will be charged at the full rate of the permit for employees and $30 for students. Any further use of the permit will result in a fine and tow fee. 4. Replacement fees are independent of the purchase price. A. Disability/Handicap Permits 1. Disabled customers must follow the procedures below to utilize handicap spaces during enforcement hours: a) N/A b) Purchase a current GCSU parking permit with a disability validation. Customers may park in any handicap slot but must display their handicap permit. c) The Disability permit and the GCSU parking permit with the assigned disability validation sticker must be displayed during enforcement hours. In addition, the state issued disability placard or license tag must be displayed. Placards should be placed behind the permit with the expiration facing the windshield. d) A properly documented handicap customer may park in any handicap parking space or standard space provided appropriate permits are visible. e) Parking in other reserved parking areas or fire lanes is prohibited. No one may park in the handicap van access zones located next to disabled parking spaces. 2. Referent to section 40-6-226 of the Official Code of Georgia, it is illegal to obtain, alter, or utilize a state issued disabled permit for fraudulent means. Violators may be towed and will be referred to the Department of Motor Vehicle Safety’s Fraud Unit. B. Multi-Access Permits 1. Multi-access permits are available to faculty and staff who have a requirement to park in multiple zones on campus. These permits are issued on a limited basis as space allows. 2. This option is only provided to faculty and staff based on a written request to the Parking Manager. 3. The cost for a Multi-Access permit can be found in Attachment 1, Fees and Fines. a) Multi-access permits are not valid in the following: i. Fire lanes ii. Reserved spaces iii. State Vehicle spaces iv. Handicap spaces v. Designated Patient spaces vi. Customer Parking spaces vii. Visitor spaces C. Reserved Permits 1. Reserved spaces may be available to eligible employees who demonstrate or justify the need to have exclusive access to a particular designated space. Caps and limits are established to ensure the proliferation of Reserved spaces is negated. a) Reserved spaces are not guaranteed for the same individual each year. A Reserved Parking application must be submitted, with justification and required signatures, annually (except for President and Vice President). b) Medical conditions are not normally considered a justification for being issued a Reserved space. Individuals should obtain a handicap permit for this situation if warranted (see Disability / Handicap permits this section) 2. Parking & Transportation Services Office will issue a lot and slot based on space availability once an application is submitted. Reserved slots must be reviewed and approved by the Vice President, Business & Finance. 3. The cost for a Reserved slot is established annually and is in addition to the Employee Permit fee and is not pro-rated or refundable. (Refer to Attachment 1, Fees and Fines) 8.06.10. Alternative Transportation N/A at this time. This section established for future use. 8.06.11. Contractor and Construction Parking and Permits A. Accommodating Construction Projects 1. GCSU is a continually growing institution. Renovations and new construction work are familiar parts of the landscape. Parking & Transportation Services Office will work with contractors to make accessing work sites possible. B. Construction Zone Parking 1. Representatives of companies involved in construction or similar renovation projects on campus may park in a designated job site without a permit. The limited space of campus makes it necessary to restrict marked construction vehicles to a staging area. This area should be defined in cooperation with the site manager, contractor, and Parking & Transportation Services Office. The contractor may be assessed a permit fee for the designated space. C. Contractor Permits 1. When parking outside of a designated construction zone a permit is required. Permits will be assigned on a space available basis. Contractors must purchase a Multi Access permit at a rate of $120 per year which allows them access to all lots on campus. This rate is prorated throughout the year. a) Utilization of Service Vehicle slots by contractors must be coordinated through Physical Plant and the Parking & Transportation Services Office. b) Proper permits must be displayed to avoid citations. 2. When space is available, permits may be sold to specific lots to contractors for a limited time and are prorated throughout the year. 3. Contractors may also make arrangements to park personal and company vehicles in remote lots and shuttle their employees to the job site. A. Vendors 1. Vendors are representatives of companies that maintain goods and services to fulfill contractual obligations to GCSU. Vendors may purchase an all access permit with Parking Services management approval. The cost is set by the VP for Business and Finance (see Attachment 1, Fees and Fines). The permit is valid for 12 months and is prorated throughout the year. a) Vendor permits authorize parking in all lots to include visitor spaces. However, visitor spaces will be enforced with appropriate time limits imposed. b) Service Vehicle spaces may be used provided coordination with Physical Plant and the Parking & Transportation Services Office has been accomplished. 8.06.13. Parking Violations and Fines A. Responsible Party 1. All permits remain the sole property of GCSU for the valid times specified and cannot be sold, altered, falsified, or transferred to another individual. It is for the sole use of the person to which it is issued. 2. Citations will be the responsibility of the registered holder of the permit displayed on a vehicle. 3. If no permit is displayed, the owner of the vehicle is held responsible. B. Violations and Fines. Violations are defined in this section. The fines imposed for these violations are reviewed, and if required, adjusted annually by the Vice President of Business and Finance. These fines are published as an attachment to this document. (Refer to Attachment 1, Fees and Fines) 1. Improper or failure to display Definition: A permit is placed on a vehicle in an area other than on the rearview mirror or in the bottom corner on the driver side of the front windshield. Or a vehicle registered by a permit holder is parked without a visible permit in their designated lot. 2. No Permit Definition: An unregistered vehicle is parked in a permit required lot. 3. Out of Zone or Region Definition: A registered vehicle is parked in a lot other than the designated zone of the permit holder. 4. Alter/Falsify Permit Definition: Changing or falsifying a permit in any way; using a stolen, lost, or otherwise deactivated permit; using a photocopied permit; obtaining a permit for an unauthorized person or unauthorized use of a permit. Such actions will make the vehicle in question subject to immediate immobilization or impoundment. In addition, the owner may be subject to prosecution. Such permits must be surrendered to Parking Services. 5. Improper Parking Definition: Failure to pull into a space fully thereby impeding traffic flow, taking up more than one space, parking against the flow of traffic, or any other similar infraction.
6. Beyond Time Limit Definition: Parked in a time limited zone (visitor, loading, etc.) longer than the zone allows without prior permission from the Parking & Transportation Services Office. 7. Unauthorized Area Definition: Parking in areas such as construction sites, designated dumpster sites, state vehicle spaces, other similar infraction. 8. Yellow Zone (towing authorized) Definition: Parking in any area lined off with yellow paint, either curb or striped, without prior permission from the Parking & Transportation Services Office. Towing will be authorized if the vehicle is not moved within 30 minutes of initial citing. 9. Handicap Zone (towing authorized) Definition: Parking in a designated handicap space without displaying a state issued handicap placard or handicap license tag. Towing will be authorized if the vehicle is not moved within 30 minutes of initial citing 10. Handicap Access Zone (towing authorized) Definition: Parking in the blue striped area next to handicap spaces. 11. Sidewalk/Grass (towing authorized) Definition: Parking on the grass, lawn, landscaping, sidewalk or any paved area intended for pedestrian use. 12. Fire Lane (towing authorized) Definition: Parking in an area with signage indicating fire lane, curb areas painted red, or yellow slash marked areas. Towing will be authorized immediately upon infraction cited. 13. Closed Area (towing authorized) Definition: Parking in an area only accessed by proceeding through a barricade. 14. Obstructing Traffic Definition: Parking in such a way that traffic, including campus transit busses, cannot safely pass by. 15. No Parking Area (towing authorized) Definition: Any area that is designated a No Parking area with visible signs or any area painted yellow. 16. Reserved Parking (towing authorized) Definition: Parking in an area designated as reserved, enforceable 24 hours daily. This includes temporary reserved spaces identified by cones or signage set by the Parking & Transportation Services Office. 17. Immobilization (Boots) and Tows Definition: Excessive fines, blocking traffic, fire lane violations or similar situations will result in an immobilization unit being placed on the vehicle and or the towing of such vehicle to the Towing Company impound lot. Fee required in addition to the violation for device removal. 18. Storage Fees defined by the towing company Definition: Impounded vehicles will incur additional fees for each day they go unclaimed and remain in an impound lot. 19. Event Fine Definition: Parking in an event restricted lot between closure and opening time without the proper permit. C. Impounding / Towing 1. Parking Services reserves the right to impound/tow vehicles as circumstances warrant including, but not limited to: a) Vehicles parked in areas which create a safety hazard, such as fire lanes or within ten (10) feet of a fire hydrant. b) Vehicles parked in designated Tow Away zones, blocking delivery areas, reserved spaces, and state vehicles spaces. c) Vehicles parked in a lot with no permit and the lot is full impeding current permit holders’ ability to find a space. d) Vehicles parked in such a manner as to obstruct vehicle and pedestrian passage. e) Vehicles parked on the grass, lawn, landscaping, red or yellow curbs and striped zones. f) Vehicles parked in areas that are barricaded for construction. g) Vehicles parked in handicap spaces without proper permits. Handicap access zones must be kept open 24 hours a day for handicap van accessibility. h) Vehicles displaying a permit which has been reported lost or stolen or permits which are altered or falsified. i) Vehicles parked in areas in which emergency utility repair or grounds maintenance must be done. Attempts will be made to contact the owner. However, if it becomes necessary to remove a vehicle, the owner will not be charged a tow fee provided they are parked legally. j) Vehicles that have been immobilized, if the fines are not paid and management makes a decision to tow the vehicle for safety reasons. The vehicle will be towed to the towing company impound lot. After 24 hours an additional daily storage fee will be added to the balance due. k) Any unclaimed vehicle will be released to a contracted towing company. D. Immobilization 1. GCSU Parking Services uses immobilization devices (boots) as a means to detain habitual violator’s vehicles until all debts are resolved. Infractions which warrant immobilization include but are not limited to: a) Accumulation of three or more outstanding citations on a vehicle or permit. Or fines in excess of $99.00 b) Display of a permit which Parking & Transportation Services records indicate is stolen, altered or otherwise falsified. c) Vehicles with no current license plate and/or having an obscured, covered, or altered Vehicle Identification Number (VIN). Per Georgia State Law OCG 40-4-4, a vehicle’s VIN must be easily seen. d) Any unidentified vehicle not registered with Parking Services. e) Towing is unavailable or impractical. f) Vehicles will remain immobilized until all outstanding debt incurred by the violator have been satisfied. This includes citations on vehicles other than that which is currently immobilized. If the fines are not paid, the vehicle will be towed to the towing company impound lot. After 24 hours, an additional daily storage fee will be added to the balance due. E. Habitual Violators 1. Habitual violators are defined as: a) Customers who accumulate five or more tickets during a semester term. b) Customers who have been immobilized or towed two or more times during the academic year. 2. Continued violations will result in: a) An immediate immobilization or tow. b) Forward of the case file to the University Judicial Council Office. Resulting sanctions are established in the Official Code of Conduct and can result in community service or other sanctions.
F. Payment of Fines 1. Permit Holders and/or Vehicle owners will be responsible for all citations issued. 2. Citations issued to a vehicle displaying a permit will be the responsibility of the registered permit holder. 3. Students will have all identified citation balances transferred to their Student Account. Payments may be made at the Parking & Transportation Services office, the Business office, or on-line if available. Excess fines (defined as 3 or more) or immobilization fees may only be paid at the Parking & Transportation Services office. 4. Employees may pay at the Parking & Transportation Services office, the Business office, or on-line if available. Delinquent balances may be collected through payroll holds from eligible employees. 5. Visitors may pay at the Parking & Transportation Services office via mail, the Business Office or on-line. 6. Citations on unregistered vehicles will be connected through inquiry with the Georgia Department of Motor Vehicle Safety. 7. Non-payment or late payment of citations may result in a flag/hold on the student’s record or employee payroll. Immobilization or impoundment, and additional fines may be incurred. a) Fines are payable within fourteen (14) days of citation issue before accruing late fees as prescribed in Attachment 1, Fees and Fines. b) Late fees will begin accruing on the 15th day following citation issue at a work-day daily rate. The maximum late fee may not exceed double the fine amount. 8. Towing fees are the responsibility of the issued offender and are not included in the established fines. If a tow has been called for, the offender is responsible for the call out fee whether the tow was conducted or not. G. Other Violations and Penalties 1. Persons involved with, but not limited to the following actions may be assessed replacement fees and/or prosecuted: a) Damage to university property, such as lots, signs, boots, or gate equipment. b) Destroying, removing, taking, or mutilating traffic control signs, reserve signs, or other special signs. Possession of stolen property, including permits. c) Possession of forged permits or other official University documents. d) Tampering with fire safety equipment. e) Unauthorized removal of immobilization devices. A. General information 1. A Citation Appeal must be formally filed within fourteen (14) calendar days of the issue date to ensure late fees are not assessed. 2. All appeals must be done in writing. Appeals should be accomplished online if possible. When extenuating conditions warrant appeals may also be sent via mail, or in person at the Parking & Transportation Services office. 3. There are regularly scheduled hearings provided by the Parking & Transportation Services Office through a Parking Appeals Committee (PAC). The PAC is comprised of selected volunteers from students, faculty, and staff and are not employees of Parking & Transportation Services. a) Parking & Transportation Services employees will attend the hearing to act as facilitators and to provide factual information regarding processes and/or lot composition. b) They may not issue a decision/vote unless asked by the hearing committee to render a vote. 4. Those wishing to appeal may personally present their case in addition to the written appeal and submit any evidence or documentation to the hearing for consideration. a) Appeals are weighted toward the citing officer given the checks and balances process used in issuing a citation. Verbal or written statements alone will have minimal effect and should have conclusive evidence before consideration is given to dismiss a citation. b) Receipts, pictures, and other documentation may be necessary to prove a citation was errantly issued. 5. Appeal Criteria: a) The following shall be grounds for which an appeal will be considered: 1) Substantial and valid evidence that the alleged parking violation was not committed is presented. 2) The violation charged occurred under circumstances where the appellant believed he or she was not committing a violation, and where a reasonable and prudent person under the same or similar circumstances would have acted in the same manner as the appellant. 3) Appellant was misinformed by GCSU personnel, and can verify this misinformation. b) The following reasons are not considered valid and will not be accepted by PAC: 1) Lack of knowledge of the Regulations. 2) Tardiness due to class or appointment. 3) Disagreement with amount of fine. 4) Violation was of short duration. 5) The lot in which the violation occurred was not full. 6) Appellant's designated lot was full. 7) Appellant does not submit appropriate documentation that verifies that GCSU personnel misinformed him/her. 4. Immobilizations and tow fines will not be considered for appeal. Any errors in boot or tow violations must be appealed through the Parking & Transportation Services Manager. 5. Notifications of appeal decisions are made electronically. Customers with an Online Account via MyCats access may view decisions via the Parking & Transportation Services web site. 6. The Parking Appeals Committee normally meets once each month. Supplemental or additional meetings may be conducted under special circumstances. All meetings will be posted on the Parking & Transportation Services web site and the Announcements section on the GCSU MyCats web access. 7. The PAC decision on appeals normally constitutes the final decision on the matter. However, individuals who consider their appeal was not conducted fairly or have evidence that undue bias may have been a factor in the decision can request their case be submitted to the VP for Business and Finance for review. a) Prior to submitting an appeal to VPBF, the outstanding fine must be paid. If the appeal is upheld then all debts are satisfied. If the appeal is overturned a full refund for the fine amount will be rendered to the customer. B. Visitor Appeals 1. Visitors are those individuals who are not associated with Georgia College & State University and are neither students nor employees. a) Visitors may appeal via mail, fax, or in person. b) Citations older than fourteen calendar days may not be appealed. If a citation is dismissed, a refund will be issued. c) Visitor appeals are reviewed by Parking & Transportation Services personnel and take into consideration factors such as previous citations. C. Student Appeals 1. For the purpose of appeals, an individual is considered a student 24 months after last enrollment. All students driving on campus are responsible for knowing the parking regulations and rules as established in this document and other informational sources. a) Citations issued to students will be transferred to Student Accounts. b) Appeals will not defer transfer of fines to Student Accounts or payment obligation. Citations older than fourteen calendar days must be paid before an appeal will be considered. If a citation is dismissed, a refund will be issued. c) If a citation is appealed and dismissed, the student will be issued a credit to their student account or a refund check will be issued by the Business office. d) Students need to appeal citations electronically via the online access through their MyCats account. There is an option, for extenuating circumstances, whereby appeals may be submitted via a form at the Parking & Transportation Services office. Email appeals will not be accepted. D. Faculty/Staff Appeals 1. For the purposes of appeal, individuals are considered employees if they work for and are paid by GCSU or for a university affiliated department. a) Employees may appeal citations electronically via their MyCats access, via mail or at the Parking & Transportation Services office in person. E-mailed appeals will not be accepted. b) Citations older than fourteen calendar days must be paid before an appeal will be considered. If a citation is dismissed, a refund will be issued. Attachment 1 FEES and FINES
Attachment 1 cont’d
Attachment 2
LOT DESIGNATIONS "For current lot designations, please visit the GCSU Parking & Transportation Services web site at www.gcsu.edu/parking."
Attachment 3
DOCUMENT REVIEW LOG Must be accomplished annually as a minimum
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