Introduction

Hourly and Patient Parking Passes are considered cash equivalents and must be included in a department’s cash handling process. It is crucial to ensure their safekeeping and proper recording to maintain accountability and prevent misuse. Departments should be aware that at any time, internal or external auditors may visit units to perform unannounced observations or counts.

Cash Value of Parking Passes

  • Hourly Parking Pass: $1.20 per hour issued.
  • Patient Parking Pass: Maximum value of $20.

Safekeeping and Recording

Departments are required to secure parking passes as they would with cash, gift cards, etc. See University Cash Handling policy: 

  • A detailed log is required to track the distribution of all parking passes. Log should included:
    • recipient's name
    • the date issued, and 
    • the recipient's signature.
  • All unused hourly parking passes must be securely stored, akin to cash in a cash drawer.
  • All unused patient parking passes must be destroyed via a secure shredder or locked shredder bin.
  • The log and parking pass inventory should be reconciled monthly.

Hourly Parking Pass Handling

  1. Available for purchase at the Parking and Transportation office.
  2. A requisition must be submitted, detailing the specific use for the hourly parking pass.
  3. The individual who submits the requisition should not be the individual to retrieve the parking passes from the Parking and Transportation office.
  4. Employee use of parking passes for personal parking is strictly forbidden. Any violation will result in the pass's value being reported as a taxable fringe benefit on the employee’s W-2.
    1. All unused parking passes must be secured in a locked drawer/safe etc, similarly to cash for a cash drawer.
    2. Log book should be verified monthly with a count of the inventory of parking passes.

Patient Parking Pass Handling

  • Passes should only be printed upon the patient arrival at their appointment or at the end of their appointment. Passes printed in advance must be secured as cash and locked at all times.
  • A log must be maintained for each pass printed, documenting the recipient, the date issued, and the recipient's signature.
  • The log should be cross-checked against patient appointment attendance.

Procedures for Preprinted Epic Patient Parking Passes:

  • It is strongly discouraged to preprint parking passes. However, should preprinting need to occur, the department is required to take these additional measures:
    • A record of the number of preprinted passes must be kept.
    • Patients must sign to acknowledge receipt of a pass.
    • At day's end, remaining passes should be counted to ensure the number aligns with the total issued.
    • Any leftover passes must be securely destroyed and the destruction verified by a supervisor