UW System Administration Internal Policy Administrative Services-1

UWSA Parking Management

Original Issuance Date:                 May 29, 2019

Last Revision Date:                         June 8, 2021

1. Policy Purpose

The purpose of this policy is to establish clear parameters by which parking is managed and pay rates set at properties leased by University of Wisconsin System Administration (UWSA).

2. Responsible UW System Officer

Vice President for Administration

3. Scope

This policy applies to UWSA leased properties where parking is limited or assigned. Where another UW institution is located or leased on a UWSA property, parking assignment and management shall be governed under the provisions of this policy by the Vice President for Administration. It is applicable to any employee, consultant, and visitor parking at UWSA leased property.

4. Background

The policy is intended to establish protocols to equitably manage parking available at UWSA leased properties appropriately and uniformly.

5. Definitions

Consultant: An individual(s) who has been contracted by UWSA.

Employee: An individual(s) who is:

  • On the UWSA payroll; or,
  • A UW institution employee who is assigned to work at a UWSA leased space for the majority of their time on a long-term basis

Institution: All UW System universities and branch campuses/additional locations.

Visitor: An individual(s) who is a:

  • UW System institution employee who is attending meetings at UWSA and is not assigned to UWSA space.
  • A government employee, business partner, or community member invited by UWSA or a UW System institution to a UWSA leased property for a meeting or conference.

6. Policy Statement

If parking is made available through the lease or property owner, management, assignment, and priority of parking spaces will be governed by the policy below. A parking permit is only valid at its identified location. It may not be used between parking lots on UWSA leased property.

A. Parking Management

The Vice President for Administration (or designee) will manage annual employee permits across all UWSA leased property and designate an on-site parking manager to coordinate temporary permits at specific UWSA properties’ parking. The Vice President for Administration (or designee) will track available parking spaces and determine parking prioritization based on UWSA’s operational and business needs.

I. Annual Permits

Employees register for parking through UWSA Human Resources and payment is made through payroll deduction . Annual parking permits are issued and managed by the Vice President for Administration (or designee). If used, the permit can be transferred between vehicles. This may be required to avoid being ticketed. License plates are recorded to verify that the individual is a UWSA employee at a UWSA leased property. If an employee loses their parking permit, a replacement fee for the card will be assessed.

 II. New/Retiring Employees

When hiring a new employee or upon the resignation/termination of an existing employee, UWSA Human Resources must notify the Vice President for Administration (or designee) if that employee requests a parking permit or previously had one. Upon hire, new employees will fill out parking forms and may be issued a parking permit, if available. If no parking permits are available, the employee will be put on a waitlist. When parking becomes available, the employee next on the waitlist will be offered the space. If the employee chooses not to accept the space, they may be taken off the waitlist or moved to the bottom of the waitlist.

If the new employee is put on the waitlist for offices located at 660 W. Washington or 780 Regent Street, the employee may contact the on-site parking manager at Van Hise Hall to apply for base lot or structured parking that may be available through UW-Madison Transportation Services. See section 6.A.IV. for more information on parking on non-UWSA leased property.

III. Prioritization of Parking Spaces

Prioritization of parking spaces is as follows:

  1. Accommodation for fire, police, and other emergency vehicles, and for service vehicles;
  2. Accommodation for disabled employees. An employee’s disability shall be shown by a statement from a physician, an advanced practice nurse, a physician assistant, a chiropractor or a Christian science practitioner, indicating that the employee is disabled according to those standards established in s. 341.14, Wis. Stats. Parking for vehicles with special identification cards for the physically handicapped pursuant to s. 343.51, Wis. Stats., shall be provided as close as possible to an entrance which can be used by disabled employees. Disabled employees allocated parking under this section shall not be exempted from payment for parking privileges.
  3. Accommodation for disabled visitors. Motor vehicles using public parking stalls or spaces designated for the handicapped shall be equipped with license plates issued to or for disabled persons pursuant to s. 341.14, Wis. Stats. Parking for vehicles with special identification cards for the physically handicapped pursuant to s. 343.51, Stats.;
  1. Personal parking stalls and spaces for employees as allocated by the Vice President for Administration (or designee):
    1. Senior management as approved by the Vice President for Administration (or designee).
    2. Carpools and vanpools having at least 2 passengers in addition to the driver. At least two individuals in the pool must be UWSA employees.
    3. For other employees, priority shall be offered to employees based on length of university service and on-premises work schedule.

IV. Parking on non-UWSA leased property

The Vice President for Administration (or designee) will manage annual employee permits across all UWSA leased properties where UWSA employees are located. The Vice President shall designate an on-site parking manager(s) to coordinate permits at these properties. If a UWSA employee, consultant, or visitor is parking on non-UWSA leased property, then the parking policies of that institution or entity apply.

Specifically, those parking on the UW-Madison campus must adhere to UW-Madison’s parking policies. UWSA employees issued with all-campus parking passes must not use those passes in lieu of either purchasing a regular parking permit.

B. Parking Rates

I. UWSA Leased Property Parking

For properties leased by UWSA, parking rates are informed by the market rates as compared to properties.

Annually, the Vice President for Administration will approve the parking rates. Employees will be notified via email of any parking rate changes 45 days prior to a rate change going into effect.

Employees will pay an annual parking rate as determined by UWSA’s Leased Property Rates, unless parking rates are negotiated or included in the real estate lease.

C. Enforcement

For UWSA leased property where parking permits are issued, it will be at the affected landlord’s discretion to contact the Madison Police Department to ticket any violators to this policy. All tickets will be paid at the owners’ expense.

D. Taxable Benefits

Parking will be taken out of an employee’s paycheck as a pre-tax deduction.

7. Related Documents

UWSA Leased Property Rates

Wis. Admin. Code s. Adm 1.05, Allocation of Parking Spaces

8. Policy History

Revision 1: June 8, 2021

First approved: May 29, 2019

9. Scheduled Review

June 2026