Approved By: B. Hofler Milam, Senior Vice President for Finance and Administration & CFO
Effective Date : July 1, 2014 | Approval Date: May 2, 2014
Revisions: October 26, 2015 | July 19, 2019 | November 11, 2019| August 26, 2021
Type: Administrative Procedure| Number: 9.1.01
Responsible Official: John Wise, AVP Hospitality & Auxiliary Services
Administrative Procedure Statement
Over the last several years, Wake Forest University has experienced a significant increase in the demand for parking. It is important that we manage this demand carefully by incentivizing alternatives to individual vehicle commuting (often referred to as SOV or single-occupancy-vehicle commuting). If we do not manage this demand, we are faced with the expansion of surface lots at great financial expense to the University. An increase in surface lots will also result in a loss of our green spaces.
1. Employee Parking Permits
1.1 Exempt and nonexempt faculty and staff, both full-time and part-time and WFU temporary personnel, who choose to park a motorized vehicle on the Reynolda campus, during weekday hours (8 AM to 4 PM) must obtain an annual parking hangtag. The fee to obtain a parking hangtag will be calculated on current percentage of 0.3% of post-tax compensation from each regular paycheck over the course of the year. See Section 2 for more information on the payroll deduction process.
1.2 Faculty and staff have the following parking hangtag options:
1.2.1 On-Campus Employees
Faculty and staff who work on campus may select from one of four vehicle hangtags: 1) a hangtag to park a single occupancy motorized vehicle on the Reynolda campus, 2) a parking decal to park a motorcycle or motorized scooter on the Reynolda campus, 3) a carpool hangtag for the Reynolda campus (see Section 5), or 4) a hangtag to park in a designated satellite parking lot for free
Faculty and staff who work at Bridger Field House, Graylyn, Human Resources (HR), Reynolda Gardens, Reynolda House, Reynolda Village, University Corporate Center (UCC), or any other satellite locations are not required to purchase a parking hangtag, but must have their vehicles registered with Transportation and Parking Services in order to be issued an off-campus parking hangtag. Off-campus faculty and staff who visit campus have the following parking options: 1) park at the satellite location and ride the shuttle to the Reynolda campus for meetings; 2) if approved by the department senior leadership, purchase a parking hangtag to be able to park on campus at any time; 3) use a departmental issued hangtag and park in Lot N, any faculty-staff or general parking lot.
Permanent Innovation Quarter (IQ) Faculty/Staff
- Pay 0.3% of post-tax compensation through payroll deduction
- No secondary fee to park at IQ
Dual Innovation Quarter and WFU Faculty/ Staff
- Pay 0.3% of post-tax compensation through payroll deduction
- No secondary fee to park at IQ
- Can park on the Reynolda Campus and at IQ
2. Payroll Deduction
2.1 Payroll deduction is required for all hourly, salaried, full and part time faculty and staff purchasing an on-campus parking hangtag. Payment by payroll deduction protects the confidentiality of salary information, reduces clerical efforts and administrative expenses and streamlines the registration process.
2.2 Faculty and staff parking fees will be calculated as 0.3% of base compensation and will not include consideration of overtime or additional compensation. The university will also establish a maximum parking rate. An annual adjustment to the maximum parking rate may be made to correspond with the standard approved percent annual wage increase. The annualized fee will not exceed $1,044.00 for FY22.
2.3 Payroll deductions will remain in effect until the parking hangtag is relinquished and the payroll deduction is cancelled. A faculty or staff member may cancel payroll deduction at any time, subject to the following limitation: The faculty or staff member must contact the University’s Transportation and Parking Services Office at least fifteen business days prior to the beginning of a payroll period for the cancellation to be effective for that payroll period. For any period in which an employee does not receive a regular paycheck, but retains parking privileges, the employee consents to the parking fee for that period being accrued and deducted from their next regular paycheck.
2.4 If the cost of a parking hangtag should change for any reason, or before a new parking hangtag is issued, faculty and staff will be given advanced written notice and the opportunity to discontinue payroll deduction election in accordance with section 2.3. If an employee does not cancel payroll deduction election in accordance with section 2.3 after such notice, the payroll deduction election will be automatically adjusted to the new rate.
2.5 Participation in the program will cease automatically upon termination of employment with the University. The parking hangtag must be returned by the employee as part of the University’s exit interview process. Faculty and staff will not be entitled to receive a refund for any portion of the month for which they have paid for a parking hangtag, and will be unable to use the hangtag because employment with the University has terminated.
2.6 Receipt of a parking hangtag and participation in this payroll deduction program are completely voluntary and not a condition of employment. You do not have to obtain a parking hangtag in order to work for the University if you will not be driving a vehicle.
3.1 Departments may not increase an employee’s remuneration, except in the initial rollout, in order to compensate for their parking hangtag. Similarly, departments may not offer compensation for a parking hangtag as part of a new hire bonus.
3.2 Departments may not pay for an employee’s designated parking hangtag.
3.3 Dependents of faculty and staff, who are either enrolled as a student or working at WFU, are required to register their vehicles if they wish to park on the Reynolda campus. The use of a family member’s faculty/staff parking hangtag by a student is strictly prohibited. Students identified as improperly using a faculty/staff parking hangtag will be referred to WFU Judiciary Affairs as a potential honor code violation.
3.4 Faculty and staff cannot use departmental reserved spaces for personal use. Departmental reserved spaces are $500/year, per space and are used only for department vehicles or select approved vehicles that are registered with parking services.
3.5 Faculty and staff are responsible for citations, and department funds cannot be used to pay employee citation fines. Faculty and staff with unpaid citations will receive notification via email from Transportation and Parking Services with outstanding citations. Unpaid parking fines will result in suspension of on campus parking privileges and require the vehicle to park off-campus until all outstanding fines are paid. See section 3.14.
3.6 Faculty and staff assigned a WFU-owned vehicle, which is used on a regular basis for traveling to/from home, are required to purchase a parking hangtag.
3.7 Faculty and staff who park on campus during any portion of the day between 8:00 a.m. and 4:00 p.m. on weekdays are required to pay full price for a parking hangtag. There will be no prorated parking fees.
3.8 A parking hangtag issued by UCC or other parking management entities would not grant access to on-campus parking during the hours of 8:00 a.m. to 4:00 p.m. on weekdays.
3.9 Faculty and staff who work outside the hours of 8:00 a.m. to 4:00 p.m. on weekdays are not required to pay for parking and are allowed to park on campus, but must register their vehicles with Transportation and Parking Services.
3.10 Any employee, including employees with an off-campus parking hangtag, may park on campus after 4:00 p.m. on weekdays and all day on weekends. Vehicles with off-campus hangtags must be off campus by 8:00 a.m. on weekdays. Faculty and staff can park in all parking facilities designated General and Faculty/Staff. The only exception is Lot C, which is a 24/7 visitor lot.
3.11 Retired faculty and staff are not required to purchase a parking hangtag, unless they return to work. A special parking hangtag will be issued by the Transportation and Parking Services office, which allows them to park in faculty-staff and general parking lots for free.
3.12 Individuals (non-employees) who require special or limited need parking on campus during the hours of 8:00 a.m. to 4:00 p.m. may purchase a semester permit for $50. This option would be available for individuals who are auditing a class, regularly take advantage of the library, or other limited on-campus parking.
3.13 Motorcycle decals are not based on a percentage of salary, but are $50 for an annual decal. Employees who purchase a parking hangtag to park an automobile on-campus may receive a motorcycle decal for free. Motorcycles will receive a parking decal and can only park in designated motorcycle spaces.
3.14 Immobilization, or booting, of a vehicle will occur if previous attempts to collect citation fees are unsuccessful, if a vehicle is not registered or if the vehicle owner is a habitual violator of parking rules and regulations.. Neither the University nor third parties engaged by the University are responsible for any damage incurred from booting. Before a boot is installed, prior notification/warning will be given to the registered driver or placed on the vehicle to be booted that several violations have occurred. These notifications are intended to allow the vehicle operator to correct improper parking behavior and contact Transportation and Parking Services. Booting will occur for one of the following reasons and is based on each academic year:
• Accruing five (5) or more unpaid citations.
• Accruing four (4) citations for No Registration
• Accruing eleven (11) paid citations
More information on booting and towing can be found on the Transportation and Parking Services website at firstname.lastname@example.org
3.15 Lot N (between Kitchin and Poteat) is reserved for visitors and authorized off-campus faculty and staff visiting the Reynolda campus for meetings. Off-campus faculty and staff must have a departmental hangtag to park in Lot N. Departmental hangtags are available for $500/year for each hangtag and are limited. The number of hangtags available for departments is determined by the scope of need and size of the department. Requests for hangtags are to be referred to the Director of Transportation and Parking Services for consideration. Departmental hangtags cannot be assigned to an individual. Off- campus faculty and staff include the following locations: Bridger Field House, Graylyn, HR, Reynolda Gardens, Reynolda House, Reynolda Village, UCC and the Medical Center.
3.16 Off-campus faculty and staff whose job requires them to travel to campus infrequently or on a time-sensitive basis have the options to: 1) use the shuttle system, 2) park in Lot N, faculty-staff or general parking lots with a departmental parking hangtag, 3) If approved by the department head, purchase their own on-campus parking hangtag allowing them to park in any campus lot.
3.17 Students employed by the University as graduate teaching assistants or graduate hall directors (GHDs) are required to purchase a student permit and do not qualify for the faculty/staff parking fee structure.
3.18 Stipends to students who are also employees (i.e., GHDs) can be increased to cover the cost of a student permit.
3.19 Non-University paid temporary employees are required to purchase a parking hangtag and must do so in person at the Transportation and Parking Services office. Non-University paid temporary employees will pay a flat monthly fee of $10 instead of a percent of their salary.
3.20 University paid temporary employees fees will be calculated as a percentage of bi-weekly or monthly gross pay.
3.21 Vendors or service providers who provide a service to students for free will not be charged a parking fee, but must register their vehicle with Transportation and Parking Services. These providers will be issued the appropriate parking pass and can park in all parking lots, and Service Vehicle Only and time-limited spaces.
Concessionaire employees that provide an auxiliary service on campus are required to pay an annual fee of $60.00.
Vendors or service providers who do not provide a service for free will not be charged a parking fee, but must register their vehicle with Transportation and Parking Services. These providers will be issued the appropriate parking pass and can park in all parking lots, and Service Vehicle Only and time-limited spaces.
3.22 A faculty/staff parking hangtag does not guarantee a parking space next to the work place.
4. Vehicle Registration
The vehicle registration process requires the following information: vehicle license plate number, state of registration, vehicle year, make, model and color.
4.1 Faculty and staff will log onto http://wfuparking.t2hosted.com, select “Register Your Vehicle,” enter their WFU Login ID (excluding @wfu.edu) and password, and select “Purchase a Permit” to begin the registration process.
4.2 Faculty and staff must register all vehicles that will be driven to campus, but will receive only one parking hangtag that can be interchangeable between vehicles. The parking hangtag must be visible from the rearview mirror at all times while parked. The parking hangtag will serve a dual purpose as a parking hangtag and a gate pass.
4.3 Parking hangtags ordered on-line will be delivered to appropriate departments for distribution to faculty and staff via campus mail.
5. Alternative Transportation
Carpooling saves money and gas, and reduces air pollution. If two (2) or more employees carpool, parking is free. One “carpool” parking hangtag will be issued and shared between participants. Transportation and Parking Services will provide each carpool member with four (4) free Day Passes per driver, per semester, that can be used when an individual is unable to carpool. Additional Day Passes may be purchased at a price of $5.00 per day. Members of the carpool can choose a location on campus that they would like to park nearest to and Transportation and Parking Services will designate a carpool space as near to that location as possible. Registration for carpool can be done online here.Visit the Transportation and Parking Services website for more information on the carpool policy.
ShareTheRideNC’s electronic ride-sharing board helps Wake Forest students, faculty and staff connect with regular carpool partners, others who are traveling to the same destination on a given day, or just in the same direction for part of the ride. Rides are matched based on the criteria set by the individuals offering and seeking ride-share partners. Interested individuals can join the secure online community and find a carpool partner.
5.3 Bicycle Commuting
Faculty and staff who ride a bicycle to work on a frequent basis may register as bicycle commuters. These employees will be issued eight (8) free day passes per semester that will allow them to drive a vehicle to work and park on-campus, when needed. Additional Day Passes may be purchased at a price of $5.00 per day. Bicycle commuters must register their bicycles with the Transportation and Parking Services Office. Registration frequently aids in the recovery of stolen bicycles. At the end of each semester, unclaimed unregistered bicycles will be collected and renovated for re-use.
Faculty and staff who commute by bicycle infrequently have the option of purchasing an on-campus permit or choosing a free permit to park at the satellite lot location when driving a vehicle to work.
5.4 Pedestrian Commuting
Faculty and staff who walk to work on a frequent basis may register with Transportation and Parking Services as pedestrian commuters. These employees will be issued eight (8) free day passes per semester that will allow them to drive a vehicle to work and park on-campus, when needed. Additional Day Passes may be purchased at a price of $5.00 per day.
The Winston Salem Transit Authority (WSTA) Route 90 bus travels from the downtown Winston-Salem transportation center to campus daily, 6:00 a.m. – 6:00 p.m. For more information, visit the WS Transit website
For all commuters who choose not to park on the Reynolda campus and need occasional access to a vehicle, Wake Forest offers a car-sharing program. Zipcars are an affordable option that is available by the hour or by the day. Cars are parked on campus near the first-year residence halls, between Kitchin and Poteat Halls, and on the North campus. They are available 24 hours a day; rates include gas and insurance, and departmental accounts are available. For more information or to join the network, visit the Zipcar website.
5.7 Ride the Wake Shuttles
WFU Transportation provides a network of shuttles throughout the year for students, faculty & staff. Whether you are commuting to work, getting around campus between classes, doing research at the medical center, or exploring downtown Winston Salem the Wake Line makes it easy. Keep up to date with schedules, request a ride or even track your bus live while you wait. For those who have access to a smart phone, Wake Forest offers an app that allows users to track the shuttles in real time. Download the Transloc app.
5.8 Emergency Transportation for free satellite options
Those parking at the satellite location that need immediate access to their vehicles in the case of an emergency may contact Campus Police at 758-5911 or Transportation and Parking Services at 758- PARK (7275) to seek assistance from an officer.