Carolina Performing Arts: Employee Parking Allocation and Assignment Policy and Procedure

Unit Policy

Title

Carolina Performing Arts: Policy on and Procedure for Employee Parking Allocation and Assignment

Introduction

Purpose

This document defines the procedure for assigning and managing Executive Director of the Arts (EDA) employee parking.

Scope

This procedure applies to all EDA full-time permanent SHRA and EHRA employees.

Policy

Policy Statement

All communications regarding employee parking eligibility and priority, as well as assignment of allocations, are managed by the EDA Business Office.

The Executive Director for the Arts (EDA) allocates and assigns employee parking in two locations: the Carolina Square parking deck and designated on-campus lots.

Carolina Square: EDA is allocated an inventory of non-University parking in the Carolina Square deck through the Carolina Performing Arts (CPA) off-campus lease of CURRENT ArtSpace + Studio. There is no fee for assigned employee parking at Carolina Square.

On campus: EDA is allocated an inventory of self-paid on-campus parking permits based on a formula set by the UNC-Chapel Hill Department of Transportation and Parking. On-campus parking fees are collected by the University through payroll deduction at the rate set by the UNC-Chapel Hill Department of Transportation and Parking.

University departments cannot pay for or reimburse employee parking in University-owned lots or for work at a duty station based on the University’s policy on Unauthorized purchases, including payments by P-card or Travel card.

Employees holding daytime campus permits may park in any University lot not reserved for specific purposes at no charge on weeknights after 5pm. Employees without a campus permit may park in any University lot not reserved for specific purposes on weeknights after 5pm for a flat rate of $1.00 (paid via ParkMobile). On weekends (begins Friday 5pm – ends Monday 7:30am), all campus lots are free of charge unless reserved for specific purposes.

Reserved lots and reserved spaces within lots are designated with signage.

EDA employee parking assignments are issued annually in conjunction with the University’s parking assignment cycle. The EDA Parking Coordinator collects parking requests each July and issues assignments that are effective August 1.

EDA assigns available on-campus parking to the Executive and Artistic Director (EAD) and the Senior Directors. Requests for remaining on-campus and Carolina Square inventory are assigned in descending order of years of EDA service (the employee with the most years of EDA service is the first eligible).

Exceptions

The Executive and Artistic Director may, at their discretion, direct the Parking Coordinator to assign available Carolina Square or on-campus parking to an EDA employee irrespective of the criteria outlined above.

Employees seeking medical mobility accommodation may apply for on-campus parking and/or transportation accommodations through the University's Transportation and Parking office.

Procedure

In July, the Assistant Director of People and Culture (ADPC) provides the Parking Coordinator a list of full-time permanent CPA employees and confirmed new hires who will be on payroll as of August 1, sorted in descending order of years of EDA service.

The Parking Coordinator announces the opening of the annual parking assignment cycle and collects parking requests from EDA staff using the current version of the EDA Parking Request form.

The CPA Business Office maintains and manages the parking request form, which is stored in the CPA Business Office Team files.

Annual Allocation and Assignment

1. The Parking Coordinator confirms EDA’s on-campus parking allocation for the next cycle in the Coordinator Parking Management system.
2. The Parking Coordinator sorts the EDA Parking Request submissions by years of service to determine ranked choice priority.
3. The Parking Coordinator assigns the available preferred on-campus locations to the Executive Director and Senior Directors.
   1. On-campus permits are virtual and employees must register a valid license plate each year via Transportation and Parking's Online Services before a permit can be assigned.
4. The Parking Coordinator assigns the remaining on-campus and Carolina Square inventory based on years of EDA service and ranked preference.
5. If there is not allocation available to assign an employee their first parking location preference, the Parking Coordinator attempts to assign their next-preferred location in order of preference.
6. The Parking Coordinator processes the parking assignments:
   1. On-campus
      1. On-campus permits are virtual and employees must register a valid license plate via Transportation and Parking's Online Services each year before a permit can be assigned.
      2. The Parking Coordinator submits the on-campus permit assignments in the University's Coordinator Parking Management system.
   2. Carolina Square
      1. If an employee has an existing Carolina Square assignment, the assignment will renew and no action is needed.
      2. If an employee does not have an existing Carolina Square assignment, the Parking Coordinator either:
         1. Issues the employee a permit and fob from existing physical inventory as detailed below.
         2. Adds a new permit and fob to inventory as detailed below and issues them to the employee.
   3. If an employee is moving from Carolina Square parking the Parking Coordinator retrieves the permit and fob by July 31 and returns the permit and fob to physical inventory.
7. The Parking Coordinator updates the Parking Tracking spreadsheet (CPA Business Office > Documents > Administration > Parking) to document the parking assignments for the cycle.

On-Campus Permit Management

1. Permit assignments, reassignments and cancellations are managed by the Parking Coordinator through the University’s Coordinator Parking Management system.
2. Updates to on-campus permit assignments are recorded in the Parking Tracking spreadsheet.

Carolina Square Permit and Fob Management

1. Returning permits and fobs to physical inventory
   1. The Parking Coordinator retrieves the previously assigned permit and fob, removes the previous assignment in the Parking Tracking spreadsheet, and designates the fob/permit as "Available."
2. Reassigning permits and fobs in physical inventory
   1. The Parking Coordinator adds the new assignment to the Parking Tracking spreadsheet and coordinates delivery of the reassigned permit and fob to the employee.
3. Replacing permits and/or fobs
   1. The Parking Coordinator submits a replacement permit and/or fob request in the Building Engines portal.
   2. If the replacement(s) are for an employee, the employee picks up the replacement(s) from the leasing office.
      1. If the replacement is for a lost fob, the employee must provide a check payable to the Carolina Square landlord at the then-current fob replacement rate at the time of pick up.
   3. If the replacement(s) are for EDA inventory, the Parking Coordinator picks up the replacement(s) from the leasing office.
      1. Replacement fobs for EDA physical inventory are billed to EDA.

Out-of-Cycle Allocation and Assignment

1. New employees
   1. Hiring managers direct all questions regarding employee parking to the Assistant Director of People & Culture (ADPC).
   2. The ADPC sends parking information to employees who join EDA mid-cycle.
      1. Based on availability and the employee’s ranked choices, the Parking Coordinator either assigns on-campus parking, adds the employee to any requested on-campus waitlist(s) via the Coordinator Parking Management system or assigns Carolina Square parking.
   3. The Parking Coordinator notifies the ADPC of the parking assignment and either:
      1. Provides the ADPC the virtual permit registration instructions if the employee is assigned on-campus parking, or
      2. Provides the ADPC the assigned Carolina Square fob if the employee is assigned Carolina Square parking.
2. Surrendered or cancelled parking assignments
   1. On-campus assignments:
      1. The Parking Coordinator submits the permit cancellation in the Coordinator Parking Management system and updates the parking allocation in the Parking Tracking spreadsheet
      2. The employee is responsible for confirming the cancellation through Transportation and Parking’s Online Services and by checking their payroll deduction.
   2. Carolina Square assignments:
      1. The Parking Coordinator returns the permit and fob to physical inventory and updates the Parking Tracking spreadsheet.
   3. The Parking Coordinator will review the ranked choice submissions and will contact employees in the order defined above to offer new or reassigned parking if a preferred option becomes available.
      1. If a contacted employee elects on-campus parking, the Parking Coordinator processes the permit assignment in the Coordinator Parking Management system and updates the parking allocation in the Parking Tracking spreadsheet.
      2. If a contacted employee elects Carolina Square parking, the Parking Coordinator issues a permit and fob and updates the assignment and allocation in the Parking Tracking spreadsheet.

Definitions

Parking Coordinator: The term "Parking Coordinator" refers to the EDA Parking Coordinator.

Related Requirements

External Regulations

• UNC-Chapel Hill Finance Policy 1227: Policy on Unauthorized Purchases

Unit Policies, Standards, and Procedures

• Carolina Performing Arts: Executive Director for the Arts (EDA) Guest and Employee Temporary Parking Policy and Procedure

Contact Information

Primary Contacts

Name: Rachel Pittman

Title: EDA Parking Coordinator

Name: Jah’Mar Coakley

Title: Assistant Director of People & Culture

Other Contacts

Unit: UNC-Chapel Hill Transportation and Parking

Web: https://move.unc.edu

Important Dates

• Effective Date and title of Approver: June 1, 2024; Executive and Artistic Director
• Revised January 30, 2025 by the CPA business office.
  1. Changed references to "EDA HR" to "the ADPC"
  2. Updated the Parking Tracking spreadsheet location
  3. Clarified that employees are responsible for the cost of replacing lost fobs
• Revised February 7, 2025 by the CPA business office
  1. Added that the unit cannot pay for or reimburse employee parking at a duty station
  2. Added details of permit holder and non-permit holder access to University parking on weeknights and weekends
• Revised September 10, 2025 by the CPA business office
  1. Filename updated to conform to standardized naming convention
• Next Review Date: July 1, 2026