Transportation Services Payments, Refunds, and Cancellations

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Policy Number:
UW-6136
Old Policy Number:
TS-48
Responsible Office:
Transportation Services

University Policy

Rationale/​Purpose:

This policy defines the qualifications for 1) accepting products and services, 2) submitting payment, 3) requesting a refund, and 4) canceling the product or service.

Scope:

Faculty, staff, students, and visitors

Policy:

Policy

  • UW-Madison Transportation Services requires all citations, fees, and outstanding balances are paid prior to applying for, accepting, or purchasing any permit.
  • UW-Madison Transportation Services reserves the right to require payment in-full for all products and services for which it is unable to collect a payroll deduction.
  • All UW-Madison payroll deductions will be withheld pre-tax (effective 1/1/2020). UW affiliates will determine payroll methods for their employees. The number of deductions withheld will be 18 or 24 based on the payroll status of each permit holder.
  • There are no refunds for products purchased via payroll deduction or for products from previous fiscal or parking years, unless there was an administrative error, as determined by UW-Madison Transportation Services. Products must be returned to avoid additional charges.
  • Two consecutive missed payroll deductions may result in the cancellation of parking if payment is not received.
  • Three or more missed payroll deductions may result in the permanent revocation of payroll deduction eligibility. In order to maintain the parking assignment, the full amount due for the permit will be due immediately upon revocation of eligibility for payroll deduction.
  • Faculty and staff with a valid UW Wiscard/UW Health ID on a leave of absence are required to submit monthly payments by the first of each month to hold their parking assignment while off the payroll system. Faculty and staff on a leave of absence must contact Business Services in UW-Madison Transportation Service to determine required payment amounts and payment methods.
  • Permits are property of Transportation Services and must be returned upon termination of employment or when a student withdraws from classes.
  • Cancelling an annual base lot, Flex, or park-and-ride assignment will result in the cancellation of all parking applications and waitlists for the current year.
  • Bus passes must be returned within 14 calendar days of the end of employment or cancellation in order to receive any eligible refunds. Passes may not be used after an employment appointment ends. Refunds will be prorated.
  • Credit card payments:
    1. Credit card payment will be accepted for the account balance only. UW-Madison Transportation Services will not provide cash back to customer.
    2. Credit card payments will not be accepted via email or postal mail. UW-Madison Transportation Services recommends submitting payment for permits or citations through the online services secured webpage, in-person at any of the UW-Madison Transportation Services offices, or by telephone.
    3. If the credit card company refuses to submit payment, UW Transportation Services reserves the right to cancel the product or service purchased by the customer.
    4. If the credit card company refuses to submit payment on citations, further enforcement action may include late fees, suspension fees, suspension of license plates, and referral to a debt collection agency.
  • Refunds will not be issued for amounts $10 or less.
  • Cancellation is based on the date the products (permit/bus pass/bicycle locker key) are received by UW-Madison Transportation Services.
  • Unpaid fees or citations may result in the cancellation of a parking permit.
  • UW-Madison Transportation Services requires cash or credit card payment for all non-sufficient fund (NSF) checks received in payment for products or services.
  • Refunds are not issued for parking purchased at cashier lots or ramps, or shields.
  • Refunds for balances on flex parking accounts must be requested by June 30th of each parking year. The balance will expire at the end of the parking year on August 31st.
  • UW-Madison Transportation Services reserves the right to refuse bills larger than the $20 denomination, based on available cash reserves and available cash in a register drawer.
  • A maximum of $2.00 may be paid in coinage that is unrolled. Rolled coinage will be accepted up to a total of $10.00. UW-Madison Transportation Services reserves the right to refuse excess coinage as payment for any product or service.
  • Customers should only have one valid Transportation Services permit in their vehicle at any time. If a customer has more than one permit in their vehicle and multiple permits are charged by the gate equipment in Transportation Services ramps, Transportation Services will not be responsible for refunds of inadvertent charges or value deductions to permits when the customer intends to pay with another payment method.
  • Attached chart defines payment method, refunds, and cancellation process.
Payment Method No Refund: Permits & Services Payments & Refunds for Permits & Services Cancellation Refund Method
Cash/Checks
  • No 2-party checks
  • Exact amount only
  • Value permits (not returned two full working days before effective date)
  • NSF check payments
  • Monthly permits
  • Restricted permits
  • Shields
  • Administrative fees

Prorated:

  • Afternoon permits
  • Annual base lot permits
  • Bicycle locker/cage (pro-rated monthly)
  • Business alternate
  • Department limited permits
  • Department reserved stalls
  • Moped permits
  • Motorcycle permits
  • Night permits
  • Park-and-ride permits
  • Service permits
  • UW Disabled annual permits
  • Vendor permits

Non-Prorated:

  • Citations
  • Value permits (returned 2 full working days before effective date of permit; 50% administrative fee)
  • Refunds $10 or less will not be processed
  • All permits and keys must be returned to UW Transportation Services if employment is terminated or student withdraws from classes.
  • Permit cancellation effective on date product is received by UW-Madison Transportation Services.
  • Value permits must be returned two full working dates before effective date of permit.
  • Accounting Services (allow six weeks)
Visa/MC Debit & Credit Cards
  • Exact amount only
  • Value permits (not returned two full working days before effective date)
  • NSF check payments
  • Monthly permits
  • Restricted permits
  • Shields
  • Administrative fees

Prorated:

  • Afternoon permits
  • Annual base lot permits
  • Bicycle locker/cage (pro-rated monthly)
  • Business alternate
  • Department limited permits
  • Moped permits
  • Motorcycle permits
  • Night permits
  • Park and ride
  • Service permits
  • UW Disabled annual permits
  • Vendor permits

Non-Prorated:

  • Citations
  • Value permits (returned two full working days before effective date of permit; 50% administrative fee)
  • Refunds $10 or less will not be processed.
  • All permits and keys must be returned to UW-Madison Transportation Services if employment is terminated or student withdraws from classes.
  • Permit cancellation effective on date product is received by UW Transportation Services.
  • Value permits must be returned two full working dates before effective date of permit.
  • Credit back to same credit/debit card
Payroll Deduction
  • Afternoon permits
  • Annual base lot permits
  • Bicycle locker/cage
  • Business alternate permits
  • Moped permits
  • Motorcycle permits
  • Night permits
  • Park-and-ride permits
  • UW Disabled annual permits
  • All payroll deductions 9/1/2018 to 12/31/2019 were withheld post-tax. All payroll deductions after 1/1/2020 shall be withheld pre-tax.
  • No refunds for payroll deductions.
  • The number of deductions withheld (18 or 24) will be based on the payroll status of each permit holder and their University or UW Health appointment or affiliation.
  • Parking assignments and payroll deductions are cancelled on the date all permits are returned to UW-Madison Transportation Services.
  • All permits and keys must be returned to UW-Madison Transportation Services if employment is terminated.
  • Two consecutive missed payroll deductions may result in the cancellation of parking if payment is not received.
  • Three or more missed payroll deductions may result in the permanent revocation of payroll deduction eligibility. In order to maintain the parking assignment, the full amount due for the permit will be due immediately upon revocation of eligibility for payroll deduction
  • Not applicable
UW–Madison Department Billing Number
  • Department reserved stalls
  • Restricted permits
  • Value permits (not returned 2 full working days before effective date)
  • Administrative fees

Prorated:

  • Department limited permits
  • Department service permits
  • Bicycle locker/cage (pro-rated monthly)

Non-Prorated:

  • Reserved stall
  • Value permits (returned 2 full working days before effective date of permit; 50% administrative fee)
  • Refunds $10 or less will not be processed.
  • Permit cancellation effective on date product is received by UW-Madison Transportation Services.
  • Credit issued against Department Billing Number
Related UW-Madison Policies:

Policy Administration

Approval Authority:
Assistant Vice Chancellor of UW-Madison Transportation Services
Policy Manager:
Director of Parking Operations
Contact:
Director of Parking Operations -- Tanara Teal-Tate, tanara.tealtate@wisc.edu, (608) 263-9591
Effective Date:
03-01-2003
Revised Dates:

03-01-2004, 03-01-2005, 03-01-2006, 03-01-2007, 03-01-2010, 03-01-2011, 03-01-2012, 06-01-2017, 04-01-2018, 01-01-2020, 10-06-2022, 11-10-2022

Retrieved:
02-05-2023 14:47:05