Transportation Services Refunds

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Policy Number:
UW-6151
Responsible Office:
Transportation Services

University Policy

Rationale/​Purpose:

This policy outlines when and how refunds are offered to customers of UW-Madison Transportation Services. 

Scope:

This policy applies to any customer who purchases a product from UW-Madison Transportation Services. 

Policy:
  1. Transactions eligible for refunds 
    1. Transactions may be eligible for a refund if the refund is requested during the same fiscal year the transaction was completed, or if the refund is requested within 90 days after the end of the previous fiscal year. Unless otherwise noted, this timeframe governs the refund eligibility timeframe for all transaction types listed in this policy.
    2. Refunds requested more than 90 days after the end of the previous fiscal year must be approved by a director in UW-Madison Transportation Services.
    3. Payroll deductions are not refundable. Customers must return their permit, bus pass, or cancel their bike locker/cage assignment to stop future payroll deductions.
    4. When UW-Madison Transportation Services is notified that an employee is no longer employed at the agency, the Transportation Services’ product will be administratively returned and payroll deductions will be stopped. A refund for a product paid in full will be automatically processed. Payroll deductions or payroll payments in process will not be refunded.
    5. Refunds are not issued for shields, administrative fees, NSF fees, reserved visitor parking permits (returned less than 2 days prior to use date), credit card dispute arbitration fees, Lot 76 Quick Passes, or temporary permits (returned less than 2 days prior to use date).
    6. Unless stated otherwise, refunds are not issued for amounts less than $10. 
  2. Refund proration
    1. Refunds for some products (listed below) purchased from UW-Madison Transportation Services may be prorated, depending on the date the product is received by UW-Madison Transportation Services:
      1. Afternoon permits
      2. Annual base lot permits
      3. Bicycle lockers/cages (prorated monthly)
      4. Bus passes
      5. Department limited permits
      6. Department reserved stalls
      7. Moped permits
      8. Motorcycle permits
      9. Night permits
      10. Park and ride permits
      11. Service permits
      12. UW Accessible annual permits
      13. Vendor permits
      14. E-scooter permits 
    2. Refunds for some products (listed below) purchased from UW-Madison Transportation Services will not be prorated: 
      1. Citations
      2. Reserved visitor parking permits
      3. Temporary permits
      4. Flex permit refunds will be issued for amounts greater than $5 ($6.25 in flex permit value) based on the remaining balance left on the Flex permit. 
  3. Refunds for web/online transactions
    1. Eligible credit card transactions (Visa, MasterCard, American Express, or Discover) completed through the UW-Madison Transportation Services web portal may be refunded to the original payment method via Transact Payments up to 270 days after the original transaction date.
    2. Refunds requested more than 270 days after a credit card transaction was completed through the UW-Madison Transportation Services web portal may be refunded by check issued through UW-Madison Accounts Payable. Refunds by check may take four to six weeks to process. 
  4. Refunds for in-person and telephone transactions
    1. Credit card transactions (Visa, MasterCard, American Express, or Discover) completed at a UW-Madison Transportation Services customer service location may be refunded to the original payment method via credit card terminal.
    2. Refunds for credit card transactions completed in person at a UW-Madison Transportation Services customer service location may be processed over the phone.
    3. If the original credit card used to complete a transaction is expired or canceled, a refund may be issued via check through UW-Madison Accounts Payable. Refunds by check may take four to six weeks to process.
    4. Refunds to mobile payments (i.e. Apple Pay, Google Pay, Samsung Pay) may be made back to the same mobile payment device if the card number can be verified. All other mobile payment refunds may be refunded via check issued through UW-Madison Accounts Payable. Refunds by check may take four to six weeks to process.
    5. Cash transactions completed at UW-Madison Transportation Services customer service locations may be refunded via check issued through UW-Madison Accounts Payable. Refunds by check may take four to six weeks to process.
    6. Personal or corporate check transactions completed at a UW-Madison Transportation Services customer service location may be refunded via check issued through UW-Madison Accounts Payable. Refunds by check may take four to six weeks to process.
  5. Refunds for transactions conducted in UW-Madison parking garage locations
    1. Transactions may be conducted in UW-Madison parking garage locations at self-serve pay-on-foot kiosks or in person with a booth attendant. Customers seeking a refund for a transaction completed in a UW-Madison parking ramp must obtain a refund request form from a UW-Madison Transportation Services employee at a booth office in the parking garage, or from a customer service representative at a UW-Madison Transportation Services office location. Refund Request forms may also be obtained on the UW-Madison Transportation Services website.
    2. The refund request form must be returned to UW-Madison Transportation Services within 30 days of the original parking transaction with accompanying documentation.
    3. If the transaction is deemed eligible for refund, the refund may be issued to the credit card used for the original transaction. If the original transaction was completed via cash or check, or if the credit card used for the original transaction is canceled or has expired, a refund may be issued via check processed through UW-Madison Accounts Payable. Refunds by check may take four to six weeks to process.
    4. Refunds to mobile payments (i.e. Apple Pay, Google Pay, Samsung Pay) may be made back to the same mobile payment device if the card number can be verified. All other mobile payment refunds may be refunded via check issued through UW-Madison Accounts Payable. Refunds by check may take four to six weeks to process.
    5. 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 double charges or value deductions to those permits. Please see UW-6112 Parking Permit Terms & Conditions for more information.
  6. Refunds for third-party transactions
    1. Transactions completed via third-party billing may be refunded via monthly administrative billing process.
    2. Third-party billing refunds will be processed using the associated TS number utilizing the same method the charge was created in the UW-Madison Transportation Services system.
    3. The monthly billing process, in collaboration with FP&M Business Operations, will discern the appropriate refund methodology for third-party billing sales. 
  7. Other transactions
    There may be other sales not covered by the broad categorizations in this policy. If a refund is required that does not fit within these categories, the UW-Madison Transportation Services Business Manager or Assistant Director of Parking Services will determine the most appropriate refund applicability and method. 
Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:

 UW Transportation Services Website

Policy Administration

Approval Authority:
Assistant Vice Chancellor of UW-Madison Transportation Services
Policy Manager:
Director of Parking Operations
Contact:
Director of Parking Operations -- Caryn Walline, cwalline@wisc.edu, (608) 263-6667
Effective Date:
08-01-2022
Revised Dates:

10-06-2022, 08-02-2023, 07-14-2024, 09-01-2025

Retrieved:
10-11-2025 12:47:49