All university-approved guests staying longer than 20 minutes must display an Invited Guest Parking Permit or a Dispensing Machine Ticket (DMT).
An invited guest is any individual who is invited by a University department to participate in a campus-related activity or event. An invited guest could include a vendor, a business associate, a guest speaker, a contractor, or a repair serviceperson. Departments are responsible for ensuring that their guests have the appropriate permits and that they understand the related parking rules.
There are two types of invited guest permits. They are both daily scratch-off hangtags.
- C Invited Guest Permit
- F Invited Guest permit
Each permit is valid for one day only and is activated by clearly scratching off the date, both month and day, of use. All scratch-off hangtags are non-refundable, and all sales are final.
Invited guest permits are available only for departmental use and are not sold to individuals. Departments may buy as many as they need for their anticipated guests prior to an event. There is no limit to how many permits you may purchase, but departments should buy only what they can reasonably use over several months, and replenish supplies as needed. Invited guest permits have no expiration date.
It is the department's responsibility to inform invited guests of campus parking policies and procedures. You may wish to send your guest:
Distributing Permits to Guests
After you purchase your invited guest permit, you have two options:
- Give your guest an invited guest permit in advance of their arrival, along with instructions on where and how to park. Guests will not need to check in at a kiosk.
- Drop off the invited guest permit at the East or West Gate Kiosk either on the day of or the day before the visit. Include:
- Your guest's name
- Your name
- Your phone number
- A self-addressed campus-mail envelope with your mail code
Unclaimed permits will be returned by kiosk attendants to the P&T office and mailed back to the originating department within two days. Kiosks will not hold permits over the weekend.If your guest arrives prior to receiving their guest permit, they can request a 20-minute guest pass from the East or West Gate kiosk to allow them time to pick up their permit.
Departments must pay for guest permits using the following forms:
Campus practice recommends that the department receiving the credit should prepare the financial journal. Department requests will be processed within 48-72 hours (3-5 business days) of receipt.
- Campus departments and organizations may either elect to cover the cost of the guest permit themselves, or advise the guest to purchase a public parking ticket from ther parking machines with cash when they arrive at their designated lot.
- Departments may purchase any number of invited guest permits in advance.
- Due to limited campus parking availability, maximum parking authorization for invited guests is ten cars per department per day. If parking is required for more than ten cars, arrangements must be made through the special events department.
- It is recommended that guest visits be scheduled during either the early morning or late afternoon hours, and not during peak parking times.
Conditions of Use
- Invited guest hangtag permits must be used for departmental visitors only. They cannot be used for parking at special events.
- Invited guest permits may not be issued to individual employees or students for their personal use, or for commute parking.*
- Duplication, alteration, or misuse of an invited guest permit may result in a citation and/or revocation of parking privileges.
- The purchasing department is responsible for appropriate use of all invited guest permits until they are either returned to the Parking and Transportation office or until they expire.
*It is against UC Policy for a department to purchase an employee’s parking permit with UC funds (see Campus Administrative Memo regarding “Limitation on Use of Funds for Parking” – 9/5/00). By paying for an employee’s parking, the department would, in essence, be providing the individual with additional compensation. Receiving this compensation without reporting to the Internal Revenue Service violates Federal and State tax laws.