1. Overview
This procedure outlines criteria by which official visitors and RCH staff employed off-site may obtain complimentary parking during official business at the RCH Flemington Rd campus. The cost of the parking for an official visitor is borne by the cost centre approving the request and is charged at the maximum daily casual parking rate, directly to the cost centre.
2. Definition of terms
Official visitor
An Official Visitor is anyone who is invited to the hospital, for the benefit of the hospital. This excludes sales representatives and persons attending conferences and meetings primarily for their own or other organisations' benefit.
The following qualify as official visitors:
- Approved service providers
- Consumers that participate in research projects or serve on the Community Advisory Committee or Family Advisory Council;
- Volunteers;
- Invited members of RCH Committees e.g. Human Research Ethics Comittee, Audit and Corporate Risk Management Committee, Board Sub-committees or working parties.
- Others, where costs are being on-charged (for example ERC).
Off-site RCH staff
RCH staff located offsite that travel to RCH to conduct hospital business, e.g. Mental Health Service, Adolescent Forensic Health Service, Outreach programs are also classed as Official Visitors.
3. Process
Requesting exit passes
- Departmental
nominee requests cost centre exit passes by completing request form
- Cost
Centre Manager authorises purchase of exit passes on request form (‘one-up
approval principle applies).
- Signed
form is submitted to the car park / Security Office on the Lower Ground Floor.
- Car park manager prints exit passes upon receipt of authorised form and notifies cost
centre manager when exit passes are ready for collection.
- Cost
Centre manager / nominee collects exit passes and signs form to verify
collection.
- Car park manager files application for car park cost centre exit passes request
form.
Cost
centre ticket application form is available on the RCH intranet – refer section
5 below.
Using exit passes
- Official
Visitor / off-site RCH staff member (‘recipient’) arrives at RCH car park and
obtains parking ticket from the car park entry gate.
- Prior
to departure from the RCH the recipient is issued an exit pass by a departmental
nominee.
- Recipient
exits car park by inserting the exit pass into the car park exit gate.
- A
record of use for each car park pass issued must be kept by the issuing department
for auditing purposes.
4. Responsibility
Cost Centre Manager /
nominee - RCH / RCH Foundation/ MCRI:
- Completes application for car park exit passes form
- Informs
staff members hosting official visitors of compliance
to RCH procedures
- Explains
RCH procedures to official visitors
- Issues car
park exit passes to
recipients
-
Maintains
ongoing records of car park tickets issued according to policy accountability
requirements and includes all records with applications for additional passes.
Car park administrator
Car park manager – Spotless Services Ltd
- Prints car park
exit coupons
- Issues car park
exit coupons to cost centre nominees
- Maintains car
park exit coupon records
- Supplies car
park exit coupon information to hospital representative on request
Finance Department
- Allocates cost
of car park exit passes to the appropriate cost centre
5. Related procedures
This procedure should
be read in conjunction with the RCH VIP invitations
procedure.
6. References - associated forms
Refer below for website links to forms as
referenced in this procedure: