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Transmittal Notice

  1. Explanation of Material Transmitted: This policy is being revised in accordance with an ongoing review process for Manual Chapters. The revised chapter incorporates several substantive changes in organizational structure and parking operations including, but not limited to: 1) Reserved Parking Spaces; 2) Handicapped Parking; 3) Expiration Dates for NIH Parking Hangers; 4) Off-campus Leased Parking, and 5) Reporting Lost/Stolen NIH Parking Hangers.

    This policy describes the system for parking private vehicles on the NIH campus and other locations where NIH has parking privileges which are administered by the Office of Research Services (ORS), Division of Amenities and Transportation Services (DATS). These policies are for NIH personnel including, but not limited to FTE employees, contractors and visitors.
  2. Filing Instructions:

    Remove: NIH Manual Chapter 1410 dated 12/15/98.
    Insert: NIH Manual Chapter 1410 dated 6/2/09.

PLEASE NOTE: For information on:

  • Content of this chapter, contact the issuing office listed above.
  • NIH Manual System, contact the Office of Management Assessment, OM, on 301-496-4606.
  • Online information, enter this URL: http://oma.od.nih.gov/manualchapters/

This revised manual issuance outlines policy and procedures describing the system for parking official and private vehicles on the National Institutes of Health (NIH) campus and other locations where NIH administers parking privileges.

The NIH community is fortunate that space is available for parking. The NIH intends that space is effectively and fairly used in meeting all official parking requirements. The opportunity for employees to park on the NIH campus, or at off-campus buildings, is a privilege, not a right. To protect this privilege it is important to adhere to the requirements in this chapter. Each person provided parking privileges is responsible for compliance with all conditions and requirements in this chapter. The management of the parking and operational practices are influenced by many factors and changing conditions. This chapter will be reviewed periodically to consider these factors and to assist with accommodating the changing parking needs of the NIH community.

  • Executive Order 12191 http://www.archives.gov/federal-register/codification/executive-order/12191.html

  • 45 CFR Part 3, Conduct of Persons and Traffic on the National Institutes of Health Federal Enclave

  • Federal Property Management Regulations, 41 CFR Chapter 101

  • Facilities Engineering and Construction Manual, Chapter 3-101 and Chapter 4 01

  • NIH Manual Chapter 2204, “Reasonable Accommodations” 

  • Executive Order 13150

  • Title 26, United States Code, Section 132(f)

  • Energy Policy Act of 1992, Public Law No. 102 - 486

  • Federal Employees Clean Air Incentives Act of 1993, 5 U.S.C. 7905

  • Transportation Equity Act for the 21st Century (1998), Public Law 105-178

  • OMB Circular A-11

  • OPM Decision Letter S001842, August 11, 1998

  • ORS Information Line Employee Notification, August 24, 2006

  • NIH Manual Chapter 1743, "Keeping and Destroying Records," Appendix 1, NIH Records Control Schedule

  • NIH Manual Chapter 1441, “Visitor's Policy” (pending release)

  • NIH Manual Chapter 1411, “Bicycles, Bicycle Racks and Locker Facilities”

D. Definitions

  1. Carpool - A group of two or more people who are not joint owners of one automobile, but who daily use one motor vehicle for transportation to and from work.

  2. Contractor Employee - An individual who is not an NIH employee but who is required to report to the NIH campus as their duty/work station and is assigned a space (including but not limited to Occupational Medical Services, Custodial Services, Food Services, Credit Union, Science Applications International Corporation (SAIC), Parking/Shuttle Services Supervisory Staff, Administrative Support and Information Technology Staff).

  3. Construction Contractor - An individual who is not a NIH employee but is hired by NIH or NIH contractor to perform construction work on the NIH campus. A construction contractor may be one individual or a group of individuals employed by a construction company and assigned to a project at the NIH.

  4. Division of Amenities and Transportation Services (DATS) - The Division responsible for planning, coordinating, and administering a comprehensive transportation and traffic program for the NIH in coordination with other ORS and Office of Research Facilities Development and Operations (ORFDO) components. The DATS is also responsible for issuing parking permits to employees meeting established eligibility requirements and administering the NIH Transhare Program.

  5. Executive Employee - For the purposes of this chapter, an employee who is at the grade level of GS-15, Commissioned Officer (CO) 06 through 08, 210(g), and members of the Senior Executive Service (SES) is considered an executive employee. Senior Biomedical Research Service (SBRS), visiting scientist and Title 42(f) positions are potentially executive level equivalent employees based on their duties and salaries.

  6. Disabled Employee - An employee who requires priority parking to accommodate a temporary or permanent physical disability. The employee may drive independently or, if unable to operate a vehicle as a result of the disability, may be driven to NIH by someone else. For purpose of this chapter, a disabling condition is classified either as a temporary (less than or equal to 90 days) or permanent (more than 90 days) condition.

  7. Employee (NIH) - For the purpose of this chapter ONLY, any qualified person who regularly reports for duty on the NIH campus or any NIH leased building and is employed by the NIH, or appointed in a training capacity (including but not limited to Trainees, Fellows, Volunteers, Guest Researchers for the NIH or the Food and Drug Administration [FDA]).

  8. National Capital Region (NCR) - For the purpose of this chapter, the NCR is identified in Executive Order No. 13150 as follows: the District of Columbia; Montgomery, Prince George's and Frederick Counties in Maryland; Arlington, Fairfax, Loudon, and Prince William Counties in Virginia; and all cities now or hereafter existing in Maryland or Virginia with the geographic area bounded by the outer boundaries of the combined area of these counties.

  9. NIH Campus - The buildings, grounds and parking areas located at the Bethesda, Maryland main campus.

  10. NIH Transhare Program - The NIH Transhare Program is a transportation incentive program for qualified NIH employees. Employees agree to use public transportation instead of driving a vehicle to work. Employees receive a commuter subsidy to use towards public transportation. This subsidy may be exchanged for other modes of public transportation, e.g., MARC Train, Ride-On, Metrobus, etc.

  11. Official Parking Areas - Parking areas reserved for government-owned or government-leased vehicles bearing a government license plate.

  12. Parking Permit - For the purpose of this chapter, a parking permit is either a valid parking hanger or dash board parking permit issued by the NIH Parking Office.

  13. Preferential (Red) Parking - Parking areas reserved for executive employees, non- executive employees and other equivalent employees as designated by their respective IC Director.

  14. Reserved Parking Space - A numbered parking space assigned to one individual or vanpool (see also Sections F.3.d. “Disabled Employee,” and F.3.g. “Reserved”).

  15. Ridesharing - Commuting in groups of two or more, using a single vehicle, including carpools and vanpools.

  16. Summer Employee - An employee hired to work at the NIH at any time during the period of May through September only. May also be entitled “Summer Student.”

  17. Vanpool - A group of at least six persons, not including the driver, who daily use a passenger van or a commuter bus designed to carry seven or more passengers for transportation to and from the NIH.

  18. Visitor - Any person, other than an NIH employee or contractor, who visits the NIH campus.

  19. Volunteer - Any person, not an NIH employee, who serves as a volunteer at the NIH without compensation.

Parking on the NIH campus or at any of the NIH leased buildings is a privilege, not a right. NIH Parking Permits will be issued to NIH and FDA employees and qualified contractors whose duty station is the NIH Bethesda Campus. NIH Parking Permits are for the exclusive use of the employee to whom they have been issued, are not transferrable and may not be sold to another individual for any purpose.

  1. NIH policy is to manage parking space to provide for official needs, the needs of persons with disabilities and to make optimum use of the available parking space to benefit the largest number of employees.

  2. Employees working at off-campus facilities may be issued NIH Off-Campus Parking Permits except if a participant in the NIH Transhare Program or has a reserved space at an NIH Off-Campus leased building parking facility.

  3. All vehicles, except those belonging to visitors parking in visitor areas, must properly display a valid NIH Parking Permit.

  4. NIH employees working on/off campus who are participating in the NIH Transhare Program must surrender all on/off-campus NIH Parking Permits and any on/off-campus parking privileges.

  5. Penalties for violations of requirements and conditions set forth in this chapter may include the towing of an improperly parked vehicle, a fine determined by the court system or imprisonment of not more than thirty days or both for each violation, and/or the suspension or revocation of parking privileges. (45 CFR 3.61,“Penalties”).

  6. In accordance with the Assimilative Crimes Act (18 U.S.C. 13), parking and traffic offenses not included in 45 CFR Part 3, are assimilated under the Maryland Motor Vehicle Law whose fines and imprisonment schedules are established by the District Court of Maryland.

  7. A construction contractor (see Section D.3) is not eligible for and may not receive a NIH Parking Permit.

  8. NIH Parking Permits are valid only for the period issued. No grace periods are allowed for renewal. It is the sole responsibility of the employee to renew their parking privileges prior to the expiration of their NIH Parking Permit.

  9. Motorcycle parking is available within designated areas of campus parking lots and in the Multi-level Parking Garages. Motorcycles are not to be parked in spaces for cars. A NIH Parking Permit is not required for a motorcycle.

  10. Individuals driving to the NIH main campus possessing a valid NIH ID will not need to display an NIH Parking Permit or Vehicle Access Pass to enter the campus. However, employees must display a valid NIH Parking Permit to park in NIH employee parking lots and garages.

  11. NIH Parking Permits are provided to qualified employees for no charge.

  12. The NIH authorizes the sale of 150 VISITOR Parking Permits for a monthly fee. These 150 VISITOR Parking Permits authorize parking in Lot 41, MLP-8 and MLP-11.

  13. No one may park, abandon, build or occupy any space with a vehicle, container, shed, trailer, etc., without the written permission or approval from the appropriate offices including DATS as a reviewer.

  14. Bicycles, motorbikes, or similar modes of transportation, must be parked and secured only in designated areas. Bicycles, motorbikes, or similar modes of transportation may not be brought into a building.

  15. Priority of Parking Spaces.

    1. Official Parking

      1. Government-owned or leased vehicles specially designed and used for criminal apprehension, firefighting and other emergency functions.

      2. Other government-owned or leased motor pool dispatch vehicles and vehicles assigned for general use bearing a government license plate.

    2. Employee Parking Parking spaces not required for official parking will be used for employee parking in the following priority.

      1. NIH employees and visitors with disabilities - Specially designed parking areas are provided to persons with physical disabilities which include a barrier-free pathway between the parking areas and NIH owned and leased buildings. If handicapped spaces are not available on the NIH campus, employees and visitors with disabilities may park, without charge, in visitor parking areas or at metered parking spaces without paying fees.

      2. Executive employees - As a matter of Department policy, no more than 10% of the total spaces available for employee parking, excluding the spaces assigned to employees with disabilities, will be assigned to executive employees.

      3. Vanpool vehicles.

      4. Carpool vehicles.

      5. Bicycles, other two-wheel vehicles (i.e., Vespa, moped, etc.) or similar modes of transportation - Subject to availability of satisfactory and secure spaces for these types of vehicles.

      6. Single occupant vehicles - Privately owned, single occupant vehicles of employees, on a space-available basis (i.e. motorcycles).

      7. Visitor Parking - Vehicles not displaying an NIH Parking Permit are considered visitor vehicles and must park in designated visitor parking areas.

  1. Obtaining NIH Parking Permits
    NIH Parking Permits may be obtained from DATS in a variety of ways:

    1. Initial Issuance of a NIH Parking Permit - To obtain your initial NIH Parking Permit (hanger), you must report in person to the NIH Parking Office located in Building 31, Room B3B04. The NIH Parking Office is open from 7:30 a.m. to 4:30 p.m., Monday through Friday, excluding Federal Holidays. Documentation required for initial registration of vehicles is as follows:

      1. Valid NIH identification card;

      2. Valid driver's permit or license; and

      3. Valid registration certificate for each vehicle.

      4. For Initial Issuance of a NIH Parking Permit for Contract Employees - in addition to i-iii, contract employees must provide a letter, on official company letter-head, addressed to their Project Officer confirming their employment and an approved NIH Form 2788-2 “Request for Campus Parking Permit for Contract Employees” from the IC Executive Officer or authorized designee.

    2. NIH Parking Permit Renewals for Red, General, and Carpool

      1. Online- To renew your NIH Parking Permit online go to: https://parts.ors.od.nih.gov/partsweb/. Online renewals may be requested no earlier than the 15th of the month prior to the NIH Parking Permit's expiration date. When you use the online renewal system, you will be asked to confirm your home address and vehicle information. A new NIH Parking Permit will be mailed to your home address.

      2. Mail In - Complete NIH Form 2788-1, “Renewal for Parking Permits.” This form must be completed in its entirety. The NIH Parking Office must have current registration information before a permit can be issued. Mail the completed form to: NIH Parking Office, Building 31, Room B3B04, MSC-2009. The permit will be mailed to the specified home address.

      3. Fax - Complete NIH Form 2788-1, “Renewal for Parking Permits.” This form must be completed in its entirety. The NIH Parking Office must have current registration information before a permit can be issued. Fax your completed renewal form to: 301-480-0854.

      4. Each employee renewing a NIH Parking Permit may do so at the Parking Office any workday beginning on the 15th day of the month preceding expiration.

    3. Employee Separation - Upon separation from the NIH, return your NIH Parking Permit to your initial authorizing office, usually your administrative officer. The authorizing office will return your NIH Parking Permit to the NIH Parking Office, Building 31, Room B3B04.

  2. If an NIH Parking Hanger (RED, General, Carpool or Contractor) is lost:

    1. Lost hangers should be reported to the NIH Parking Office. Lost hanger information will then be logged and an appropriate replacement hanger issued. NOTE: If the hanger is six months or less from the required renewal date, then a temporary, dashboard parking hanger will be issued.

    2. The DATS will alert contracted parking attendants to be cognizant and to look for lost hangers during normal business hours.

    3. If a hanger that has been reported lost, is found by an attendant, DATS will attempt to obtain the permit back.

    4. If a hanger that has been reported lost/stolen is found on a vehicle not registered to the employee reporting the loss, the matter will be referred to the NIH Police Traffic Unit for appropriate investigation.

    5. Replacement will only be made after a report of the lost hanger is made to the ORS, DATS, NIH Parking Office. NOTE regarding CARPOOLS: All members of record in the carpool will be required to appear together at the NIH Parking Office to obtain a new Carpool Parking Permit. NOTE regarding CONTRACTOR: All forms to obtain an initial issuance NIH Contractor Parking Hanger must be resubmitted if a hanger is lost.

  3. If an NIH Parking Hanger (Red, General, Carpool or Contractor) is stolen: If an employee reports a stolen parking hanger to the NIH Parking Office, they will be referred to the NIH Police, who will either complete an NIH Police Report or refer the individual to the appropriate law enforcement agency to file a report.

  4. Types of NIH Parking Permits Employees may only be issued one type of NIH Parking Permit. Each employee may apply for a particular type of NIH Parking Permit based on the following criteria:

    1. General NIH Parking Permits NIH employees may obtain a NIH General Parking Permit (hanger) for registered vehicles that they own and will use for transportation to the NIH. Each employee will be issued one NIH Parking Permit. The NIH Parking Permit must be displayed on the rearview mirror of a vehicle when it is parked on the NIH campus. The NIH Parking Permit may only be transferred among an individual's NIH registered vehicles.

      1. General NIH Parking Permits expire bi-yearly (contractors expire yearly) on the last day of the month as determined by the first initial of the employee's last name:

        • A-B January

        • C-D February

        • E-G March

        • H-J May

        • K-L June

        • M-N July

        • O-R August

        • S-T September

        • U-Z November

      2. General NIH Parking Permits are valid in all areas posted “NIH Parking Permit Holders Only” and after 9:30 a.m. in areas posted “CP Spaces Reserved Until 9:30a.m.”

      3. After 3:00 p.m. General NIH Parking Permits are also valid in any designated parking space in the preferential (red) areas; this does not include Reserved (numbered), Handicap and NIH Child Care Center spaces.

      4. General NIH Parking Permit holders driving to work without their NIH Parking Permit are entitled to a maximum of six Temporary Parking Permits per quarter.

      5. Off-Campus Parking Permit - Off-Campus Parking Permits may be issued to NIH employees (excluding full time contractor employees) who work in off-campus locations but may periodically park on the Bethesda NIH campus. Off-Campus Parking Permits may also be used at leased facilities that require an NIH Parking Permit. Off-Campus Parking Permits expire bi-yearly on the last day of December (e.g., 2010, 2012, 2014, etc.) as indicated on the Off-Campus Parking Permit.

    2. Carpool and Vanpool Parking Permits - NIH strongly encourages all employees to actively participate in carpooling and vanpooling. Information on the NIH Ridefinders Network, and public transportation routes is available at: a) DATS website: http://dats.ors.od.nih.gov/ , b) by calling 301-402-RIDE (7433), or c) visiting the NIH Parking Office located in Building 31, Room B3B04.

      1. For the initial registration of a Carpool or Vanpool Parking Permit, all members of the carpool or vanpool must appear in person at the NIH Parking Office as a group. Employees may be a member of only one carpool or vanpool. The DATS will verify and update information periodically. In order to obtain a NIH Carpool Parking Permit at least two members must be employed at the NIH and have a duty station assignment on the NIH Bethesda campus.

      2. Since the NIH Carpool Program is designed to reduce the number of vehicles parking at the NIH Bethesda campus, reduce vehicle emissions and help mitigate traffic on surrounding roadways, each carpool applicant of record must have a valid driver's license and show proof of vehicle ownership. Joint owners of an automobile, i.e., parties who are listed on the same vehicle title, may not be the sole members of a carpool.

      3. All members of a carpool must reside in a geographical location that is compatible with the intent of the carpool privilege; i.e., in reasonable proximity to the route of travel of members in the same county, municipal subdivision, etc.

      4. A Carpool Parking Permit is issued in the form of a hanger. The Carpool Parking Permit must be displayed on the rearview mirror of a vehicle when it is parked in carpool areas on the NIH campus. One Carpool Parking Permit is shared by all members of a carpool.

      5. Carpool Parking Permits expire bi-yearly on the last day of October as indicated on the Carpool Parking Permit.

      6. Carpool Parking Permits are not transferable outside of the established registered participants. Changes in carpool membership must be reported to the NIH Parking Office immediately. If carpool membership falls to just one member, that person must relinquish the Carpool Parking Permit to the NIH Parking Office immediately in exchange for a NIH Parking Permit for which they qualify.

      7. A vehicle displaying a Carpool Parking Permit may park in the areas posted “CP Spaces Reserved Until 9:30 a.m.” In the event these areas are filled, a Carpool Parking Permit is also valid in the areas posted “NIH Parking Permit Holders Only.”

      8. After 3:00 p.m. Carpool Parking Permits are valid in preferential (red) areas. Carpool Parking Permits are not valid at any time in Reserved (numbered), Handicap and NIH Child Care Center spaces.

      9. When driving to work alone, each carpool participant may be issued a Temporary NIH Parking Permit. This privilege is limited to six times per quarter. Temporary NIH Parking Permits may not be banked for use in a subsequent quarter.

      10. If a Carpool Parking Permit is lost or stolen, replacement will only be made after a report of the lost or stolen Carpool Parking Permit is made to the ORS, DATS, Building 31, Room B3B04. All members of record in the carpool will then be required to appear together at the NIH Parking Office to obtain a new Carpool Parking Permit.

      11. A vanpool may request a single reserved space. Requests must be made in writing to the Director, DATS, Building 31, Room 3B23.

      12. Vanpool coordinators will be issued a Vanpool Parking Permit in the form of a hanger. Based on the number of participants in a vanpool, temporary dashboard placards will also be issued. If lost, temporary dashboard placards will not be replaced.

        • 1 to 8 participants = 3 placards

        • 9 to 10 participants = 4 placards

        • 11 or more participants = 5 placards

      13. Vanpool coordinators must display a Vanpool Parking Permit while parked in a reserved vanpool space. Vanpool coordinators may issue the remaining dashboard placards to vanpool participants for individual use when there is an occasion to drive to the NIH campus due to an early departure or personal appointment. Temporary dashboard placards are valid only in areas designated “NIH Parking Permit Holders Only.” The vanpool coordinator is responsible for maintaining a record of dashboard placards issued. Information to be recorded includes the number of the dashboard placard, the name of vanpool participant, the date issued and the date returned. Temporary dashboard placards are available to each vanpool participant a maximum of 6 times per quarter. Vanpool coordinators must forward a copy of the record of dashboard placards issued to the Transhare Administrator, Building 31, Room 3B23, Phone: 301-402-7433, Fax: 301-480-7363 at the end of each quarter, (March, June, September and December).

      14. Random verification checks of carpools and/or vanpools will be conducted to ensure compliance with the Carpool/Vanpool Program requirements.

    3. Disabled Employees

      1. Temporary (expected to last less than 90 days). Employees with a temporary disability requesting parking in the areas reserved for employees with disabilities must submit a completed NIH Form 26-9 “Handicap Parking Request” to the ORS, Division of Occupational Health and Safety, Occupational Medical Service (OMS), Building 10, Room 6C306. OMS will review the medical documentation to confirm the need for temporary priority parking. Additional information may be requested by OMS from the employee, as necessary to justify the request. Approval for temporary priority parking will not exceed 90 days.

      2. Permanent (expected to last more than 90 days). Employees with a permanent disability requesting parking in an area reserved for employees with disabilities must present (l) an original or a copy of the approved application for disability license plates from the jurisdiction in which the employee's vehicle is registered, (2) a dashboard handicap permit from the applicable jurisdiction or (3) a valid handicap vehicle registration that applies only to the employee requesting the NIH handicap placard. Employees with a permanent disability with the appropriate documentation do not have to complete NIH Form 26-9 “Handicap Parking Request.” A NIH handicap placard will be issued by DATS which authorizes parking in areas reserved for employees with disabilities. The NIH handicap placard will be valid until the last date shown on the documentation provided.

      3. Vehicles parking in the areas reserved for employees with disabilities must display a valid NIH handicap placard or a valid state issued handicap hanger, or a valid state issued handicap license plate, and an NIH Parking Permit. Employees are strongly encouraged to obtain a NIH Parking Permit rather than a NIH handicap placard if they possess a valid state issued handicap license plate. Parking spaces reserved for employees with disabilities are reserved 24 hours per day, 365 days per year. Parking by others, at any time, is illegal.

      4. On-campus employees with severe mobility impairment will be considered for an individually assigned reserved handicap parking space based the procedures outlined in NIH Manual 2204 “Reasonable Accommodation,” a medical evaluation conducted by OMS and the following:

        aa. The employee has filed a request for reasonable accommodation with the appropriate IC representative.

        bb. The employee has provided compelling medical justification that must include copies of existing relevant medical records as to the severity of the mobility impairment to the Director, OMS for a reserved handicap parking space in close proximity to the entrance of his/her building of employment on the NIH campus. The Director, OMS, will review all medical documentation submitted by the employee requesting the reserved handicap parking space and make a recommendation to the Director, DATS.

        cc. The employee has provided sufficient justification for why alternative accommodations, such as handicapped valet parking, would not be effective.

        dd. The DATS will assign a reserved handicap parking space to the employee, if the Director, OMS determines the employee's handicap condition merits the need for a reserved handicapped parking space. The location of the reserved handicap parking space will be discussed with the employee prior to the assignment.

        ee. The DATS will then assign and identify the reserved handicap parking space with appropriate signage. It is the employee's sole responsibility to ensure that the appropriate NIH Parking Permit is displayed. This parking arrangement will be codified in an official Memorandum of Understanding (MOU) between the employee, the IC and DATS.

        ff. This reserved handicap parking space is for the sole use of the individual disabled employee.

        gg. If the employee arrives and discovers another car parked in their reserved handicap parking space, the employee should contact the ORS, Division of Police to report the violation and have appropriate enforcement action(s) taken.

        hh. While every effort will be made to ensure that the reserved handicap parking space remains in the established location, it may be moved to another suitable location if necessary (i.e., construction in parking lot, unforeseen utility repairs, etc.).

        ii. Reserved handicap parking spaces will be reviewed every two years and the applicant will need to repeat the above procedures during this time to maintain the reserved handicap parking space.

        jj. If the employee leaves the NIH, the reserved handicap parking space reverts back to an unreserved handicap parking space.

        kk. Disabled persons may park their vehicles, if those vehicles display a valid handicap parking permit or a State issued handicap placard in spaces designated for handicap vehicles, long-term visitor lots without paying, metered parking spaces without paying or, if space is available, in the carpool parking spaces prior to 9:30 a.m.

    4. Pregnancy - Pregnancy is not considered a disability that allows for special parking privileges. Medical complications or other medical conditions caused by or related to pregnancy may be considered under the temporary disability criteria as stated in Section F.3.b.i.

    5. Patient Care Parking - For information on Patient Care Parking placards, contact the Clinical Center, Office of the Director at 301-496-7725. Vehicles displaying a Patient Care Parking placard must also display a valid NIH Parking Permit.

    6. Preferential (Red)

      1. The overall allotment of Preferential Parking Permits assigned to each IC is limited to the number of executive employees within the organization who work on the NIH campus, at the Frederick Cancer Research and Development Center, at the National Naval Medical Center or at off-campus buildings in the metropolitan Washington, D. C. area. Employees may be considered for a Preferential Parking Permit if they meet the following criteria:

        • GS-15 or above, CO-6 or above;

        • Equivalent Position to a GS-15 or CO-6 (Title 38, Title 42(f) Appointees and Visiting Scientist are examples of equivalencies that may qualify for Preferential Parking Permits.)

      2. Preferential (Red) Parking Permits are valid in parking areas posted “NIH Red Parking Permit Holders Only.” In the event these areas are filled, the Preferential (Red) Parking Permits are also valid in the areas posted "NIH Parking Permit Holders Only" and after 9:30 a.m. in parking areas posted “CP Spaces Reserved Until 9:30 a.m.”

      3. Preferential (Red) Parking Permits are not transferable between employees.

      4. Once an IC determines that an individual is authorized to receive a Preferential (Red) Parking Permit, the authorization is made in the NIH Enterprise Directory (NED). The IC does not need to re-authorize an individual's Preferential (Red) Parking Permit eligibility for renewal each year. The authorization remains in effect until an IC removes the Preferential (Red) Parking Permit authorization in NED or the employee's NED record is deactivated.

      5. Preferential (Red) Parking Permits will not be issued to employees who are not permanently assigned to NIH facilities in the immediate area of the main NIH campus or locally leased facilities.

      6. Preferential (Red) Parking Permits expire bi-annually on the last day of April as indicated on the Preferential (Red) Parking Permit. As a reminder, the expiration date is also located on the face of the Preferential (Red) Parking Permit.

      7. Preferential (Red) Parking Permits cannot be substituted between on- and off-campus executive and non-executive employees regardless of the official duty station.

    7. NIH Child Care Program Parking Permits - NIH Child Care Program Parking Permits are issued to parents of children enrolled in either of the NIH Child Care Campus facilities located at T46 and Building 64. The DATS provides NIH Child Care Program Parking Permits to the Child Care Project Office, which is then responsible for distributing the permits. NIH Child Care Program Parking Permits are valid only in the areas posted "Child Care Drop-Off and Pick-Up 7:00 a.m.-10:00 a.m. and 3:00 p.m. - 7:00 p.m."

    8. Reserved Parking Spaces (On-Campus)
      Reserved parking spaces are issued to vanpools and employees who have individually reserved (numbered) parking spaces. Written requests for individually reserved parking spaces to be assigned to an IC must be submitted to the Director, DATS for consideration and approval. Individual parking spaces will be reserved on request for the following individuals, provided their offices are located on the NIH Bethesda campus:

      1. The following positions within the NIH Office of the Director (OD) program areas: NIH Director, Deputy Directors, Associate Directors and EO;

      2. The following positions within the Institute/Center program areas: IC Directors, Deputy Directors, Executive Officer, Clinical Director and Scientific Director;

      3. Note: IC Division Directors will not be considered for individually reserved parking spaces;

      4. Employees with a Title 42 Senior Executive (SE) professional designation not falling into either paragraph “i” or “ii” above may also be eligible to obtain access to a pool of reserved spaces based on a written request to the Director, DATS stating the specific and detailed reasoning for the reserved parking space. The DATS, upon approval of such a request for a reserved parkin space, will make the necessary arrangements to provide authorization and will designate a pool of spaces where individuals can park. These reserved spaces do not count towards the overall authorization or ceiling of the IC. Minimally, the requester must meet the requirements defined in Section D, Definitions, Item 5, Executive Employee.

      5. Long-term Outstanding Scientific Achievement - An IC can request a reserved parking space for an employee who has made long-term outstanding scientific contributions. Requirements include a minimum of 30 years of service with the NIH and being a member of the National Academy of Sciences (NAS) or Institute of Medicine. After 3:00 p.m., all classifications of NIH Parking Permits are valid in these spaces;

      6. Every effort should be made to ensure that reserved spaces are occupied throughout the day. Parking in reserved spaces by someone other than the space holder is allowed and should be coordinated by the space holder. When an unauthorized user is observed parking in violation within a reserved space, the NIH Police, ECC should be notified at 301-496-5685. This notification should include the complainant's contact information (e.g. name and telephone number) and a description of the vehicle parked in violation.

      7. The number of reserved spaces an IC is eligible for is in accordance with paragraph “i” or “ii” above. Reserved spaces resulting from the authorization in paragraph “iv” above would be relinquished upon the employee leaving the NIH. At that time the parking space will revert back to the ORS parking space inventory;

      8. With the exception of vanpools, assignment of reserved parking spaces, other than those listed above, will be made only in exceptional circumstances based on mission critical and functional requirements;

      9. Exceptions to the Reserved Parking Policy will be considered only in exceptional circumstances and when the mission of the Agency is placed in jeopardy. Requests for exceptions must be provided in writing and give sufficient information as to the reason(s) that it should be granted. Requests for exceptions will be considered by a review panel. Note: The decision of the panel will be final.

      10. If an employee who has a reserved space leaves the agency, the IC will inform DATS that a change is being made to ensure the accuracy of records. Likewise, DATS will send to the IC a listing of names and space assignments on an annual basis so that the official records can be updated as necessary.

    9. Summer Parking - All summer employees assigned at the NIH campus are only eligible to obtain parking privileges for the off-campus parking facility located at Mid-Pike Plaza, Rockville. Shuttle buses are available from this location to NIH. Qualified summer employees may also take advantage of the NIH Transhare Program.

    10. Visitor Parking- Visitors are required to park either in the designated visitor area located at the NIH Gateway Center, Garage MLP-11, Lot 4A or at a metered parking space. These areas are fee-for-parking with the exception of the Patient Visitor Parking (see paragraph “i” below). Hours of operation are posted at each parking lot or at the meter parking space.

      Visitors will not be issued NIH Parking Permits by DATS.

      Employees who park in visitor lots are expected to pay the appropriate fees. ICs may purchase validation stamps for these locations for their visitors. For pricing or additional information you may visit Building 31A, 1 Room 3 or call 301-594-PARK (7275).

    11. Patient Parking at the Clinical Center - Patients of the Clinical Center and their visitors may park in the authorized level of the ACRF garage free of charge. However, they must obtain parking validation at the Valet's desk located in the lobby of the Clinical Research Center.

    12. Monthly Visitor Parking Permits - Monthly Visitor Parking Permits that authorize parking for Lot 41 may be purchased from the Parking Management Company at 301-594-PARK (7275). Monthly Visitor Parking Permits are the only NIH Parking Permit that is specifically authorized for sale on the NIH campus. As a guide, Monthly Visitor Parking Permits have been historically purchased by construction contractors, service repair providers, sub-contractors, etc. Monthly Visitor Parking Permits do not guarantee a parking space in Lot 41.

  5. Display of Parking Permits

    1. All NIH employee vehicles parking on the NIH campus, must display a current NIH Parking Permit or a current Temporary Parking Permit valid for the appropriate area.

    2. The NIH Parking Permit must hang from the vehicle's rearview mirror while parked so that the permit's expiration date is clearly visible through the windshield. A NIH Parking Permit mirror hanger that is not entirely visible or the expiration date is not clearly visible, will not be considered valid.

    3. All dashboard-type parking permits must be displayed at the base of the windshield so that the entire parking permit is clearly visible through the windshield.

    4. Individuals driving to the NIH main campus possessing a valid NIH ID will no longer need to display an NIH Parking Permit or vehicle access pass to enter campus. However, employees must display a valid NIH Parking Permit to use employee-only parking lots and garages.

  6. Off-Campus Parking

    1. Employees parking at NIH off-campus facilities (i.e., satellite parking lot or leased buildings) will adhere to all established rules and regulations regarding these parking areas.

    2. Parking at off-campus facilities will be in accordance with the requirements as promulgated and amended in 41 CFR Sections 101-20.104 Parking Facilities, 101-20.104-1 Allocation and Assignment of Parking for Official Needs, 101-20.104-2 Allocation and Assignment of Employee Parking Spaces, 101-20.104.3 Utilization of Parking and 101-20.104.4 Guidelines for Agency Implementation.

    3. Employees whose primary duty station is off-campus may be issued a FASCARD or similar access device for parking purposes at the specific leased building location. Off-Campus NIH employees participating in the NIH Transhare Program will have their FASCARD programmed to void parking privileges at off-campus facilities.

    4. Whenever possible, the ratio for assigning parking spaces in the off-campus facilities will be three parking spaces per 1,000 rentable square feet of assignable tenant space within the building.

    5. In the event that additional spaces are available at an off-campus leased facility and an IC wishes to obtain them through a leasing or contract agreement modification, the IC obtaining those spaces will be required to pay any monthly fee(s) associated with the acquisition through the leasing office.

  7. Ridesharing Assistance

    Employees interested in ridesharing should contact DATS at 301-402-RIDE (7433) for additional information. DATS staff will assist in the location of a carpool or vanpool partner through the NIH Ridefinders Network. Applications for the NIH Ridefinders Network are available in NIH Parking Office, Building 31, Room B3B04. The office also has information on other commuting options such as Ride-On, Metro Bus and Metro Rail.

  8. Parking in Excess of 24 Hours (Government Travel)

    An NIH employee requesting to park a vehicle on the NIH campus in excess of 24 hours while on official U.S. Government travel must submit a copy of their travel authorization to the NIH Parking Office, Building 31, Room B3B04, telephone 301-496-6851. Employees on official Government travel may also obtain a NIH Overnight Parking Permit by completing an online request: http://dtts.ors.od.nih.gov/parking/dttsOnlinePermit_form.htm A temporary NIH Overnight Parking Permit will then be issued by the NIH Parking Office. The NIH Parking Office will assist in designating the parking lot to be utilized. Parking in excess of 24 hours on the NIH campus is a violation except for official travel [45 CFR 3.23 (a)(9)]. Employees who have an individually reserved space do not need to display a temporary NIH Overnight Parking Permit. However, they are encouraged to advise the NIH Parking Office that the vehicle will be left overnight or during the course of approved travel.

  9. Criminal Parking Penalties

    1. 45 CFR, Part 3 Subpart B, “Traffic Regulations” contains the regulations governing traffic and parking on the NIH campus. Penalties are described in 45 CFR 3.61, Subpart D.

    2. The Director, DATS may suspend or revoke the parking privileges of anyone parking on the NIH campus or at the NIH leased buildings for violation of these regulations or any of the requirements established in this chapter. A person found guilty of violating any provision of the regulations in this part is subject to a fine of up to $250 or imprisonment of not more than thirty days or both, for each violation (40 U.S.C. 3l8c).

    3. By law (18 U.S.C. 1001), giving false or misleading information, duplication, forgery or alteration of a NIH Parking Permit or any other NIH Parking Permit may render an individual liable to prosecution and substantial penalties.

    4. Violation of parking and traffic regulations may result in the issuance of a Violation Notice by the ORS, Division of Police and/or the vehicle being towed at the owner's expense from the NIH campus. Violation Notices are recorded on forms accountable to the Central Violations Bureau, U.S. District Court. There is no internal NIH appeal for such violations. Depending on the nature of the violation, an employee may be required to appear in court or may be permitted to pay a fine by posting and forfeiting collateral. The agency also reserves the right to administrative action(s) as described in "8 b" above when deemed necessary.

    5. A vehicle that displays an NIH Parking Permit and is parked on the NIH campus or at NIH leased buildings by a non-NIH employee will be issued a Violation Notice and/or may be towed at the owner's expense.

  10. Administrative Parking Penalties

    1. Compliance with parking regulations is a responsibility of all individuals operating vehicles on the NIH campus. When the flow of traffic is impeded by illegal parking, not only is the mission of the NIH affected but also the safety of our population. Emergency vehicles must have access to all areas of the campus for obvious reasons. Security is another factor considered when restrictions are placed on parking. The opportunity for employees, contractors, patients, guests and other visitors to park on the NIH campus is a privilege, not a right. To protect this privilege it is important to park in designated areas and to adhere to the requirements of parking regulations. Enforcement of regulations by the ORS, Division of Police is one method of ensuring compliance.

    2. In an effort to further alleviate the occurrence of repeated parking violations by individuals with a NIH Parking Permit, DATS will initiate procedures to suspend and/or revoke parking privileges under specific circumstances. When a suspension and/or revocation becomes necessary based on the issuance of Parking Citations, the ORS, Division of Police will notify DATS that an individual has received a prescribed amount of parking citations. The Director, DATS, will complete and send a letter to the affected NIH Parking Permit holder informing them of the suspension or revocation, the reason for the action taken and notification to turn in their NIH Parking Permit to the NIH Parking Office. A copy of the letter will be sent to the Parking Office Manager, who in turn will deactivate the NIH Parking Permit holder's privileges in the system for the period designated.

    3. Suspensions and revocation will be determined by the following matrix:

      1. Anyone who receives more than twelve NIH parking citations or has citations pending within a period of one calendar year will have their parking privileges suspended for a period of six months.

      2. Anyone who has more than three unpaid NIH parking citations, that are over a year old, will have their parking privileges suspended for six months.

      3. After serving a suspension of parking privileges, an individual may not receive more than six parking citations within a year, or he/she will be removed from the NIH Parking Program.

      4. The cumulative number of citations will include parking citations issued to any vehicle operated by a NIH Parking Permit holder. Individuals whose parking privileges have been suspended or revoked shall not be permitted to bring any non-government vehicle onto the campus. Any attempts to bring a non-government vehicle onto the campus may result in the immediate removal of the vehicle from the campus without prior warning or other notification, in addition to other actions such as additional citations issued. In the event that a vehicle is found within a designated parking area of the NIH campus or at any locally leased facility during a suspension or revocation period, it is subject to tow at the owner's expense.

      5. During any suspension/revocation period, an employee will also be unable to participate in the NIH Transhare Program. The cost(s) of commuting to/from the NIH will be the sole responsibility of the employee.

      6. Request for restoration of parking privileges that have been revoked may be submitted to the Director, Office of Research Services, after a one-year time period has elapsed since the initial date of the revocation. All requests shall be considered on a case-by-case basis, and the decision to reinstate privileges shall depend in part, on the willingness of the party previously revoked to adhere to parking rules and regulations in the future. Requests submitted prior to the one-year period will not be considered. The Director, Office of Research Services, will provide his/her decision regarding the request in writing to the requesting individual and the Director, DATS.

G. Records Retention and Disposal

All records (e-mail and non-e-mail) pertaining to this chapter must be retained and disposed of under the authority of NIH Manual 1743, “Keeping and Destroying Records,” Appendix 1, “NIH Records Control Schedule,” Item 1300-C-14.

NIH e-mail messages: NIH e-mail messages (messages, including attachments, that are created on NIH computer systems or transmitted over NIH networks) that are evidence of the activities of the agency or have informational value are considered Federal records. These records must be maintained in accordance with current NIH Records Management guidelines. Contact your IC Records Officer for additional information.

All e-mail messages are considered Government property and, if requested for a legitimate Government purpose, must be provided to the requestor. Employees' supervisors, NIH staff conducting official reviews or investigations, and the Office of the Inspector General may request access to or copies of the e-mail messages.

E-mail messages must also be provided to Congressional committees if requested and are subject to the Freedom of Information Act requests. Since most e-mail systems have back-up files that are retained for significant periods of time, e-mail messages and attachments are likely to be retrievable from a back-up file after they have been deleted from an individual's computer. The back-up files are subject to the same requests as the original messages.

H. Internal Controls

  1. Office Responsible for Reviewing Internal Controls Relative to this Chapter (Issuing Office): Through this manual issuance, the ORS, Division of Amenities and Transportation Services, is responsible for the method used to ensure that internal controls are implemented and working.

  2. Frequency of Review: Ongoing.

  3. Method of Review: DATS will maintain oversight and ensure effective implementation and compliance with this policy through review of a number of resources, including but not limited to information received from NIH employees, parking violation notices issued by the ORS, Division of Police, as well as reviews of ongoing construction projects which have an impact on parking locations throughout the NIH Campus, and other issues that arise and require tracking. Reports will be tabulated throughout the year and DATS will review and make changes to this Manual Chapter as necessary.

  4. Review reports are sent to: The Associate Director for Research Services, and the Deputy Director for Management, NIH. Reports will indicate if controls are in place and working well. Any adverse internal control issues will be brought to the immediate attention of the report recipient(s).


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