- Location of Validation Tickets
- Types of Validation tickets
- Who receives Parking Validation
- Instructions for using Parking Validation Tickets
- How to process a Parking Validation Request
- Distribution of Validation Tickets after the office is closed at 5pm.
- Validation Tickets Inventory
- To Order Additional Parking Validation Tickets:
Location of Validation Tickets:
The validation tickets are located in the top drawer on the far right (behind you) for easy access. This drawer is to be locked everyday when closing the office to avoid any tickets from going missing. The receptionist’s will unlock all drawers that were locked the previous evening. At the end of the day when the receptionist begins the closing procedure, he/she will count the validations, update the spreadsheet if necessary, lock all drawers and place key back in safe place.
*Manager Assistants have their own afterhours validation tickets for board meetings.
Types of Validation tickets
There are 4 types of parking validations:
- Pink: 15 Minutes
- Blue: 1 Hour
- Yellow: All Day
- Yellow in labeled envelope (Distributed by Assistant Mgrs.): Board Meeting validations that work ONLY after 5pm. The MA team has these but the Receptionist orders more should they need more (copy of an example order form located in the folder with new order forms).
Who receives Parking Validation
Parking Validations are not provided to everyone. At this time we are validating for all vendors, Board Members, new employees, and guests however we DO NOT validate homeowners unless they are upset as outlined below. If a homeowner is requesting parking validation, we respond with: “We apologize, we do not provide parking validation, however you do receive the first 15 minutes free of charge.”
The following are examples of people Action will provide parking validations for.
Applicants:
- Applicants will be validated (no time limit).
Board Members:
- Any Board Member here for a meeting or special visit will be validated.
- Note: Board Members will receive the special validation tickets from the Manager Assistant that are specifically for Board Members and work after 5pm (no time limit) for Meetings. The receptionist will only provide the regular validation cards to Board Members when they leave prior to 5pm as no special validation tickets are required.
Employees:
- Off-site employees who visit the office will be validated.
- All new employees will be validated for the portion of the first day prior to receiving their parking pass. HR will advise the Receptionist and employee accordingly and the employee will be asked to relocate their vehicle. This allows them to test the parking card to ensure it is functional as well.
- A few employees will also need to be validated on their last day as they will need to have their parking card with them and return it.
- Employees that have been issued a parking card and have forgotten their card or misplaced it, will be allowed to be validated for that day only. If this happens again right after the first time, they will not be provided validation without approval from your Lead or from their Lead/Supervisor. If your lead of their lead/supervisor is not available to approve, go ahead and validate them and send your lead an email with this information so follow up can occur. Of course there will be other circumstances so we can handle on a case by case basis.
- Any lost cards and reissue of cards are handled by HR.
Upset Homeowners/ Other Homeowners
- Upset H/O’s: Occasionally you will get a homeowner demanding parking validation. If this is the case, please use your judgment and provide parking validation and properly note it on the spreadsheet. You should not be put in a position of going back and forth regarding parking validation so when in doubt, contact your lead and/or provide validation to avoid further escalation.
- Other H/O’s: Sometimes Managers or other employees will request that a homeowner have their parking validated. If anyone asks you to validate a homeowner, please do so and make sure you note who authorized it on the spreadsheet.
Special Guests:
- Guests/visitors will be validated. Anytime someone asks you to validate, please do so and just note who requested you validate them.
- This sometimes includes vendors doing work in our office.
Instructions for using Parking Validation Tickets
The downstairs Pay-on-Foot station is located by the 1st floor visitor parking elevator and it accepts cash (no coins) and credit/debit cards.
Visitor Parking – Exiting Instructions: Insert white ticket you received when entering the parking structure arrow facing up and into the “ticket” slot on the Exit Kiosk. Wait a couple of seconds for the machine to read the ticket. Then, you insert the validation ticket arrow facing up and into the “ticket” slot. The gate arm will open. Should you need assistance, please push the assistance button on the kiosk and someone will assist you.
How to process a Parking Validation Request
If a validation needs to take place, follow the below steps.
- Open the Parking Validation excel sheet located in the “Reception” folder in the H:Drive or through your shortcut on your taskbar menu at the bottom by right clicking on the excel spreadsheet and clicking on the Parking Validation excel sheet.
- Ask for their parking ticket that they received when they entered the parking structure.
- If they left their parking ticket in their car, ask them for the time they arrived and validate based on their estimate.
- If they lost their parking validation, still ask for the time they arrived and validate them and advise them to press the button for assistance.
- Enter the time located on the parking ticket into the designated cell on the “Calculator” tab. This will calculate the minutes that they have been here and tell you how many validation tickets they will need AND what type of validation tickets to provide.
- Provide the appropriate validation ticket(s) and hand back their parking ticket and ask for their name if you don’t already have that.
- Log their name, who the validation was requested by, and how many of each type of validation ticket(s) were given out in the “Parking Validations” excel spreadsheet. Make sure to adjust the inventory on the top table/section to match the information you entered on the bottom table/section. The totals at the top need to match the totals at the bottom for each type (15 min, 1Hr and All Day).
- No column should ever be left blank. All information must be filled in.
Distribution of Validation Tickets after the office is closed at 5pm.
Occasionally it is necessary to distribute validation cards between 5pm and 7pm when the Receptionist is gone and the drawer is locked. Please note that Community Care does not validate for Board Members for a Board meeting, only the manager assistant does with the special validation cards they have for after 5pm.
Validation Tickets Inventory
Everyday ALL of the Validation Tickets should be counted at the end of the day. The total number of tickets left should match the number of tickets in the Current Inventory box on the spreadsheet. If the numbers do not match, fill it in under the “Unaccounted For” section so the inventory matches the spreadsheet accordingly and email Liz to let her know. 
To Order Additional Parking Validation Tickets:
- Print the “Parking Validation Order Form” located at T: Drive\Community Care\Reception. Copies are also stored in the “Forms” hang folder in the drawer.
- Fill in the desired number of Validation Cards to be ordered and the total dollar amount. No check is necessary as this is invoiced to Action at a later date (Invoices for this go to Bethany in corporate accounting).
- If you are ordering After-Hour Validations for the Manager Assistants, Just add a line below the ALL DAY VALIDATION TICKETS and specify you are ordering “After-hours Validation Tickets – Qty 100”. Under Cost, write “$0”. See example below.
- If you are ordering After-Hour Validations for the Manager Assistants, Just add a line below the ALL DAY VALIDATION TICKETS and specify you are ordering “After-hours Validation Tickets – Qty 100”. Under Cost, write “$0”. See example below.
- The Community Care Assistant Manager (Liz Garcia) will need to sign the bottom to approve. If that person is not available, please have the Community Care Manager (Josh Chance) sign the form. If they are not in the office, email Liz for approval.
- Once the form is approved/signed, you will scan the document into your email and email it to Assistant building manager Eric Mooney at emooney@olen.com. Building Management will complete the request either same day or the next day. If you have any problems emailing the request, you will need to deliver the document by hand. They are located on the 1st floor of the 2603 building. Call over to the office at (949)474-8300 to make sure that someone will be there and has the validation tickets in stock.
- Once you receive the order, you must record it on the Parking Validation spreadsheet at the bottom for the current month so that the inventory count can update at the top and everything matches and is current.
