Car Parking Policy Developed in response to: Type: Policy Register No: 04054 Status: Public NHSLA requirement, Serious Incident Management DoH: HTM 07/03 Consulted With Post/Committee/Group Date David Sendall Car Parking Co-ordinator 30 June 2016 Andy Wright Head of Hotel Services 30 June 2016 Jonathan Wright Volunteer Services Manager 30 June 2016 Ian Jackson Deputy Director of Estates & Facilities 30 June 2016 Management Ryan Curtis Health & Safety Manager 30 June 2016 Staffside Representation JCNC 22 July 2016 Nona Stevenson Human Resources Lead 30 June 2016 Kate Leeke Occupational Health Manager 30 June 2016 Jo Mitchell Head of Governance & Assurance 30 June 2016 Kathryn Freake Head of Clinical Support Services 30 June 2016 Charles Penton Project Manager (Construction) PFI Team 30 June 2016 Helen Clarke Head of Governance 30 June 2016 Lynn Thomas Head of Patient Experience & Public 30 June 2016 Engagement Victoria Parker Head of Communications 30 June 2016 Professionally Approved By Carin Charlton, Director of Strategy and Corporate Services August 2016 Version Number 5.0 Issuing Directorate Estates & Facilities Management Directorate Ratified by: Chairman s Action Ratified on: 1 August 2016 Executive Management Group Chairman s Action Next Review Date July 2019 Author/Contact for Information Elmarie Swanepoel, Head of Sustainable Development & Strategic Projects Policy to be followed by (target staff) All Trust staff, patients, visitors and other Trust users Distribution Method Intranet & Website Related Trust Policies (to be read in conjunction with) Sustainable Development Management Plan, Reimbursement of travel costs under the Hospital Travel Costs Scheme, Equality & Diversity Policy, Security Policy, CCTV Policy, Violence & Antisocial Behaviour, Risk Management Policy, Health & Safety Policy, Lone Worker Policy, Control of Contractors Policy, Disciplinary Policy Document Review History Review No Reviewed by Review Date 1.0 2004 2.0 Jim Dorrian February 2010 3.0 Jim Dorrian 28 October 2010 3.1WD Jim Dorrian 17 th November 2014 4.0 Formal Review Jim Dorrian April 2015 4.1 WD Elmarie Swanepoel 4 th July 2016 5.0 Formal Review Elmarie Swanepoel August 2016 1
Contents 1. Purpose and Aims 2. Introduction 3. Scope 4. Roles and Responsibilities 5. Equality & Diversity 6. Car Park Management 7. Staff Parking 8. Parking for Volunteers 9. Patients and Visitors Parking 10. Emergency vehicles and voluntary car service drivers 11. Deliveries 12. Contractors Parking 13. Car parking control measures 14. Promoting sustainable forms of transport 15. Training 16. Communications 17. Monitoring 18. Complaints & Concerns 19. Communications 20. Risk Events & Incidents 21. Monitoring Appendices Appendix 1 Equality Impact Assessment Appendix 2 Car Parking Salary Sacrifice Scheme /Terms and Conditions Appendix 3 Broomfield Hospital Parking Control Measures Guideline 2
1.0 Purpose and Aims 1.1 Mid Essex Hospital NHS Trust (MEHT) is committed to providing a high quality service to all users of the parking facilities. To reach the high level of service expected, all users must have clear guidance on procedures to assist them in accessing the Trust s parking facilities. 1.2 The car parking policy is designed to clarify parking arrangements for staff and visitors at Mid Essex Hospital Services NHS Trust (MEHT) and has been developed in accordance with the Department of Health HTM 07/03: Transport Management and Car Parking. 2.0 Introduction 2.1 It is important that the Trust maintain clear access routes for all emergency vehicles, minimise congestion on site, and maintain parking areas for staff and visitors. 2.2 The Trust is committed to providing patient and visitor parking in the most convenient areas of the hospital to ensure the easiest access to buildings and departments where appropriate. 2.3 The Trust sites are major generators of traffic activity and all travel related activities should be carefully considered in partnership with local authorities. 2.4 The Trust is committed to provide alternative means of travel to the Broomfield site in order to reduce congestion around the site and provide more sustainable future transport options. 3. Scope 3.1 This policy applies to all staff, visitors and patients using car parking facilities on Trust premises. It also applies to those who work at the hospital but are not employed by the Trust. This includes agency or temporary workers, volunteers and employees of retail organisations based at the hospital. 3.2 This policy applies to contractors who must follow the guidelines within the Trust s Control of Contractors Policy. 3.3 This policy applies to all delivery vehicles, taxis, emergency vehicles, non-emergency vehicles and public transport providers. 4. Roles and Responsibilities 4.1 The Chief Executive has overall responsibility on behalf of the Trust to ensure adequate car parking facilities and sustainable travel options are in place. 4.2 The Director of Strategy & Corporate Services has responsibility for strategic travel planning and ensuring car parking services are safe, maintained and managed effectively and efficiently. 3
4.3 The Head of Sustainable Development & Strategic Projects is responsible for the day to day management of car parking, providing a car park service and for managing the car parking and travel team. 4.4 Car Parking Attendants are responsible for: Assisting staff, visitors and patients to park safely. Enforcing the car parking policy by monitoring parking permits and payment ticket displays. Assisting and directing visitors to wards and departments. Managing car parking facilities as required in busy periods and emergency incidents. Assisting with gritting during extreme weather periods. Monitoring and reporting any maintenance issues within car parking facilities. Generally providing assistance to staff and visitors parking such as providing wheelchairs if required. 4.5 Security Officers are responsible for escorting staff and visitors to car parks when it is dark should they feel vulnerable. 4.6 All Managers and Supervisors are responsible for ensuring their staff are made aware of car parking procedures, as well as other travel options and available incentive schemes. 4.7 All Staff are responsible for ensuring that they consider all alternative means of transport to the hospital and should they choose to drive to have a valid parking permit, the permit is kept up to date with the correct details; the permit is legible and clearly visible in the windscreen of the vehicle; are paying the correct parking fares; park safely and to not cause obstruction; park within a marked bay where appropriate to do so. 4.8 All Patients and Visitors are responsible for ensuring that they have a valid parking ticket, have paid the correct fare, park within specified car park locations at all times and follow the car park regulations. 5. Equality & Diversity 5.1 The Trust is committed to the provision of a service that is fair, safe, accessible and meets the needs of all individuals. An Equality Impact Assessment has been completed as seen in Appendix 1. 6. Car Park Management 6.1 Car parking permit fees contributes towards operational costs involved with the provision of car parking services, subsidising alternative travel options and funds any planned improvements to the car parks. 6.2 Responsibility and Liability: The Trust endeavours to provide security measures on site, including in the car parking areas, however, the Trust or its employees will not be held liable for any loss or damage to vehicles or contents however caused whilst vehicles, including motorcycles and bicycles are on the Trust property. The Trust advise all owners to ensure that all possible security measures are taken, including 4
immobilising all vehicles, removing all valuables and ensuring all vehicles are locked before leaving them. 6.3 To help maintain safe Trust sites, all visitors to the site should immediately report any suspicious persons or incidents to the security team or car park attendants either in person or via switchboard. 6.4 Malicious Damage: Any proven instances of malicious damage, the Trust reserve the right to seek recompense to restore the damaged property or equipment. 6.5 Zero Tolerance Policy: Car Park Attendants, Security staff and Travel Centre staff are available on site to provide assistance with parking. The Trust does not tolerate verbal or physical abuse, or the use of inappropriate language or behaviour towards any member of our staff. Any such incident involving staff or a member of the public will be reported and fully investigated. 6.6 Extreme Weather: During icy conditions, every effort is made to ensure grounds are gritted to provide a safe environment. However, it may be necessary to close part of the car park(s) during this time if any unsafe areas remain. 7. Staff Parking 7.1 As car parking spaces are limited, staff should consider all alternative means of travel first (including using the bus, cycling, walking or sharing their journey to work with another member of staff) before they apply for a parking permit. 7.2 Parking Permits: All staff wishing to park within the designated hospital grounds must at all times display a valid parking permit which is issued by the Trust. 7.3 It is the responsibility of the permit holder to: Ensure that a valid permit is displayed at all times whilst parked on site. Ensure all details recorded on the permit are accurate and correct, including the correct vehicle registration number, the correct department that the member of staff works in) Ensure the permit is visible and not obscured or hidden. Ensure that all information on the permit is legible and if the permit becomes too faded, that a new permit is applied for. 7.4 Permits can be applied for by completing the Permit Application Form which is available on the Travel pages on the Intranet. Completed forms should be submitted to the Travel Centre. A permit will not be issued if all sections of the application form are not completed fully. 7.5 Permits must be collected personally from the Travel Centre (Central Corridor) during opening hours. Permits will not be sent via email, post or any other method and permits cannot be collected on behalf of others. 7.6 Paying for parking: Various options are open to staff to pay for parking on site. Staff can either pay monthly as a deduction from salary, via a salary sacrifice arrangement (Appendix 2), pay for daily parking (via a scratchcard) or pay annually for parking at the cashier s office. 5
7.7 Stopping car park payments: Car park payments can be temporarily suspended at times when an employee will not using the car parking facilities. This will only apply to members of staff on maternity leave or long term sick leave. 7.8 Car parking charges will be reviewed on an annual basis in partnership with Staff Side and 3 months notice will be provided should any fees be increased. 7.9 Parking on site: As with any car park, parking spaces may not always be available. Your parking permit only gives staff permission to park; it does not guarantee that a space will be available. This approach ensures that car parking is available on a first come, first served basis. 7.10 It is recognised that it may be difficult for those staff who arrive on site at a later time to find a parking space. Whilst staff will not currently be shown away, it is important that once car parking capacity has been reached that all staff only leave their vehicle in a suitable and safe location (never park in a location where access for emergency vehicles and other road users will be blocked, do not park on pedestrian walkways or blocked off areas). 7.11 Staff are only allowed to park within allocated staff car parking areas. Staff are not allowed at any times to park in either a patient or visitor bay, a bay for emergency vehicles or a disabled bay (unless they display either a permanent or temporary disabled badge) or any other specifically designated bays. 7.12 At all times staff should adhere to the road safety signage and should ensure that they drive and park in a safe manner as not to endanger pedestrians or other road users. 7.13 Disabled parking for staff: Staff members who have been issued with a valid blue disabled badge can park in any of the designated disabled bays anywhere on site. 7.14 Requests for all temporary disabled badges must be processed through the Occupational Health Department. On instruction from Occupational Health, a temporary disabled badge will be issued to a member of staff for a defined period of time. This permit will allow staff to park in any available disabled bay on site. 8. Parking for volunteers 8.1 Volunteers can park free of charge on the days that they carry out voluntary service at the Trust, but must at all times display a valid car parking permit and be parked in the correct designated areas. 8.2 Volunteers are allowed to park in staff parking areas and must display a valid volunteers parking permit. 8.3 It is the responsibility of the permit holder to: Ensure that a valid permit is displayed at all times whilst parked on site. Ensure all details recorded on the permit are accurate and correct, including the correct vehicle registration number, and the volunteer status of the permit) Ensure the permit is visible and not obscured or hidden. Ensure that all information on the permit is legible and if the permit becomes too faded, that a new permit is applied for. 6
8.4 Permits can be applied for by completing the Permit Application Form which is available from the Travel Centre in the central corridor. All applications will have to be authorised by the relevant Voluntary Services Manager. 9. Students and agency workers 9.1 Students completing placements at the Trust and all agency workers that undertake placements must pay for parking, in line with the rates set out for Trust staff. 9.2 Students and agency workers will need to display a valid permit (see section 8.3) and should only park in staff car parking areas. 9.3 For placements lasting longer than 5 days, a car parking permit must be applied for and fees must be paid via a scratchcard. 9.4 For placements lasting less than 5 days, a daily parking ticket can be obtained from the cashier s office. 10. Employees of organisations based on Trust premises 10.1 Individuals employed by organisations that operate on Trust premises will be eligible to park in staff car parking areas, in line with the rates set out for Trust staff. 10.2 A valid car parking permit and payment of car park fees should be displayed at all times. 11. Contractors parking 11.1 Contractors should at all times adhere to site regulations to ensure site safety and should not cause an obstruction in area. 11.2 Contractors should only park in designated areas and at all times adhere to the regulations as set out in the Trust s Control of Contractors Policy. 11.3 Vehicles parked with an unofficial note/letter displayed in the window will not be exempt from formal car parking control measures. 12. Patients and Visitors Parking 12.1 Site Information: Site maps, directional signage and notice boards are available to assist patients and visitors with parking and wayfinding on site. 12.2 Visitors are not permitted to park in staff parking areas. 12.3 Pay and Display: A Pay and Display System is in operation. It requires patients and visitors to pay for parking and display a ticket on the inside of the vehicle, ensuring it is clearly visible to the Car Park Attendants. Pay and Display machines are located in the Pay and Display car parks. 12.4 Payment machines except cash only and a change machine is located in the main hospital atrium, by the cashier s office. 7
12.5 Patient and visitor car parks are regularly patrolled by Car Park Attendants to provide advice and assistance. 12.6 The tariff is reviewed and altered from time to time at the discretion of the Trust, in partnership with the Patient Council and guidance from the Department of Health. Parking Tariffs are clearly displayed by each ticket machine and available to see on the Trust website: www.meht.nhs.uk 12.7 Concessionary Rates: Concessions are available for visitors of long stay in-patients and patients attending the hospital for long-term continuous treatment. There are 2 options for purchasing a concession parking ticket; the parking ticket options are for either daily or weekly (valid for 7 consecutive days parking). These are charged at 3 and 15 respectively. Concession car park tickets are available from General Office, in the hospital Atrium (Monday to Friday 09.00-17.00). For assistance outside of these hours visitors can contact Switchboard who will bleep the Portering Security Supervisor. 12.8 Chemotherapy and Renal Patients: designated free parking is available for Chemotherapy and Renal patients located adjacent to the respective departments. Patients wishing to park in these bays must display a permit which can be obtained from the Chemotherapy and Renal Department reception desks. 12.9 Helen Rollason Centre Patients: designated free parking is available for Helen Rollason Centre patients located adjacent to the department. Patients wishing to park in these bays must display a permit which can be obtained from the Helen Rollason Centre reception desk. 12.10 Short Term Parking: Drop off areas have been provided outside the main hospital entrances. These spaces should be used for drop off or pick up only and will allow for 15 minutes free parking only. 12.11 Disabled Parking: Disabled parking bays are provided free of charge for all Disabled Blue Badge Holders. They are located in close proximity to the hospital entrances. However, in order to ensure that all roads are not blocked or impeded at any time by vehicles, the Trust does not allow blue badge holders to park on double yellow lines or in hatched boxes at any time. 12.12 Travel expenses: The Trust have a patient travel expenses protocol which assists those patients in receipt of one of the qualifying benefits or allowances. Travel expenses can be reimbursed on the provision of relevant documentation. This covers bus or train fares, car mileage paid at 15p per mile to and from home address and where applicable a reimbursement of car parking charges. Taxis fares are not refunded, but will be paid at 15p per mile to and from the patients address. 12.13 If a patient requires an escort then the correct paperwork stating the patient needs an escort must be provided. If the patient is a child and coming in by public transport and two parents/guardians are escorting the patient, expenses will only be paid for one escort. 12.14 Business visitors will be treated as members of the public and will use the designated Patient and Visitor car parks and pay the appropriate daily tariff. 8
12.15 Official Visitors/Dignitaries: Limited numbers of car parking spaces can be reserved for official visitors or dignitaries. Requests for reserved parking should be supported by a member of the Executive Team or Trust Board and should be made via the Travel Centre: travel.centre@meht.nhs.uk 12.16 Travel Information: Travel information for all our sites can be found on the internet at www.meht.nhs.uk. This includes information on public transport serving the hospital. Timetables for public transport services are also available from the General Office, Outpatients Helpdesk and the Travel Centre (located in the central corridor) on request. 13. Emergency vehicles and voluntary car service drivers 13.1 Emergency vehicles must only park in designated areas which have been provided near the hospital entrances. 13.2 Voluntary car service drivers will be required to drop their passengers off using the allocated drop off areas adjacent to main entrances. 13.3 Non-marked emergency vehicles and voluntary car service drivers will be issued with a parking permit which needs to be clearly displayed in the front window of the vehicle at all times. Parking permits can be obtained by contacting the Travel Centre: travel.centre@meht.nhs.uk 14. Deliveries 14.1 Courier and Delivery Drivers should make deliveries only in designated delivery areas only. 14.2 Delivery vehicles should at all times adhere to site regulations to ensure site safety and should not cause an obstruction in any area. 14.3 Delivery vehicles must be moved as soon as the delivery has been made. Excessive waiting will result in sanctions being applied. 15. Car parking control measures Broomfield Hospital 15.1 Car Park Attendants will carry out regular patrols of all staff, patient and visitor parking areas to maintain an effective parking management system on Trust premises. 15.2 To ensure that all vehicles parked on the Trust premises do so legally and properly, the Trust will operate a system of enforcement in partnership with a nominated external enforcement provider effective from August 2016. 15.3 All vehicles parked in contravention of the rules described within this policy (section 15.4) and the Terms & Conditions (T&Cs) which are clearly displayed on signage across the Trust and its peripheral sites will be subject to enforcement. The method of enforcement is subject to change based on legislation and current best practice. The Trust and associated contractor will carry out enforcement in accordance with relevant legislation. 9
15.4 Parking Control Measures Guideline: The parking control measures guideline sets out the detailed rules, regulations and sanctions relating to the management of car parking on the Broomfield Hospital site. It can be found as Appendix 3. 15.5 Parking Charge Notices (PCN) will be issued to anyone who fails to comply with the parking policy. PCN s will be issued by an Enforcement officer employed by an agent as chosen by the Trust. 15.6 A PCN will be at a charge of 80 if not paid within 14 days or at a reduced 40 if paid within 14 days. Details of how to pay will be provided on the notice. 15.7 Appeals can be made to any PCN received. Appeals will need to be addressed directly to the Trust s enforcement agent, at which point the Trust will consider the reason or grounds for appeal. 15.8 Repeated staff non-compliance: Failure to comply with the parking regulations repeatedly means staff will also be in breach of the Trust s Disciplinary Policy which can be found on the Intranet. 16. Promoting sustainable forms of transport 16.1 Sustainable travel is defined as a mode that improves the physical well-being of those using it, the environmental wellbeing of all or part of the local area or a combination of the two. Sustainable modes of travel include walking, cycling, buses and other forms of public transport as well as car sharing. 16.2 The Trust s Travel Plan sets out an ambition to reduce congestion, reduce pollution and promote healthier means of travel. It aims to identify and promote sustainable travel initiatives that will enable a reduction in the amount of single car journeys made to our hospitals. 16.3 Sustainable travel options for patients and visitors are published on the Trust s website (www.meht.nhs.uk). Information is provided on all public transport options serving the hospital. 16.4 Information on Sustainable travel options for staff and volunteers can be accessed via the Travel Centre which is located in the central corridor at Broomfield Hospital. Travel queries can be sent to travel.centre@meht.nhs.uk. 16.5 The Travel Centre will provide staff members with information on the following: All available travel incentives Personal journey planning Car share scheme Available subsidies and other staff benefits associated with Travel Car park permits and processes Other travel inquiries 16.6 Various schemes and initiatives are available to hospital staff and volunteers to encourage individuals to consider the way they travel to work. Information on all travel benefits, initiatives and events can be obtained from the Travel section on the staff pages on the Intranet. 10
16.7 Broomfield Hospital Lift Share Scheme and Priority Spaces: A number of spaces on the Broomfield Hospital site have been designated and clearly marked as staff car share only. The scheme provides priority parking for members of staff registered with the scheme. 16.8 All scheme members will be issued with permits and vehicles using these spaces without the correct permit or who are not sharing a vehicle will be subject to the appropriate enforcement action being taken. 16.9 Members of the Broomfield Hospital lift share scheme will always be guaranteed a ride home should the person they are sharing with need to leave unexpectedly. Information about a guaranteed ride home scheme is provided on the Broomfield Hospital Liftshare site: https://broomfieldhospital.liftshare.com/ 17. Training 17.1 All Car Park Attendants, Travel Centre staff & Security Officers shall be appropriately trained to appropriate industry standards. 17.2 All Car Park Attendants & Security Officers shall be appropriately trained in Violence & Aggression, covering breakaway techniques. 17.3 Staff will be fully briefed and trained in respect of all functions, both operational and administrative relating to car parking control operations. 18. Complaints and concerns 18.1 Patients and visitors: All complaints and concerns regarding the management of car parking at Trust sites should be directed via the Patient Advice and Liaison Service (PALS). The PALS office is located in the main hospital atrium at Broomfield Hospital. Details on how to access this service can also be found on the Trust s website: www.meht.nhs.uk 18.2 Staff: All complaints and concerns regarding the management of car parking at Trust sites should be directed via the Travel Centre. travel.centre@meht.nhs.uk / ext. 6675. Travel centre opening times can be found on the Trust intranet. 19. Communications 19.1 This policy will be available on the Trust s website: www.meht.nhs.uk 19.2 This policy can be accessed by all staff on the Trust intranet. 20. Risk Events and Incidents 20.1 All incidents that may occur within the car parking grounds, such as car thefts or violence and aggressive occurrences, will be reported by the Car Parking Staff via the Trust s Incident reporting system (DATIX). This will be reviewed at relevant governance groups depending on types of incidents and also via the Estates & Facilities Management Directorate s monthly accountability forum. 11
21. Monitoring 21.1 Compliance with and effectiveness of the car parking policy and processes are reviewed continuously for both staff and visitors who wish to park on site. 21.2 The car park attendants will regularly review the condition of car parks and the car park co-ordinator will regularly review all car parking processes with appropriate stakeholder groups. 21.3 Non-compliance of this policy will be reviewed at the Estates & Facilities Management Directorate s monthly accountability forum. Identified or on-going issues will be escalated to the relevant directorate management accordingly. 21.4 Progress with the implementation of the sustainable transport initiatives will be monitored on a quarterly basis through the Sustainability Strategy Group. 12
Appendix 1 EQUALITY IMPACT ASSESSMENT (EIA) Title of document being impact-assessed: Car Park Policy Equality or human rights concern. (see guidance notes below). Gender Race and ethnicity Does this item have any differential impact on the equality groups listed? Brief description of impact. Patients, visitors or staff who feel vulnerable walking to their car, particularly at night, of any gender. No How is this impact being addressed? Security escorts available. Disability Wheelchair access Wheelchair access and cobbled drop kerbs on routes to main entrances Learning disability (unable to read signs) Universal symbols are used within site plans Free disabled parking Free parking available for The visitor car park includes easy vehicle & pedestrian access & designated walkways. No disabled blue badge. Car Parking attendants available to assist by providing wheelchairs if necessary and suitable parking spaces. Religion, faith and belief Sexual orientation No Age No Transgender people No Social class Parking Charges Reimbursement scheme for qualifying patients. Carers Parking Charges Reimbursement scheme for qualifying patients. Date of assessment: May 2016 Names of Assessor(s) David Sendall, Project Co-ordinator. Elmarie Swanepoel, Head of Sustainable Development and Strategic Projects. 13
Appendix 2 Car Parking Salary Sacrifice Scheme Salary sacrifice is an arrangement between the Trust and employee, where the employee agrees to receive part of gross salary as a benefit rather than as salary. The advantages of the scheme are that the value of the benefit can be provided by the employer free of tax and national insurance contributions on that portion of salary. In this case the Trust will provide Car Parking facilities to staff who sacrifice a sum equivalent to the amount charged to employees who are non scheme members. Employees who decide to participate in the scheme will be asked to sign a written amendment to their Terms and Conditions in accordance with the provisions of section 4 of the Employment Rights Act 1996. This amendment will reduce the employee s salary by the equivalent cost of the benefit. Once an employee has agreed to the variation in contract (by way of signing the Car Park Form with salary sacrifice indicated) the employee may only invite the Trust to vary the revised terms and conditions on the anniversary of the variation. The Trust will only consider an invitation to vary the revised terms and conditions at any other time if there is a major change in an employee s personal circumstance but there is no automatic right to revert back to their original salary. The Trust will give a minimum of 30 days notice if the variation to terms and conditions relating to this scheme is to be changed. The Trust will give a minimum of 60 days notice if the Scheme is to be terminated. Implications of Salary sacrifice arrangement When entering a salary sacrifice arrangement to replace part of cash pay with a benefit that is tax and / or NICs exempt it is essential to understand what the sacrifice will mean in practical terms. You should consider carefully the effect, or potential effect, that a reduction in pay may have on: your future right to the original (higher) cash salary future mortgage applications any pension scheme being contributed to Life insurance multiples entitlement to State benefits entitlement to State Pension or other benefits such as Statutory Maternity Pay entitlement to contribution based benefits such as Incapacity Benefit or Jobseekers Allowance Where can I find out more information about the possible effect of a salary sacrifice on benefit entitlement? You should contact the Department for Work and Pensions. For general enquiries about pensions either contact your local social security office or pension centre, or go into The Pension Service website (www.thepensionservice.gov.uk). 14
The Department for Work and Pensions offer a free pension forecast. More information about this free service can be found at www.thepensionservice.gov.uk/atoz/atozdetailed/rpforecast.asp. For enquiries about other benefits or allowances either contact your local social security office or Jobcentre Plus office, or go into the Jobcentre Plus, website (www.jobcentreplus.gov.uk ) Payment Method If you would like to pay for your car parking by way of the Salary Sacrifice Scheme then please tick the box return the form to the HR Service Centre and HR will issue a variation of contract letter. If you wish to have your car parking fee deducted from you salary as a deduction after Tax & National Insurance tick the Monthly / Weekly deduction box and return the form to the HR Service Administrator. If you wish to pay for the Car parking by cheque or cash tick the Annual Cheque / Cash Payment box and take your form and payment along to the Car parking Office. Process Employees wishing to take advantage of the Car Parking facilities at the Hospital must: Complete a Car Parking Application Form and return it to the Travel Centre. Travel Centre to provide a copy of the completed Car Parking Application Form to the HR Service Centre. The HR Service Centre will: If taking part in the Salary Sacrifice Scheme employees will be issued with a Variation of Terms and Conditions letter. Issue a Variation of Terms and Conditions Letter. Pass copies of the returned signed letter onto the employee s manager for filing and the Travel Centre attached to the original form. The Travel Centre will: Issue a car parking permit Pass a copy of the form and attached letter if necessary on to payroll for processing. Questions and answers Implications of Salary Sacrifice arrangement When entering a salary sacrifice arrangement to replace part of cash pay with a benefit that is tax and / or NICs exempt it is essential to understand what the sacrifice will mean in practical terms. You should consider carefully the effect, or potential effect, that a reduction in pay may have on: your future right to the original (higher) cash salary future mortgage applications any pension scheme being contributed to Life insurance multiples 15
entitlement to State benefits entitlement to State Pension or other benefits such as Statutory Maternity Pay Contribution Based Benefits Your entitlement to contribution-based benefits is directly related to the amount of NICs you have paid, or are deemed to have paid. Reducing your cash pay through a salary sacrifice scheme may reduce the amount of earnings on which you pay NICs to below the LEL, so that you are no longer paying (or deemed to be paying) NICs. Even if your earnings remain above the LEL, because you are paying (or deemed to be paying) less NICs, this may reduce your entitlement to contribution- based benefits. Contribution-based benefits include: Incapacity Benefit Jobseeker s Allowance (JSA) (contribution-based) State Pension Earnings Related Benefits Your entitlement to earnings-related benefits is based on your level of earnings, not including any amount sacrificed in return for a NICs exempt benefit. If your cash earnings are reduced to less than the LEL your entitlement to earnings related benefits will be reduced. Earnings-related benefits include: Maternity Allowance (MA) The State Second Pension Working Related Payments Work-related payments are paid by the Trust and are based on your average earnings over a fixed period before you begin to receive them. Sacrificed cash pay will not count as part of your average earnings for calculating these payments, so they may be reduced as a result of a salary sacrifice. Work-related payments include: Statutory Maternity Pay (SMP) Statutory Sick Pay (SSP) Occupational Maternity Pay (OMP) Occupational Sick Pay (OSP) Reduced Rate Contributions If you are a married woman and your earnings are taken below the LEL for two consecutive tax years by entering a Salary sacrifice scheme, and you are not self-employed in those years, you will automatically lose the right to pay reduced rate contributions. 16
Salary Sacrifice and the National Minimum Wage A salary sacrifice should not reduce your cash pay to below the National Minimum Wage. If it does you are unable to participate in the Trust Car Parking Salary Sacrifice Scheme. Where can I find out more information about the possible effect of a salary sacrifice on benefit entitlement? You should contact the Department for Work and Pensions. For general enquiries about pensions, either contact your local social security office or pension centre or go into The Pension Service website (www.thepensionservice.gov.uk). The Department for Work and Pensions offer a free pension forecast. More information about this free service can be found at www.thepensionservice.gov.uk/atoz/atozdetailed/rpforecast.asp. For enquiries about other benefits or allowances either contact your local social security office or Job Centre Plus office, or go into the Job Centre Plus website (www.jobcentreplus.gov.uk). 17
Appendix 3 Broomfield Hospital Parking Control Measures The Trust provides essential services for patients and visitors and has a duty to ensure that all users of the hospital sites, including staff, is provided with safe access and parking facilities. Unauthorised parking can severely hinder the operation of the hospital, inconvenience users, and at the very worst contribute to injury and the loss of lives. Parking spaces are limited and various car parking control measures will be employed to assist with ensuring that access and parking at Broomfield Hospital is safe, appropriate and fair and that traffic flow is maintained. 1.0 Introduction The provision and effective management of car parking is an important function if control is to be maintained over car parking spaces at our hospital. This parking control measures guideline sets out the detailed rules, regulations and sanctions relating to the management of car parking on the Broomfield Hospital site. It should be read in conjunction with the Trust s Car Parking Policy. It is important that the Trust maintain clear access routes for all emergency vehicles, minimise congestion on site, and maintain clearly defined parking areas for staff and visitors which is appropriately used. This protocol relates to the following groups of people: Patients & Visitors Staff those attending Trust property on business The principle of control measures is fairness and equitable. There will be no exclusions, irrespective of grade, status or influence. All vehicles entering the site are subject to parking controls. In particular, any unauthorised parking in the following areas is strictly prohibited: Double yellow lines indicate a road or area that is required to be free from parked vehicles which may disrupt the free flowing traffic on site unless in special circumstances as directed by the car park attendants. These special circumstances relates to times when capacity has been reached in the car parks as well as during the management of an incident on site. Drop off areas are to be used for dropping off and picking up of patients only and not for parking. Disabled bays should only be used by persons who hold a valid pass. Areas reserved for patients attending the Renal and Chemotherapy units and the Helen Rollason Centre. Areas reserved for Emergency Vehicles only, including areas set out for the use of non-emergency vehicles and ambulance cars to drop off and collect patients. 18
2.0 The rules 2.1 Patients and visitors The Trust s Car Parking Policy provides parking information for patients and visitors to the hospital. All patients and visitors are required to adhere to the regulations set out in the policy as well as adhering to signage and notices provided in the car parks. Car park attendants are available to provide assistance and direction in all patient and visitor car parks. A map of Patient and Visitor Car Parking is provided in Appendix 1. It is the responsibility of the car park users to: Park within a marked bay Ensure they do not park on hatched areas or yellow lines unless specifically instructed to do so by a Car Parking Attendant Ensure that a valid blue badge is displayed if parked in a designated disabled bay Only park in designated patient & visitor car parks and not to park in staff parking areas. Have a valid paid parking ticket clearly displayed Have a valid parking permit displayed obtained from the Chemotherapy, Renal or Helen Rollason unit if attending an appointment in the department. The use of hospital car parks is routinely monitored and non-compliance with car park regulations will be liable to sanctions being applied. The Trust s third party contractor will continuously monitor the site to ensure that all vehicles parked on the Trust premises do so legally and properly. Should breaches occur, a legally enforceable Parking Charge Notice (PCN) will be issued. All PCN s will be secured in a black & yellow weatherproof envelope and secured under the windscreen wiper at the driver s side of a vehicle. PCN charges are set at 80, and will be reduced to 40 if paid within 14 days. All appeals are to be made according to the details provided on the back of the PCN. Each appeal will be reviewed by the Trust and every case is treated on its own merits. 2.2 Staff The Trust s Car Parking Policy provides parking information for staff who wish to park at the hospital. All staff are required to adhere to the regulations set out in the policy as well as adhering to signage and notices provided in the car parks. Appendix 2 provides a map of available Staff Parking areas. We recognise that there are many reasons to choose to drive to work by car too far to walk or cycle, not on a bus route, working late/night shifts, doing the school run, travelling on work business, and so on. But parking space is limited and priority must be given to those who really need to drive to our hospitals. Please note, parking is not guaranteed and staff car parking spaces are available on a first come, first served basis. Your car parking permit allows a right to search and occupy vacant staff car parking spaces, but does not offer an automatic right to park. 19
2.2.1 Staff responsibilities It is the responsibility of all staff to: Ensure that all efforts are made to find an available space this means that you are required to look at all staff car parks to ensure that they are all full before parking outside of a formal parking bay. Ensure you do not park in patient and visitor areas at any time. Ensure you do not park on double yellow lines (unless instructed to do so by a car park attendant). Ensure you park within a marked bay in areas where bays are marked. Ensure you do not park so as to cause obstruction. Ensure that parking is paid for and to display a valid permit (up to date, correct vehicle details and not damaged or faded). 2.2.2 What do I do if I cannot find a space? At times, all staff car parks could reach capacity. The following protocol has been implemented to take affect at these times: A car park attendant will be continuously monitoring the staff car parks throughout the day. At the entrance to each car park a sign will be displayed to indicate the status of the available spaces in the car park. The following signs will be displayed outside the entrances of car parks: When there are still available spaces: When the car park is full: Parking Spaces Available Car Park Full Last count at: Next count: Last count at: Next count: Once you have been to all 8 staff car parks and they are all displaying a Car Park Full sign, you will need to do the following: - If you see a car parking attendant, ask where will be the most suitable/safe place to park 20
- Should you not immediately see a car parking attendant, you will need to find the safest location to leave your vehicle. Under no circumstances should you leave your vehicle: o in an unsafe position o in a position that will block access for pedestrians, emergency vehicles, and other road users o in an area that will cause damage e.g. grass verges o in a patient and visitor car parking bay (unless so instructed by a car park attendant). All the attendants have to report to the car park management office every time a member of staff is advised to park in a patient & visitor bay this information will be recorded to ensure that misuse can be identified. o 2.2.3 Sanctions In order to ensure that all staff parking areas are managed safely and considerately parking control measures are in place: Parking restriction signs are positioned around our sites A third party traffic enforcement officer has been employed to control the car parking restrictions on behalf of the Trust Staged control measures process will be in place which will include the issuing of warning notices and parking charge notices (which will be issued as a last resort). 2.2.3.1 When will sanctions be applied? The car park control measures will be enforceable at all times and apply to users of the car parks outside normal office hours. At all times, sanctions will be applied to members of staff who: do not display a valid form of payment and permit to park park unsafely blocking access to pedestrians, emergency vehicles and other road and car park users, parking outside formal car parking bays When all staff car parks are full the following control measures will be in place: The car park attendants will notify the car park management office as soon as each car park has reached capacity. Once all 8 staff car parking areas are full, the time will be recorded by the car park office. After this time, sanctions will not be applied to vehicles that are parked safely outside formal parking bays. However, at no time should a vehicle be parked in a location that is considered unsafe - blocking access to pedestrians, emergency vehicles and other road users. 2.2.3.2 Warning letters Warnings issued to any staff vehicle will be kept on record. Warning letters will be issued by the Trust s car park attendants and they will be issued in a white weatherproof envelope and secured under the windscreen wiper at the driver s side of a vehicle. An example of a warning notice is shown in Appendix 3. A guidance of when a warning notice is issued is shown in Appendix 4. 21
2.2.3.3 Parking Charge Notice (PCN) A PCN will only be issued once a member of staff have received and failed to act on a warning notice and a repeat offence occurs. Serious consideration should be given on receipt of a warning notice and these warnings do not need to be for the same offence to warrant a PCN being issued. The issuing of PCN s is a last resort and every effort will be made to avoid the issuing of these notices. Every PCN will need to be authorised by a responsible manager before it is issued. PCN charges are set at 80, and will be reduced to 40 if paid within 14 days. Reasons for issuing PCN s Parked in a staff parking area without displaying a valid staff permit Parked in a designated patient/visitor bay without displaying a valid parking ticket Parked on double yellow lines or in an area where parking is prohibited (at times when there are still available spaces in the staff car parks) Parked causing an obstruction to other pedestrians, vehicles and/or emergency services Not parked within a marked bay Parked in a designated disabled bay without displaying a valid permit Not displaying a correct parking permit (out of date, damaged or does not reflect the correct vehicle registration number) Parked in an unsuitable location, even though at the time the notice was issued there were still several car parking spaces available. All PCN s will be in a black & yellow weatherproof envelope and secured under the windscreen wiper at the driver s side of a vehicle. All appeals are to be made to the company details provided on the back of the PCN. Each appeal will be reviewed by the Trust and every case is treated on its own merits. The appeals process is shown in Appendix 5. 22
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Appendix 2 24
Appendix 3 25
Location of vehicle: Date: Document Reference Number: Time: Vehicle Registration: To the driver of this vehicle, We recognise that parking at the hospital can be difficult at times. We therefore want to ensure that the car parking facilities we provide are used safely, considerately and appropriately at all times. We continuously monitor the car parks to assist motorists with parking related queries and to ensure that all car park users abide by the parking regulations set out in the Trust s Car Parking Policy. Today, your vehicle was: o Parked in a staff parking area without displaying a valid staff permit o Parked in a designated patient/visitor bay without displaying a valid parking ticket o Parked on double yellow lines or in an area where parking is prohibited o Parked causing an obstruction to other vehicles and/or emergency services o Not parked within a marked bay o Parked in a designated disabled bay without displaying a valid permit o Not displaying a correct parking permit (out of date, damaged or does not reflect the correct vehicle registration number) o Parked in an unsuitable location, even though at the time of this notice there was still several car parking spaces available On this occasion you will not be issued with a formal Penalty Charge Notice (PCN), however should you be found to repeatedly disregard the Trust s car parking regulations, more severe enforcement action will be taken. Should you have any queries regarding car parking at the Broomfield Hospital site, please contact us on travel.centre@meht.nhs.uk 26
Appendix 4 Control measures (staff) Appendix 5 27