Policies and Regulations - University Services

Policies and Regulations - University Services
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Review the policies and regulations that guide University Services, including transportation, parking, and other campus operations.
Jump to Section:
Parking Policies
Supply Chain Management
Transportation Policies
Mail & Receiving Services
WashU ID
Parking Policies
Appeal a Citation
Any vehicle owner/operator who receives a citation may use the
online form
to submit an appeal to the University Parking Appeals Committee within seven days of receiving a violation notice if there are grounds for appeal. Please include special circumstances, if any, that delayed your appeal. The University Parking Appeals committee will review all appeals, considering the grounds for appeal, university parking regulations, and the appellant’s history. The committee’s decision will be final, and the appellant will be notified in writing.
Bearly Driver Carpool Policies
The Bearly Drivers carpool program supports carpooling by providing a discounted permit to those who meet the following criteria for the duration of the permit:
Be a permanent, full-time WashU Danforth Campus faculty/staff member
Ride to campus together at least 80% of the time
Share similar daytime work schedules with fellow carpoolers
Not hold any other WashU parking permit
Be paid directly by WashU
Members may not be on any type of university leave of absence for more than one month. If this occurs, please contact us to discuss options.
Once enrolled, one permit will be assigned to the carpool, and the cost will be split and deducted from each member’s payroll throughout the permit year. All members must meet the eligibility requirements for the entire duration of the permit.
Eligibility Requirements
: All members must continue to meet the program criteria.
Changes
: Notify us within seven calendar days of any changes to members, vehicles, license plate numbers, campus boxes, or contact information.
Compliance
: Follow all campus parking rules and regulations. Misuse of the program may result in fines and permanent removal from the program.
General Rules
Property of University:
Permits must be returned upon termination of employment, end of student registration, or at the university’s request.
Zone Allocation:
Park only in designated areas as indicated by your permit.
Posted Signage:
Follow all posted signage and restrictions.
Legal Space:
You’re responsible for finding a legal parking space; lack of convenience is not an excuse.
Special Areas:
Motorcycles and bicycles must park in designated areas.
Family Vehicles:
Vehicles belonging to immediate family members are the permit holder’s responsibility regarding violations.
First-Year Students:
Not permitted to bring vehicles to campus. Exceptions for medical or financial hardship must be applied for. Approved exceptions allow parking at West Campus only, under a ParkSmart permit.
Motorcycle Parking Areas
Lot 28 (surface lot behind the Athletic Complex off of Snow Way Drive)
East side of Millbrook (accessible only via Throop at east entry/exit driveway)
Lot 31 (surface parking east of the Athletic Complex; western center isle)
Southeast quadrant of Lot 33 (surface parking along Olympian Drive)
Lot 35 (surface parking south of Simon Hall; northeast corner)
Motorcycle pad just south of McDonnell Hall (north of Lot 43 surface parking; located in green space)
Wallace Garage (Level 2 northeast and southeast corners)
Check out the Danforth Campus Motorcycle Parking Map to see parking locations.
Parking Areas of Enforcement
Parking regulations will be enforced at all times, including periods when classes are not in session. In addition, the following areas are strictly enforced 24 hours a day, seven days a week.
Residential areas
Meters serving residential areas
Time-limited parking areas
Loading and service zones
Disabled parking spaces
Fire lanes
24-hour red spaces
“No Parking” areas
Permit Display Reminders
Displaying a fraudulent permit:
Fines up to $1,000, towing, revoked parking privileges and potential legal action.
Displaying an Out-of-Date Permit
: Permits are valid from August 1 through July 31 and should be displayed at all times. Please retain your current permit until the start of the new permit year. At that time, transition to the new permit and discard the old one. If you lose your permit, a replacement can be purchased in person for $15 at the University Services Center.
No automatic voids:
All citations must be paid—no exceptions for first-time offenses.
Permit must be displayed:
Forgetting to display a permit is not grounds for voiding a citation.
No new permits or vehicle registration until fines are cleared.
Permit Requirements
Permit Zones:
Park only in the zone indicated on your WashU-issued permit.
Danforth Campus Parking:
A valid permit or paid visitor parking is required.
Permit Validity:
Permits must be issued through Parking & Transportation Services and properly displayed.
Nontransferable:
Permits are non transferable and must be used according to university regulations.
Vehicle Limits:
Only one vehicle per permit holder may be on campus at a time.
Extended Parking:
Vehicles cannot be left unattended for more than 72 hours for commuters or five days for residents.
Revocation:
Violations may result in revocation of parking privileges.
Student & Employee Parking Citations
All parking violations must be paid in full within seven (7) days of issuance. Unpaid fines may prevent permit purchases and vehicle registration, and could result in towing or academic holds (for students).
Payment Options
Online via the WashU Parking Portal, by mail, or in person at the University Services Center. Accepts check, credit card, student account charge or payroll deduction (employees).
Students:
Unpaid fines are charged to the student account after seven (7) days. Delinquent accounts (outstanding fines) may result in academic holds, preventing registration, transcript access, and grade report issuance.
Employees:
Unpaid fines may result in payroll deduction. Failure to pay fines within seven (7) days will result in withholding of vehicle registration and restrictions on purchasing new permits or passes until all fines are resolved.
important reminders
Displaying a fraudulent permit:
Fines up to $1,000, towing, revoked parking privileges and potential legal action.
Displaying an Out-of-Date Permit
: Permits are valid from August 1 through July 31 and should be displayed at all times. Please retain your current permit until the start of the new permit year. At that time, transition to the new permit and discard the old one. If you lose your permit, a replacement can be purchased in person for $15 at the University Services Center.
No automatic voids:
All citations must be paid—no exceptions for first-time offenses.
Permit must be displayed:
Forgetting to display a permit is not grounds for voiding a citation.
No new permits or vehicle registration until fines are cleared.
Vehicle Registration
If you are faculty, staff, a student, or a long-term visitor and plan to park on any WashU campus, you must register your vehicle with Parking & Transportation Services and display your valid parking permit at all times.
If you plan to use more than one vehicle to commute to campus, you must register each vehicle with Parking & Transportation Services. You do not need a separate permit for each vehicle. An individual can have one permit at a time and each vehicle can only be connected to one permit.
Important reminders
All parking rules and regulations apply to registered and non-registered vehicles.
The person to whom a vehicle is registered will be held responsible for any violations assigned to that vehicle.
If you sell your vehicle, please remove your permit and notify the Parking and Transportation Services team to ensure you are not held responsible for future violations tied to that specific vehicle and/or permit.
Any parking fees related to violations incurred by an immediate family member of a WashU employee or student while on the WashU campus, whether the vehicle is registered with WashU or not, is considered your responsibility to pay.
Unregistered vehicles with outstanding violations will be identified via vehicle plate information using the state registration system and billed accordingly. An additional fine could be applied if a vehicle is not registered with our office.
All parking rules and regulations apply to registered and non-registered vehicles.
If you have a permit, please keep your license plate number, make, and model updated in the
parking portal
Violations Eligible for Towing
Vehicles violating parking regulations may be towed without notice in addition to receiving a citation. Violations include:
Parking in a fire lane (includes campus fire lane) or restricted zone (marked by signs, painted curbs or yellow lines).
Failing to park within designated white lines, including at unmarked curbs.
Parking in reserved spaces (departments, Bearly Drivers, CarShare or special events).
Parking in non-designated areas or illegally in ADA spaces. (Only state-issued disabled plates/placards with a valid WashU permit/pass are allowed.)
Displaying a lost, stolen, altered, invalid or fraudulent permit/pass (fines up to $1,000, towing at owner’s expense, possible parking revocation and legal action).
Vehicles that have a Barnacle windshield immobilization device placed and have not had it removed and returned within 72 hours will be considered abandoned and are subject to tow.
Visitor Citations
If you receive a citation, please pay by mail using the yellow envelope provided, stop by the
University Services Center
to pay in person, or pay online via the
Parking Portal
. All fines are due within seven days from the date on your citation. Payments can be made by check or credit card. Checks can be mailed to:
Parking & Transportation Services
Washington University in St. Louis
MSC 1200-423-1100
One Brookings Drive
St. Louis, MO 63130
Habitual violators are subject to an additional fine and potential towing. You can request a complete list of university fines from the Parking & Transportation office.
WashU Vehicle Towing & Relocation Policy
WashU reserves the right to tow or relocate illegally parked vehicles or those with three or more unpaid violations at the owner’s expense.
Towing Service Provider
Hartmann’s Towing: 6615 Olive Blvd., University City, MO 63130. Contact: 314-721-1445
In Case of Towing
If you suspect your vehicle is towed, contact Parking & Transportation Services at 314-935-5601, or call the Washington University Police Department at 314-935-5555 after hours. A $75 relocation charge applies.
Derelict Vehicles
Abandoned vehicles will be towed if:
Not properly licensed
Inoperative or dismantled
Parked without authorization for over 72 hours
Note:
WashU is not responsible for vehicle damage due to towing.
Barnacle Windshield Immobilization
Beginning March 23, 2026, Parking & Transportation uses the Barnacle, a windshield immobilization device, as part of parking enforcement on the Danforth Campus. The Barnacle may be applied when a vehicle has multiple unpaid violations, but may also be applied on a first offense.
To have the Barnacle removed:
Call the phone number or visit the website displayed on the device
Pay your outstanding balance, and enter the release code provided.
Return the device to one of two campus drop boxes:
Mallinckrodt Center
— outside the entrance to the bookstore, adjacent to the UPS box
South 40
— outside the entrance to the Bear Bodega
Vehicles with a Barnacle that has not been removed and returned within 72 hours will be considered abandoned and are subject to tow.
Claiming Your Vehicle
Provide proof of ownership and picture ID to Hartmann’s Towing. Pickup is available Monday to Friday, 8 a.m. to 5 p.m. Special arrangements can be made if necessary.
For additional public transportation information, please call 314-935-4140.
Transportation Policies
Campus Bike Policy
The university encourages the use of bikes due to their many benefits and prioritizes the safety of our campus community. With this in mind, our Bike Policy was created to reduce hazards and create a safe, enjoyable environment for all individuals on campus. We encourage all community members to adhere to and help enforce this policy.
View the Campus Bike Policy.
Charter Bus Registration and Alcohol Policy
The following policies are in place to ensure the bus process is orderly, efficient and safe for all parties involved. Failure to follow these guidelines may result in cancellation of your bus reservation and limitations on future bus requests.
All buses require a WashU faculty member, staff member or student to serve as the sponsor or contact person with our office.
For buses that will continually loop campus, there must be one bus per 100 people attending.
If your event requires more than four buses, you will need two security guards per bus to monitor loading and unloading. The sponsoring group or charter company will need to provide these guards.
Any reservation that involves transporting passengers to an event with alcohol will require two security guards per bus to monitor loading, transport, and unloading.
Each bus must have one sober contact responsible for monitoring boarding, transport, and unloading. These contacts will need to meet with security 30 minutes prior to boarding to review responsibilities and expectations. Boarding cannot commence without this briefing.
Additional security may be requested at the discretion of university staff, and the sponsoring group will be responsible for it.
Security guards can prohibit individuals who are visibly intoxicated from boarding buses.
In the event of a cancellation or failure to follow these guidelines, the sponsoring group or individual will be solely responsible for forfeiting any deposits or payments made to the bus company.
In Case of Infractions
As part of Washington University in St. Louis, Parking and Transportation reserves the right to refer students who knowingly or recklessly violate its policies to the
Student Conduct Office
for further review.
Micro-Mobility Policy
Washington University in St. Louis supports sustainable, healthy and efficient non-vehicular transportation. To prioritize campus safety, this policy provides guidelines for the safe use, storage, charging and impoundment of micro mobility devices. All users are expected to follow these policies to help maintain a safe campus environment.
View the Micro Mobility Transportation Device Policy.
Special Conditions
Zone Classification:
Zones and lots may change as needed.
Special Event Parking:
Special event signs take precedence over regular designations.
Barricades and Roped Areas:
These areas take priority over general parking rules.
WashU Shuttle Tips
If you need help planning your trip or finding shuttle schedule information, please contact Transportation at 314-935-4140. We will be happy to help you with your trip or assist you with transportation in any way possible.
If the weather is inclement or during certain times of the day, we may experience delays in our schedules due to traffic or other road conditions. Please be patient; it is always our desire to arrive and depart according to schedule. It is best to arrive at the bus stop several minutes early. Our drivers operate their routes according to the standard time in our dispatch office. If you want to check your time against our time, please contract transportation at 314-935-4140.
When waiting at the bus stop please wave at the approaching driver, and he or she will stop for you. We share many bus stops with public transportation buses, so we need a wave from you to be sure you need us to stop.
Smoking is never allowed on our vehicles.
We appreciate your help in keeping our vehicles clean. Food and drink are allowed on the shuttle vehicles in closed containers only. Eating and drinking are not allowed in university vehicles.
Please let the driver know a block in advance of your intended stop. Please indicate that you want the next stop by calling out “Next stop, please.” The driver will acknowledge that he or she heard you.
If you believe that you have lost something on one of our buses, please call us at 314-935-4140 to see if we found it. We keep lost articles in our office for seven days before turning them over to the university lost and found located in the Mallinckrodt Center.
Thank you for using our service. Your safety is our ultimate concern. For additional transit safety tips, please visit the
Metro Transit St. Louis website
. Students who use public transportation to access off-campus locations are responsible for their own safety. Students should be aware of their surroundings and should avoid traveling alone, particularly after dark.
Supply Chain Management
Conflicts of Interest
It is the responsibility of Washington University and its employees to guard against conflicts of interest that might compromise the integrity and objectivity of the university community.
View WashU Conflicts of Interest Policies & Guidance here.
WashU Individual and Institutional Research COI policies
Washington University Code of Conduct
Procurement Conflict of Interest Disclosure Form
(PDF)
Duty-Free Imports
Public Law 89-651 (PDF)
(404) provides for the duty-free importation of instruments and apparatus “entered for the use of any nonprofit institution, whether public or private, established for educational or scientific purposes – if no instrument or apparatus of equivalent scientific value for the purposes for which the instrument or apparatus is intended to be used in being manufactured in the United States.
Purchasing will review all purchase orders to foreign vendors to determine if a duty-free application is to be made. If it is determined that a duty-free application should be made; the following steps will be taken.
The project investigator will be contacted to discuss the process of duty-free application. A copy of
ITA-338P
will be sent to the project investigator. If the project investigator agrees to file for duty-free importation, then Purchasing will amend the purchase order with the following statement; “duty-free classification under tariff item 851.60 (instruments and apparatus for educational and scientific institutions) or 851.65 (repair components for items previously entered under 851.60) to be applied for”. The purchase order will then be approved and a copy will be faxed to the university’s import broker.
The project investigator will prepare one (1) original copy of ITA-338P. The project investigator will then return the original form, along with any other relevant supporting documents to Purchasing.
Purchasing will review submitted documents, then prepare seven (7) additional copies and submit the original and four (4) copies of the ITA-338P to the United States Customs Service, a copy will be filed with the university’s order file in Purchasing.
Purchasing will be the point of contact for the U.S. Customs Service. Purchasing, upon notification of acceptance of the application by the U.S. Customs Service, will submit a copy of the approved application to the university’s customs broker. When a final determination, if made by the U.S. Department of Commerce, Purchasing will provide necessary documents to the university’s custom broker and notify the project investigator of the determination.
Freight & Shipping Terms
Incoterm® rules
are internationally recognized standards that define responsibilities between buyers and sellers for the shipment of goods. They are primarily used for
international freight
but can also apply—though less commonly—to
domestic shipments
Key Considerations When Determining Freight Terms
Costs:
Who pays freight charges for each leg of the shipment?
Risk:
Who provides insurance and bears responsibility if goods are damaged in transit?
Taxes & Fees:
For international shipments, who is responsible for customs duties and taxes?
Title:
Who legally owns the goods? (Note: title is not always defined by shipping terms and may be noted separately on commercial documents.)
International Shipments
When shipping or receiving internationally, review the
International Chamber of Commerce (ICC) Incoterm® Rules 2010
to select the correct term. These rules help clarify responsibilities for costs, risks, and delivery points between buyers and sellers.
Domestic Shipments
For shipments within the United States,
FOB (Free on Board)
terms remain standard and acceptable. While ICC terms may be applied, they are less common domestically.
Purchasing Services typically recommends that purchase orders and quotations specify:
“FOB: Destination; Freight Prepaid and Allowed.”
This ensures the
seller
pays freight costs and assumes risk until the goods are delivered. However, in some cases, accepting a lower bid may mean the
buyer
pays shipping costs and assumes the risk of loss during transit.
Common Shipping Terms
Freight Allowed:
The seller pays the freight bill and absorbs shipping costs.
Freight Prepaid and Allowed:
The seller prepays freight and includes it in the delivered price.
FOB Destination:
The seller owns goods and bears risk until delivery.
FOB Origin:
The buyer assumes risk and responsibility once goods leave the seller’s dock.
Procurement Under Uniform Guidance
Sponsored Projects Accounting (SPA) and Supply Chain Management have developed a set of policies and procedures for procurement transactions involving all sponsored projects (federal and non-federal).
The information noted is based on the Office of Management and Budget’s Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance, 2 CFR 200).
All University personnel involved with the financial management of sponsored projects should utilize these policies and procedures. Please visit this
link
to view the Procurement Policies under Financial Services.
Section 889 Compliance: Restrictions on Certain Telecommunications and Surveillance Equipment
Section 889 of the Fiscal Year 2019 National Defense Authorization Act (NDAA) was enacted to protect U.S. national security and intellectual property from potential risks associated with specific foreign-owned telecommunications and video-surveillance companies.
Washington University must comply with these federal restrictions when purchasing or contracting for technology and related services.
Key Requirements
Part A (Effective August 13, 2019):
Prohibits using federal grant or contract funds to purchase, lease, or obtain certain telecommunications or video-surveillance equipment or services.
Part B (Effective August 13, 2020):
Prohibits the university from contracting with any company that uses these prohibited technologies, even if the university is not directly purchasing the equipment.
Restricted Companies
The following companies—and their subsidiaries or affiliates—are currently prohibited under Section 889:
Huawei Technologies Company
ZTE Corporation
Hytera Communications Corporation
Hangzhou Hikvision Digital Technology Company
Dahua Technology Company
The most current list of restricted entities is available on the
Federal Acquisition Regulation (FAR) Council website
University Guidance
To maintain compliance, do not purchase or contract for telecommunications or surveillance products or services from any restricted vendor. Compliance with Section 889 ensures Washington University continues to meet federal requirements for cybersecurity, funding eligibility, and protection of institutional and research data.
Coordinate with
WashU IT
and
Supply Chain Management
before purchasing technology that could involve these companies or their affiliates. For questions about specific suppliers or equipment, contact
Supply Chain Management
at
supplychain@wustl.edu
Supply Chain Management Policy Guide
WashU Supply Chain Management Policy Guide
(PDF)
WashU General Terms & Conditions
WashU Supply Chain Management General Terms & Conditions
(PDF)
WashU Supply Chain Management Construction Terms and Conditions
(PDF)
University Weapons, Explosives and Fireworks Policy
WashU Weapons, Explosives and Fireworks Policy
WashU ID
Bear Bucks: Adding funds for students
Students can add up to $1,000 per semester via their student account. After reaching this limit, additional funds can be added online via credit card or in person at the University Services Center (credit card, check or cash).
Students with a financial hold cannot add Bear Bucks through their student account, but may still deposit funds via credit card.
University College students cannot add Bear Bucks via their student account but may deposit funds online or in person.
Bear Bucks: Refunds and transfers for students
Bear Bucks are nonrefundable and nontransferable.
Bear Bucks: Active balance and expiration for students
Bear Bucks roll over year-to-year while students are active.
Unused funds expire one year after graduation or separation from the university.
Students on leave retain their balance for one year. If they return within that time, their funds remain available.
Bear Bucks: Eligibility for faculty/staff
To open an employee Bear Bucks account, you must:
Be a full-time faculty or staff member directly employed by WashU.
Receive paychecks either biweekly or monthly.
Bear Bucks: Adding funds for faculty/staff
Faculty and staff can add funds through:
Credit/Debit Card: Deposit funds online via “Deposit Bear Bucks via Credit Card” after logging in to
Atrium Connect
(domestic cards only).
Cash, Check or International Credit/Debit Card: Make deposits in person at the University Services Center.
Payroll Deduction (Charge Feature): Charge transactions to be deducted from payroll (details below). Note: Deposited funds must be used before the charge feature becomes available.
Bear Bucks: Payroll deduction and charge feature for faculty/staff
Bear Bucks is an optional perk, not a guaranteed benefit. Violating terms may result in account cancellation.
Enrollment
Sign up for payroll deduction via the “Payroll Deduct Request” in
Atrium Connect
(see
Atrium Connect User Guide
for instructions).
Bear Bucks: Charge limits
Biweekly employees: Up to $200 per pay period.
Monthly employees: Up to $400 per pay period.
Additional funds can be added online (3% credit/debit card fee applies) or in person at the University Services Center.
Bear Bucks: Payroll deduction processing
Biweekly employees: Deductions are processed every 14 days, submitted on the Tuesday before payday.
Monthly employees: Deductions are processed on the 15th or the nearest business day.
Deductions appear as a Post-Tax Deduction labeled “Bear Bucks” on your payslip.
If deductions exceed your paycheck, the balance is placed in arrears and collected from the next paycheck. Accounts in arrears are deactivated until resolved.
Bear Bucks: Tax and refund policy
Food & Drink purchases on campus: Tax-exempt.
Merchandise & Off-campus purchases: Taxed.
Bear Bucks are nonrefundable and nontransferable.
Bear Bucks: Separation from the university
Payroll deduction will be automatically deactivated upon separation. Any outstanding charges will be deducted from the final paycheck.
Funds added via credit/debit card remain while employed but are forfeited upon separation.
Retirees and Emeritus Faculty may request account continuation by emailing
universityserviceshelp@wustl.edu.
Bear Bucks: Adding funds to your student’s account (parents/guardians)
Go to the
Atrium Connect
portal
Select “Parent/Guest Login” and sign in
Click “Deposit Bear Bucks via Credit Card” and complete the form. A 3% convenience fee applies to all credit/debit card deposits.
Note:
Your student must invite you as a guest to access this feature. Instructions can be found in the
Atrium Guest Access Guide
Bear Bucks: Add funds by mail (check deposits) (parents/guardians)
Send checks to:
University Services Center
MSC: 1200-423-1100
One Brookings Drive
St. Louis, MO 63130-4899
Include the student’s full legal name and 11-digit student ID to ensure proper deposit.
If you have concerns about a mailed check, contact campuscard@wustl.edu.
Bear Bucks: Restrictions and important notes for parents/guardians
Parents/guardians can add funds only by using a credit/debit card or mailed check.
International credit/debit cards may face processing issues. If a charge appears without funds being added, it will automatically reverse within seven days.
Only signed-in students can charge Bear Bucks deposits to their student account/tuition statement.
Due to privacy policies,
University Services Center
cannot disclose payment details to parents without student permission. Please maintain direct communication with your student regarding their account.
For more details, visit the
Atrium Guest Access Guide
Mail & Receiving Services
Unclaimed and Perishable Packages
Unclai
med Packages After 90 Days
Due to limited storage space, any packages that remain unclaimed after 90 days will be subject to our standard procedure.
An email notification will be sent to the recipient, informing them of the unclaimed package and giving them one week to arrange pickup.
The priority is to return packages to the sender whenever feasible. In cases where returning to the sender is not possible, alternative arrangements will be made.
Alternatives include donations to a charitable organization in accordance with company policy.
Research Packages After 30 Days
Packages with an unknown name or insufficient information will be referred to as research packages.
After 30 days, any research packages left unclaimed will follow the standard protocol.
The preferred action is to return these packages to the sender.
If returning to the sender is not feasible, appropriate measures will be taken to handle their return.
Perishable Packages After 24 Hours
Perishable packages left unclaimed for 24 hours will be disposed of.
It is essential to note that our facilities do not have refrigeration capabilities. While efforts are made to ensure timely retrieval, refrigeration cannot be provided for perishable items.
Letter Mail After Leaving The Lockers
Following the expiration of 36 hours, any unclaimed letter mail retrieved from the lockers will be promptly returned to the sender.
Delivery Agencies We are Unable to Accept
Please note that our facility is unable to accept Deliveries from Whole Foods, Grubhub, and similar services.
Any same-day delivery without a name cannot be accepted.
Responsibilities
Mail room staff are responsible for monitoring package arrivals and initiating the unclaimed package process.
Notifications regarding unclaimed packages will be sent to recipients in accordance with company communication protocols.
Exceptions
Exceptions to this policy may be granted under extraordinary circumstances, subject to approval by designated authorities.
Have questions?
Need assistance or have questions about our policies? Contact our teams.