How to Successfully Integrate eMobility into Your Fleet with an eCar Policy
Whether as a contribution to climate protection, to enhance corporate image, or as an innovative step towards the future – more than half of fleet operators are currently planning to acquire electric or hybrid vehicles, or even expand their existing e-fleet. However, to integrate eMobility efficiently into a fleet, it is crucial to establish an eCar policy for several reasons.
What is eCar Policy?
An eCar policy serves as the central framework for an electric fleet, defining its structure and the use of electric company cars. Similar to a conventional car policy, it establishes internal company regulations regarding the procurement and use of company vehicles – in this case, electric ones. It outlines the rights and obligations for both companies and their employees who use company cars. Key aspects such as cost coverage, liability, charging regulations, and usage scope can be specified. These regulations can be applied generally, eliminating the need for individual agreements with each employee, as would be required with a company car lease contract.
Key Considerations for an eCar Policy
Procurement
Before defining usage guidelines, the acquisition of electric company cars must be addressed. The eCar policy should include vehicle selection criteria, equipment specifications, and potential upgrades. Further considerations depend on the intended use of the vehicle and required driving range. Another crucial factor is the duration for which a vehicle is parked: shorter idle times may necessitate higher charging power and access to fast-charging stations. Depending on the company’s charging infrastructure and employees’ driving profiles, different user groups may emerge. Clearly defining these groups in the eCar policy ensures appropriate vehicle allocation. For example, fully electric vehicles are more suitable for urban stop-and-go traffic, whereas hybrid cars may be more practical for employees with long commutes or frequent business travel.
Liability & Legal Considerations
Electric cars, like conventional company cars, require statutory accident insurance. However, due to differences in propulsion, specific considerations must be included in the risk assessment. Although EV batteries are highly safe, electric shocks or short circuits can occur in case of malfunction or accidents. Moreover, accidents involving EVs may result from their quiet operation or sudden acceleration and braking in eco-mode. To address such risks, companies can include liability exclusions for drivers or take out additional battery insurance. This coverage can be extended to include an all-risk policy, which protects against specific damages such as charging errors.
Charging Options
Unlike conventional company cars that require refuelling, electric fleet vehicles offer multiple charging options: at public stations, at the workplace, or at home. If employees are permitted to charge publicly, at home, or only at designated locations, these regulations should be specified in the eCar policy.
Charge company car at home
Charging company cars at home offers benefits for both employees and employers. If a company allows home charging, the eCar policy should specify who is responsible for acquiring and financing the charging station. Employers may opt to provide a tax-free loan for the duration of employment or cover the costs as a taxable benefit. Additionally, the reimbursement process should be clearly defined, especially for home charging. A transparent and accurate consumption overview is crucial for a seamless reimbursement process. Smart charging software, such as the reev Dashboard, automatically records charging sessions per user, eliminating the need for manual meter readings. A monthly automated statement is sent to the employer for reimbursement, which can be processed alongside other employee expenses. It is also essential to set up access restrictions on home charging stations to ensure that only authorised users’ sessions are recorded and reimbursed. If other household members, such as spouses, are allowed to use the charging station, this should also be defined in the eCar policy.
If the company car is regularly charged at home, it can be determined who is responsible for the legally obligatory maintenance of the home charging station and to what extent. If you are interested in more information about charging company cars at home, contact our Sales team.
Charging & Reimbursement at the Company Premises
For workplace charging stations, the eCar policy can define different user groups, tariffs, and time-based access restrictions – such as prioritised access during peak hours. Special tariffs and time slots may be implemented for employee charging (including personal EVs), guests, or residents.
Another reimbursement option applies to hybrid vehicles: employers can fully cover electricity costs while requiring employees to bear fuel expenses.
Conclusion
Many companies see eMobility as the future of their fleets. To ensure efficient resource use and fair regulations for all users, it is advisable to implement an eCar policy tailored to the company’s specific needs.
Would you like to learn more about efficient fleet electrification? Contact us today!