Whether as a contribution to climate protection, a boost to corporate image, or an innovative step towards the future, over half of fleet operators are currently planning to purchase electric or hybrid vehicles or expand their existing eFleet. To integrate eMobility efficiently into a fleet, it is essential to establish an eCompany Car Policy – the so-called eCar Policy – for several reasons.
What is an eCar Policy?
The eCar Policy serves as the central framework for an electric fleet, shaping the structure and use of electric company vehicles. Similar to a traditional company car policy, it is an internal guideline that governs the procurement and use of company cars – in this case, electric ones. It defines the rights and responsibilities of both the company and its employees using the vehicles. For example, rules around cost coverage, liability, charging, or usage can be established. These regulations are generally applicable and, unlike individual company car agreements, do not need to be negotiated with each employee separately.
Key Aspects to Consider When Creating an eCar Policy:
Procurement
Before defining usage rules, the acquisition of electric company vehicles must be addressed. The eCar Policy can detail the vehicle selection, specifications, and any retrofitting needs. Additional considerations may include the intended use and required range. The downtime of vehicles is also critical: for shorter downtimes, higher charging capacities and corresponding fast-charging points may need to be factored in. Depending on the company’s charging infrastructure and diverse driving profiles, different user groups might arise. These groups should be clearly defined in the eCar Policy to allocate appropriate vehicles. For example, a fully electric car may be more suitable for urban stop-and-go traffic, while hybrid vehicles are better suited for employees in fieldwork or with longer commutes.
Liability & Legal Considerations
Electric cars, like traditional vehicles, are classified as company cars and require statutory accident insurance. However, the differences in propulsion systems introduce specific considerations that must be reflected in the risk assessment. While EV batteries are generally safe, incidents involving faults or accidents can lead to electric shocks or short circuits. Accidents may also arise from the quiet operation of EVs or sudden braking and acceleration in Eco mode. To address these risks, a liability waiver between the company and drivers can be established, or additional battery insurance may be considered. This coverage can be extended to include “all-risk insurance” for specific damages, such as errors during charging.
Charging Options
Compared to traditional company cars requiring refuelling, electric fleet vehicles offer more flexibility for charging. Company cars can be charged on the go, at the workplace, or at home. If employees are allowed to charge at public stations, at home, or only at certain locations, these permissions should be clearly defined in the eCar Policy.
Charge company car at home
To ensure a straightforward and transparent billing process, a clear and accurate consumption overview is essential. Smart charging software, such as the reev Dashboard, automatically records charging sessions per user, eliminating the need for manual meter readings. A monthly, automatically generated statement is sent to the employer for billing purposes, allowing the reimbursement of electricity costs, for example, alongside monthly expenses. It is crucial, however, to set up access restrictions on the home charging station so that only the charging sessions of authorised company car drivers are recorded and submitted for reimbursement. If other users, such as partners, are permitted to use the home charging station, this aspect 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 & Billing at Company Locations
At company locations, different user groups, charging tariffs, and time restrictions – such as during working hours and peak times – can be integrated into an eCar policy. For example, special charging tariffs and times can be established for employee charging (private EV charging sessions), guests, or residents.
Additional billing options apply when hybrid vehicles are used: covering all electricity costs by the employer can serve as an incentive, while employees bear any fuel costs themselves.
Many companies see the future of their fleet in electric mobility. To use resources efficiently and establish fair guidelines for all users, it is advisable to define tailored policies within an eCar policy. Ideally, these should be securely adapted to the individual company’s needs.