Before any electric vehicles are deployed, you need to have a charging infrastructure and policy in place. Currently, the majority of EV charging is done at home, so for company car drivers, the ability to charge at home is essential for successful EV adoption. You will also need to decide on how you will reimburse employees for domestic charging and set up the process prior to EVs being deployed.
TMC can help with the above. We take in data from domestic charging stations and overlay mileage data to split out private and business mileage. We can provide payroll files to enable reimbursement for domestic charging, or we can arrange for a credit to the drivers’ energy bill. This ensures HMRC compliance and corporate control on cost.
We can also take in workplace charging data.
We also have an easy to use system for pay and reclaim public charging. Or if you’d prefer to offer a fuel card, we have a solution for that too.
Reimbursing Domestic Charging Costs
Our market leading system enables employees to claim back their domestic energy costs for business trips.
Our unique tools provide a hassle free way to ensure drivers are reimbursed fairly and accurately for charging vehicles at home.
How does this work?
- Drivers log their business mileage via our app or online system
- The system holds information on the number of kWh it takes per power the vehicle per mile
- The driver provides their electric tariff information to confirm the cost per kWh
- The reimbursement rate per mile is worked out at cost by multiplying the number of kWh it takes per power the vehicle per mile by the employee’s cost per kWh, or the AER rates, ensuring HMRC compliance.
- We then provide a payroll file to reimburse the driver for their business mileage, or we can arrange a credit to the driver’s energy bill
- Each driver receives a monthly statement detailing the breakdown of the payment/credit they will receive.
We can also take in data from the employee’s domestic charging unit.
If the domestic charge point is fully expensed by the employer, TMC can also manage any payroll deductions for the private use of this.
Read more here on reimbursing at actual cost.
The success of PHEVs relies heavily on drivers charging them as much as possible. In the right hands, PHEVs will deliver financial, social and environmental benefits but if not regularly charged, they cost more in fuel than traditional petrol and diesel vehicles – please see these articles in The Guardian and on the BBC that use our real world data, for more info.
PHEV drivers can be encouraged to maximise use of the electric motor through your reimbursement policy i.e. by paying an electric reimbursement rate for the first proportion of the journey i.e. the first 20-50 miles, depending on the vehicle.
Pay and Reclaim Public Charging
If you decide to go down the pay and reclaim route, employees can use our market leading system to reclaim the costs incurred for business mileage.
Drivers can track their business mileage on the go using our GPS enabled app, or they can log their business mileage through our online system.
Drivers upload their receipts via the system or the app by taking a picture using their phone. We audit each claim to ensure it complies with your policy.
At the end of the month they submit their month end odometer reading so we can work out the business/private mileage split and provide you with a payroll file to reimburse them for their business mileage.
Electric Highway Payments
Alternatively, we work with a number of fuel card providers to offer your drivers a fuel card that can be used for public charging as well as fossil fuels. Perfect for fleets that include pure electric, PHEV and fossil fuel vehicles. As with pay and reclaim, we audit every business journey and separate private and business mileage and provide a payroll file so that any private mileage can be deducted from the employee. You can find out more here.
The rate used to reimburse electric vehicle drivers can be a blended rate of home and public charging, taking any charging using company charge points into account. Or if an employee uses public charging for all/the majority of their business trips, the calculation can use the cost per mile for public charging first and then apply the home rate for any additional business mileage, again taking off any charging that has already been paid for by the company if they have used company owned charge points. Charge cards could also be considered for employees who rely heavily on public charging.