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 a solution for public charging – our charge card can be used at 75% of the electric highway. Or, if you’d rather pay and reclaim, our easy to use system is set up 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 driver provides their electric tariff information
- Pence per mile rate is worked out at cost, or at 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.
Out on the road, drivers can still use workplace charging points and/or a fuel card with our home ‘pay and reclaim’ solution.
If the domestic charge point is fully expensed by the employer, TMC can also manage any payroll deductions for the use of this.
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.
The benefits of electric vehicles are significantly increased if workplace charging is offered. The change in tax rules post April 2018, removing the BIK for employees charging private cars at work, may also encourage the uptake of ULEVs for non-car eligible staff if employers allow this.
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
TMC’s fuel card, in partnership with HSBC, can be used at 75% of electric charge points in the UK, meaning employees do not have to pay and reclaim charging costs when using the electric highway.
TMC works with you to select the networks you want to utilise. We send out communications to help employees register and set up each EV Network Supplier that you choose.
The card can be used to purchase traditional fuel too so can be used by PHEV and ICE drivers alike.