Electric Vehicle Experience Scheme Policy VWFS Employees only

1. Background

2. Scope

3. Eligibility

3.1 Electric car

3.2 Electric Bikes

4. Procedure

4.1 Booking

4.2 Collection and return

4.3 Routine and Emergency Maintenance

4.4 Damage

5. Insurance and Legal Information

5.1 Insurance for cars

5.2 Insurance for bikes

5.3 Parking Fines

5.4 Speeding Fines

5.5 Convictions and Endorsements (points) reporting

6. Health & safety/legal obligations

7. Glossary & Key words

PLEASE READ THESE POLICY TERMS AND CONDITIONS CAREFULLY BEFORE YOU SUBMIT YOUR RESERVATION

1. Background

The scheme is here to allow employees to increase their knowledge of electric vehicles, as we will see more of the models coming through from Volkswagen Group Brands over the coming years.

The Electric Vehicle Experience Scheme has several benefits for employees including:-

• Introduction to VWG fully electric cars;
• No fuel costs;
• Free transport for up to 3 nights.

The Company benefits to the programme include:-

• Collecting vehicle and driver behaviour through surveys;
• Testing of vehicle access control systems;
• Testing of booking systems;
• Reduce fuel costs – the more that the vehicles are used, the greater the overhead savings;
• Understanding the potential internal use on ECO/loan car schemes including financial benefits of an electric car vs petrol/diesel;
• Understanding the impact on carbon footprint and CSR;
• Building employee engagement and gain stakeholder feedback including ideas for improvements and expansion.

2. Scope

The Guidelines set out the key principles and eligibility relating to the Electric Vehicle Experience Scheme and seeks to address the main questions employees may have on the subject. The Electric Vehicle Experience Scheme is provided to employees at the discretion of the company and does not form part of any employee’s contractual terms and conditions of employment. In order to participate, all eligible employees are required to carefully read, understand and comply with the terms of the scheme, the EV Experience policy, the Safe Driving at Work policy, Driver Handbook, and the ECO and Loan Car policies.

Failure to comply with the terms of this policy may result in disciplinary action being taken up to and including dismissal for employees along with other possible sanctions including permanent or temporary exclusion from the discretionary scheme, recovery of any costs incurred as a result of the driver’s actions that are not recoverable through the insurance and referral to the relevant policy authority if appropriate (after consideration of the severity of the action and/or the impact to the Company’s reputation).

Please note, the Company reserves the right to amend the eligibility, rules and conditions governing the scheme at any time, in particular, should it become commercially unviable to operate the scheme. As a user of the scheme, you will not be liable for any benefit in kind taxation by HM Revenues & Customs. Instead, VWFS or VWG will pay HMRC for any tax and national insurance liabilities that may arise.

3. Eligibility

There are two sections; those eligible for the Electric bikes and those eligible for the Electric cars.

3.1 Electric Cars

Electric car eligibility within the scheme is determined as employees who are eligible for use of either an ECO car or Loan car. Only VWG of VWFS Employees are eligible to use the vehicles on the scheme. You may have passengers in the car who are not an employee.

If your role is eligible for a Loan or Eco car but you don’t currently have one, we will need to conduct a licence check. Please go to http://www.gov.uk/view-driving-licence and create a licence ‘check code’ and email this to Benefits@vwfs.co.uk for VWFS employees, or companycars@vwg.co.uk for VWG employees, along with a scanned copy of your driving licence (please do not redeem the code), the team will then confirm that you have been added to the list of authorised drivers. Without completing this, you will not be eligible to book a car and if doing so, will be in breach of these guidelines and could face disciplinary action.

Cars can be booked for a minimum of one hour, up to 3 nights. Booking is via e-book.vwfs.co.uk

Recording business/private trips

Journeys undertaken for business should not be recorded for P11d purposes as the mileage reclaim reflects non-electric usage. The company has agreed to pay the standard taxable benefit for these vehicles used as ‘pool car’ assets.

Vehicle provision

The company will ensure the cars are comprehensively insured and, as far as is reasonably possible and in accordance with this policy, that the vehicle is provided in a roadworthy condition, regularly serviced, with full breakdown and recovery cover. However, it is the responsibility of the driver to also check that the vehicle is in a roadworthy condition before they drive it.

The cars are available for use from the designated parking bays from the start time and are accessed using the keys collected from Security or Reception. Once the vehicle has been checked for external damage and internal neglect by the driver, and where appropriate details have been entered on the Damage Report form, the vehicle can then be used in accordance with the agreed rules within this policy.

For any queries regarding the bookings or general enquiries please email e-bookenquiries@vwfs.co.uk if you are a VWFS employee or sustainability@vwg.co.uk if you are a VWG employee.

Driving an Electric Car

Please read the Driving guidelines before commencing your journey in the electric car. Some key points are:

• Electric cars are almost silent so please be aware that pedestrians and wildlife may not hear you coming.
• When unplugging the car, please remember to stop the charge point and disconnect the cable from the car first.
• Please do not put any liquids in the boot of the car.

3.2 Electric Bikes

Please ensure you sign the waiver to declare you are confident with riding a bike. It is also essential you have read the manual prior to use.

4. Procedure

4.1 Booking

Reservations are always required and must be made in advance of any use. The minimum period that a vehicle can be booked for is one hour. The maximum length of time for booking is 3 nights. Bookings are open one month in advance. If you wish to cancel a reservation or shorten the period for which a vehicle has been reserved, you must do so, at the latest, the day before your reservation, in order to allow others to book the vehicle and for Security to update the booking information. If you wish to extend the booking then as long as there is availability this can be done at any time prior to the start of the booking time.

Bookings are made by going online at e-book.vwfs.co.uk .There is a guide to booking on the website.

4.2 Collection and return

Electric Cars:

You must collect the keys from Security at 1DD, no earlier than your reservation start time and return the keys back to the Security with the vehicle charging, locked, clean and in good working order to the same designated parking space no later than the scheduled end of your reservation.

Once you have gained access to the vehicle you are responsible for it until it is returned to its designated parking bay, the charging cable is reconnected to its designated charging post and charging has commenced, the vehicle locked and the keys returned to Security.

Prior to taking possession of the vehicle you must follow the damage reporting process as described in the ‘Damage’ section.

The cars must be locked at all times when not in use. No food or drink should be consumed within the cars. Smoking or vaping in any Company ECO, Loan or electric car is strictly prohibited.

The vehicle must be returned by the agreed time to the designated parking bay. Should the parking bay be blocked by another vehicle, then park in another electric charging bay and report the registration number of the incorrectly parked car to Security. The car will not be considered successfully returned until it is in its designated parking bay, the charging cable is reconnected to its designated charging post, the vehicle has been locked and the key returned to Security.

All personal possessions must be removed and all documents and accessories present at the time of collection remaining within the vehicle. The company will make reasonable efforts to reunite lost items with their owner but shall not be held liable for any belongings left in the car. Failure to ensure that all items, including but not limited to, the key fob, charging card, charging cables and guidance notes are returned with the car may result in a fee being charged to the driver for the replacement of that item. The driver is responsible for all charges and costs incurred relating to the use of the electric car for the entire period of the reservation until the vehicle is returned to its designated bay, connected to the infrastructure provided, locked, secure and serviceable, and charging has commenced. All accessories must be turned off, all windows, doors, hatches, sunroofs and other openings closed. Should a vehicle be returned late this may result in the driver being removed from the Scheme.

Connection cables will be provided with each electric vehicle. Instructions for charging are provided in each car. Drivers must ensure that they charge the vehicle correctly. Any costs arising from the incorrect use of the charging cables or infrastructure may be charged back to the driver. Failure to ensure that the vehicle is charging prior to the return of the keys to Security may result in the driver being removed from the scheme.

Electric Bikes:

• Go to the main reception at your chosen location.
• Show your ID card to verify your identity -The reception/security team will then check your booking.
• Please ensure you sign the waiver to declare you are confident with riding a bike.

You will then be handed a bag containing the following items:

• 1 charged battery for the E bike
• A full set of keys (please note one key is for the rear wheel lock and the battery lock. The other key is for the separate D lock and cable)
• A high visibility jacket (which must be worn from dusk till dawn and in overcast weather).
• A bike helmet (which must be worn at all times).
• An - E bike controller units.

For One Delaware Drive location: The E bikes are located downstairs by the Kombi Café.

For Volkswagen Group, Blakelands location: The E bikes are located in the glass bike shed to the left of the security gatehouse. Batteries can be collected from the gatehouse using your PKI card as ID.

Pre- Cycle Checks:

Once you have identified the correct bike, carry out the following:

• Please wipe down handlebars and seat prior to use.
• Insert the Shimano bike controller into the holder mounted on the middle of the handlebars. Make sure that it clicks firmly into position.
• Slide the battery pack into position. This is located under the rear Carrier rack. You will see the brass connectors that the battery needs to connect into. Ensure the battery clicks into position.
• Looking from the rear of the bike you will see five white circles beside these there is a rubberised black button. Press this button and the white dots will illuminate green to show that the battery is both charged and connected correctly.
• Next use the key marked AXA to lock the battery to the bicycle. The lock is approximately 10 cm forwards of the green lights.
• Then use the same key to unlock the rear wheel. The keyhole is located on the same side of the bike approximately 15 cm down and to the left from the lock for the battery.
• Now look at the handlebars where they connect to the frame. You will see a plastic collar marked lock and unlock. Ensure that this is turned anticlockwise to enable the handlebars to be turned freely
• Next use the other key to unlock the D lock and cable. Put the lock and cable into the bag that you were given when you collected the bike and place the bag into the front basket of the bike.
• Perform a quick visual over the bike ensuring that the tires are inflated and that there are no loose or rubbing components
• Wheel the bike forward after releasing the kickstand for the bike. When pushing the bike check the operation of the front and rear brakes as well as the bell.
• Press the power on button on the Shimano controller and then press the light button to the right hand side check that both the front and rear lights come on. You are now ready to ride!

Operating the E Bike:

• Warning: The E bike is equipped with powerful Hydraulic Disc Brakes. When braking, use light to moderate effort on the brake levers.
• The E bike can be used in non-electric mode by simply peddling as normal and using the seven speed Shimano gears. These are operated by a twist action on the right hand side of the handlebars.

Returning the E Bike and Accessories.

• It is important that E Bike and accessories are returned within your allocated time slot. Repeated late returns could result in your removal from the scheme.
• Return the bike to where you collected it from.
• Press the power off button on the cycle controller.
• Press the power off button on the side of the battery.
• Use the kickstand to support the bike.
• Lock the rear wheel using the AXA key.
• Remove the bag from the front basket and lock the bike using both the cable and the lock.
• Using the AXA key, unlock the battery and slide it out backwards from the bike.
• Place the battery and keys into the bag and then remove the controller unit from the handlebars and place it into the bag with the E Bike
• Use the wipes provided on the handlebars, saddle and helmet provided – if using.
• Go back to reception of the location you collected from and hand over the bag and its contents.
• Sign the cycle return form. It is essential that you provide details of any concerns over the condition of the bike and is the way that it operates. Please log these on the return form.

4.3 Routine and emergency maintenance

The company will be responsible for all necessary routine and emergency maintenance on all vehicles as well as regular cleaning internally and externally. However, drivers are responsible for the general cleanliness of the vehicles and are expected to assist in helping to maintain the driving safety and performance of the vehicle by advising Security if it is believed that additional maintenance or cleaning is required.

4.4 Damage

Prior to leaving the designated parking bay, the driver agrees to inspect the vehicle for any damage or neglect either inside or outside the vehicle. If there is any damage not shown on the previous damage report, please log on the damage report form. If the damage/neglect is significant, specifically and without limitation, any warning lights, leaking fluids, cracks, chips, dents, missing or inoperable signal or headlamps, broken or missing mirrors or any other condition that may render the vehicle or charging infrastructure unsafe to operate, then please inform security prior to using the vehicle. If you leave the designated parking bay without reporting any damage or evidence of neglect, then you will be held responsible for it. The Damage report form must then be returned to Security at the end of the booking period.

If the driver fails to abide by this policy, the insurance provided by the company may not apply. This may make the driver responsible for the full cost of any accident or incident and any damage that arises.

It is the responsibility of Electric Vehicle Experience Scheme drivers to abide in full with the company Loan and ECO Car policies, Safe Driving Policy and Driver Handbook.

5. Insurance and legal information

5.1 Insurance for cars

All cars are comprehensively insured for eligible car users (social, domestic and business use of Company) to drive providing they fulfil the above terms and conditions and are eligible drivers. Personal possessions stolen from the electric cars are covered by Company Insurance up to a limit of £250. A claim for the theft of any personal items should be made via VWFS Insurance for VWFS employees and VWG Insurance for VWG employees.

As all eligible drivers are covered under the company’s Insurance plan, any claims should be submitted through the standard Claims process (see below).

In addition, any driver who has been previously disqualified from driving may not be able to immediately participate in this scheme. The Company reserves the right to consider all reasonable actions in the light of the risk. This could include:

• Mandatory driver assessment and training;
• A further period of exclusion from participation in any car scheme;

Insurance policy specifically for VWG UK employees:

For ECO1 drivers, in the event of a claim through our insurance policy, the £250 excess will be paid by the company and applied to the employees P11D so they will only pay their relevant tax value on the £250. The company will fund one insurance excess per tax year. The excess on any subsequent claims will be chargeable to the employee.

Any insurance claim must be made without delay, and within 14 days of becoming aware of the incident. Failure to make a timely claim may result in the insurer refusing to consider the claim. In such an event, the employee may be liable for the full cost of repair and any associated third-party claims.

5.2 Insurance for Bikes

Our public liability insurance will cover any accident or incident involving the e-bikes. If you have an issues, please contact e-bookenquiries@vwfs.co.uk.

5.3 Parking fines

It is the responsibility of all car drivers to ensure that all charges relating to parking and congestion charges (including relevant administration costs) are paid promptly to avoid additional costs. There are numerous free parking bays for electric vehicles to be charged in Milton Keynes employees should check where they are parking and are liable for any charges incurred.

When using the free electric vehicle charging bays the vehicles must be plugged into a charge point, in order for the car to be identified as electric. Failure to do so may result in a parking fine.

5.4 Speeding fines

Where a driver commits a speeding offence, notification is issued to the registered keeper of the vehicle. This will then be redirected to the driver of the car for payment and any administration fees. Drivers will be liable for the cost of the fine and any associated costs. This is not reclaimable under the Expenses Policy.

5.5 Convictions and endorsements (points) reporting

All eligible drivers are required to notify, Benefits@vwfs.co.uk for VWFS employees, or companycars@vwg.co.uk for VWG Employees, of any convictions or endorsements received or pending (irrelevant of whether incurred during working hours or in a Company vehicle) as soon as possible after the incident or within 48 hours.

In the event an eligible driver is disqualified from driving, the driver is obliged to inform their line manager and HR immediately who will assess the impact and take appropriate action.

The Company reserves the right to withdraw the discretionary benefit from any eligible driver convicted of the following driving offences in addition to considering other disciplinary action:

• Careless driving;
• Dangerous/reckless driving;
• Driving whilst under the influence of drink, drugs or other substances.

5.6 Health & safety/legal obligations

As detailed in the EV Experience policy, ECO and Loan Car Scheme policies, Safe Driving Policy and Driver Handbook, please ensure you read these documents before you book an electric vehicle through the scheme.