A good charging policy does not need to be a thick document. It does need to settle upfront what would otherwise lead to discussion later.
If you only set rules when the first employee comes with a question, you decide case by case. What you allow one employee becomes the standard for the next. So answer these eight questions before the first charger is installed.
You write a charging policy once. Without one, you have the same discussion with every employee separately.
Who gets what?
Who gets a home charger?
Everyone with an electric company car, or only employees who structurally drive more than a certain number of kilometres per year?
What if the employee has no driveway?
Which alternatives do you offer: a parking space with a charger at the office, a mobility budget for public charging, or a higher limit on the charging card?
Who chooses the charger type?
Free choice, and with what budget? Or standardised within one set of brands? Free choice is employee-friendly, but makes maintenance and monitoring more expensive. Read also why brand independence through OCPP matters.
Who pays for the installation?
By default, the employer. But what about extra work: upgrading the circuit, running a cable through the garden, a second charger for the private car?
Who pays, who sees the data, who do you call?
How is business consumption reimbursed?
A fixed rate per kWh or the employee’s actual supplier price? Both are possible. The trade-off is explained in our article on reimbursing at the CREG rate or the actual energy rate.
What happens when the employee leaves?
Does the charger stay and is it taken over at residual value? Is it removed at the employer’s expense? Or does the employee buy it out?
Who has access to the data?
HR sees the kWh per employee. But does HR also see charging times, frequency or charging patterns on the road?
Who handles a malfunction?
Does the employee call the installer directly, or does it go through fleet or HR?
From eight answers to one document
Two to three pages are enough. What matters is that the policy holds up legally when someone leaves or disputes a rule.
- Answer the eight questionsOne choice per question, without exceptions per employee.
- Write it down in two to three pagesShort enough to be read, concrete enough to settle discussions.
- Have it signed as an appendixTo the car policy or the work regulations, so the rules hold up when someone leaves or disputes them.
Planning the full switch to an electric fleet? This policy fits into the 12-month roadmap for HR and facility.
One contract, one invoice
A charging policy is only as strong as what is actually measured and billed. Certipower installs, measures, manages and bills, in one monthly invoice to the employer.
The tax side is covered in reimbursement of employee charging costs and electric driving and taxation 2026. Our full approach is under Fleet and HR solutions.
A charging policy that holds up?
We go through the eight questions with you and help you build a policy tailored to your company.
- The eight questions applied to your fleet
- Clear rules for reimbursement and departure
- A proposal with costs and savings in euros