{"id":2052,"date":"2026-04-27T14:41:27","date_gmt":"2026-04-27T12:41:27","guid":{"rendered":"https:\/\/certipower.be\/kennisbank\/drafting-an-internal-charging-policy-8-questions-you-must-answer-in-advance\/"},"modified":"2026-10-07T21:16:31","modified_gmt":"2026-10-07T19:16:31","slug":"drafting-an-internal-charging-policy-8-questions-you-must-answer-in-advance","status":"publish","type":"kennisbank","link":"https:\/\/certipower.be\/en\/kennisbank\/drafting-an-internal-charging-policy-8-questions-you-must-answer-in-advance\/","title":{"rendered":"Drafting an internal charging policy: 8 questions to answer upfront"},"content":{"rendered":"
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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.<\/p>\n

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.<\/p>\n

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You write a charging policy once. Without one, you have the same discussion with every employee separately.<\/p>\n<\/div>\n

Who gets what?<\/h2>\n
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01<\/div>\n
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Who gets a home charger?<\/h3>\n

Everyone with an electric company car, or only employees who structurally drive more than a certain number of kilometres per year?<\/p>\n

How to approach it:<\/strong> a threshold of around 15,000 km per year prevents expensive infrastructure at employees who barely use it.<\/div>\n<\/div>\n<\/div>\n
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02<\/div>\n
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What if the employee has no driveway?<\/h3>\n

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?<\/p>\n

How to approach it:<\/strong> set the rule before the first case comes up.<\/div>\n<\/div>\n<\/div>\n
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03<\/div>\n
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Who chooses the charger type?<\/h3>\n

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<\/a> matters.<\/p>\n

Key takeaway:<\/strong> every extra brand or type makes management and follow-up more complex.<\/div>\n<\/div>\n<\/div>\n
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04<\/div>\n
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Who pays for the installation?<\/h3>\n

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?<\/p>\n

How to approach it:<\/strong> set a maximum amount. Anything above it is paid by the employee.<\/div>\n<\/div>\n<\/div>\n<\/div>\n
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No answer yet to one of these questions?<\/strong>We go through them with you and turn them into a workable policy.<\/span><\/div>\n
Have your policy reviewed<\/a><\/div>\n<\/div>\n

Who pays, who sees the data, who do you call?<\/h2>\n
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05<\/div>\n
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How is business consumption reimbursed?<\/h3>\n

A fixed rate per kWh or the employee\u2019s 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<\/a>.<\/p>\n

Key takeaway:<\/strong> making one choice prevents fifty individual discussions.<\/div>\n<\/div>\n<\/div>\n
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06<\/div>\n
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What happens when the employee leaves?<\/h3>\n

Does the charger stay and is it taken over at residual value? Is it removed at the employer\u2019s expense? Or does the employee buy it out?<\/p>\n

Key takeaway:<\/strong> this is the clause missing from 80% of car policies.<\/div>\n<\/div>\n<\/div>\n
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07<\/div>\n
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Who has access to the data?<\/h3>\n

HR sees the kWh per employee. But does HR also see charging times, frequency or charging patterns on the road?<\/p>\n

How to approach it:<\/strong> privacy by design. Define what is consulted, and by whom.<\/div>\n<\/div>\n<\/div>\n
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08<\/div>\n
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Who handles a malfunction?<\/h3>\n

Does the employee call the installer directly, or does it go through fleet or HR?<\/p>\n

Key takeaway:<\/strong> a single point of contact, typically the charge point management platform, saves dozens of emails per month.<\/div>\n<\/div>\n<\/div>\n<\/div>\n

From eight answers to one document<\/h2>\n

Two to three pages are enough. What matters is that the policy holds up legally when someone leaves or disputes a rule.<\/p>\n

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  1. Answer the eight questions<\/strong>One choice per question, without exceptions per employee.<\/li>\n
  2. Write it down in two to three pages<\/strong>Short enough to be read, concrete enough to settle discussions.<\/li>\n
  3. Have it signed as an appendix<\/strong>To the car policy or the work regulations, so the rules hold up when someone leaves or disputes them.<\/li>\n<\/ol>\n

    Planning the full switch to an electric fleet? This policy fits into the 12-month roadmap for HR and facility<\/a>.<\/p>\n

    One contract, one invoice<\/h2>\n

    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.<\/p>\n

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    Install<\/strong>At the employee\u2019s home, on the company site and on the road.<\/span><\/div>\n
    Measure<\/strong>Consumption per user and per location, without estimates.<\/span><\/div>\n
    Split billing<\/strong>Your employee pays nothing upfront and submits no receipts. How split billing works<\/a><\/span><\/div>\n
    My.Certipower<\/strong>Consumption and costs per user and per location, without Excel.<\/span><\/div>\n<\/div>\n

    The tax side is covered in reimbursement of employee charging costs<\/a> and electric driving and taxation 2026<\/a>. Our full approach is under Fleet and HR solutions<\/a>.<\/p>\n

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    No obligation, before the first charger<\/div>\n

    A charging policy that holds up?<\/p>\n

    We go through the eight questions with you and help you build a policy tailored to your company.<\/p>\n