Do not remove this if sending to Page Title Electric Vehicle Homecharge Scheme Guidance for suppliers: 1 September 2014 to 31 March 2015 December 2014 Version 1.6 The Office for Low Emission Vehicles (OLEV) is a cross Government, industryendorsed, team combining policy and funding streams to simplify policy development and delivery for ultra low emission vehicles. OLEV currently comprises people and funding from the Departments for Transport (DfT), Business, Innovation and Skills (BIS), and Energy and Climate Change (DECC). The core purpose is to support the early market for electric and other ultra low emission vehicles (ULEVs). OLEV is based in DfT and this document is published by The Department for Transport. The Department for Transport has actively considered the needs of blind and partially sighted people in accessing this document. The text will be made available in full on the Department’s website. The text may be freely downloaded and translated by individuals or organisations for conversion into other accessible formats. If you have other needs in this regard please contact the Department. Office for Low Emission Vehicles Department for Transport Great Minster House 33 Horseferry Road London SW1P 4DR Telephone 0300 330 3000 Website www.gov.uk/olev General email enquiries: [email protected] Domestic recharging grant enquiries: [email protected] © Crown copyright 2014 Copyright in the typographical arrangement rests with the Crown. You may re-use this information (not including logos or third-party material) free of charge in any format or medium, under the terms of the Open Government Licence. To view this licence, visit www.nationalarchives.gov.uk/doc/opengovernment-licence/ or write to the Information Policy Team, The National Archives, Kew, London TW9 4DU, or e-mail: [email protected]. Where we have identified any third-party copyright information you will need to obtain permission from the copyright holders concerned. Contents Introduction......................................................................................................... 4 1. Becoming an authorised supplier ................................................................ 6 Authorisation to make grant applications ........................................................ 6 Chargepoint approval ..................................................................................... 8 Installation standards .................................................................................... 12 Further details ............................................................................................... 13 2. Claiming grant on behalf of householders ................................................. 14 Eligible Expenditure ...................................................................................... 14 Grant claim process ...................................................................................... 15 3. Eligible grant claims .................................................................................. 18 4. Data requirements..................................................................................... 21 Annex A: Chargepoint approval........................................................................ 22 Annex B - Minimum technical specification ...................................................... 26 Annex C: Authorisation Application .................................................................. 29 Annex D: Electric Vehicle Homecharge Scheme Installation Form .................. 33 Annex E - Data requirements ........................................................................... 39 Annex F - Process flowchart............................................................................. 41 Annex G - Q&A................................................................................................. 42 Annex H: Checklists ......................................................................................... 47 Annex I: Letter template for employers ............................................................. 49 Annex J: Letter of Authority template for leasing companies ............................ 50 3 Introduction 1. This guidance supersedes that published for the Domestic Recharging Scheme in February 2013 and that for the interim arrangements published in June 2014. 2. The scheme launched in February 2013 was extremely popular and as a result was brought to an end in June 2014. To allow for existing orders to be fulfilled interim arrangements for installations in the period 1 July to 31 August 2014 were put in place. We announced that from 1 September 2014 a new Government grant scheme to support the roll out of home chargepoints would be introduced. This guidance relates to that scheme and Installations that take place between 1 September 2014 and 31 March 2015. 3. For the new scheme a number of changes have been introduced so it is very important that suppliers read this guidance carefully, and that they fully understand how the scheme will operate. In particular they must understand the new requirements for submitting compliant grant claims. Non-compliant grant claims will not be paid. 4. The key features of the new scheme are as follows: The grant will remain as a 75% contribution to the cost of one chargepoint and its installation but the grant cap will be lower at £900 (including VAT) per household/eligible vehicle. Residents must provide evidence of ownership, lease, or be named as the primary user of an eligible plug-in vehicle in order to be able to qualify for the grant. Eligibility for the grant will therefore include: - individuals who become owners of new and second hand electric vehicles from 1 July 2014 onwards individuals who are assigned a company vehicle which is eligible from 1 July 2014 onwards individuals who lease an eligible electric vehicle for longer than 6 months from 1 July 2014 onwards individuals who use an eligible commercial fleet vehicle and are named as the primary user for at least 6 months from 1 July 2014 onwards individuals who order an electric vehicle and are in receipt of the vehicle from 1 July 2014 onwards - Residents are not eligible for the grant if: - they own an electric vehicle which is not eligible for the Plug in Car or Van Grant they sometimes use a company electric vehicle but are not named as the primary user they lease or hire an electric vehicle for less than 6 months - 4 - they borrow an electric vehicle from friends/family they only have access to an electric vehicle through a car club the property is outside the UK. This grant scheme will run until 31 March 2015 or until the budget is exhausted. The Government reserves the right to terminate or change the grant at any time but will aim to provide up to 4 weeks' notice. The Government will honour grant claims made during this notice period following the announcement of the end of the scheme. The grant must only be claimed by suppliers which have been newly authorised by OLEV and have approval from the chargepoint manufacturer to install their equipment. All suppliers wishing to participate in this scheme must apply for authorisation irrespective of whether they were previously accredited under other grant schemes. The grant is for 75% of the cost of the named installation up to a maximum of £900. Costs to installers must not be inflated or crosssubsidised across more than one installation to claim the full amount. All outstanding grant claims must be submitted to OLEV or its representatives by 8 May 2015. Any claims submitted after this date shall not be paid. 5. This grant scheme remains consistent with the Government’s strategy on ultra low emission vehicles and plug-in vehicle infrastructure. The Government’s strategy and our commitments for supporting the delivery of recharging infrastructure are set out in "Making the Connection: the Plug-In Vehicle Infrastructure Strategy" published in June 20111. "Driving the future today: a strategy for ultra low emission vehicles in the UK", published in September 20132, reinforced the Government's commitments on infrastructure. 6. OLEV may, following any future review of the grant, change the level of grant which residents may claim, or indeed the total funding available. Grant claims for chargepoints made during any notice period following a public announcement will be honoured against the conditions prior to such an announcement (subject to meeting all relevant criteria set out in this document). 7. This document sets out the information domestic chargepoint providers and installers need in order to install such chargepoints (section 1), the process by which the grant is to be claimed on behalf of the resident (section 2), the eligibility criteria (section 3) and the data requirements. 8. If you are a company or individual who wants to find out more about the Electric Vehicle Homecharge Scheme, there is a separate document called "Electric Vehicle Homecharge Scheme: Guidance for householders" available at www.gov.uk/olev 1 www.gov.uk/government/publications/making-the-connection-the-plug-in-vehicle-infrastructure-strategy www.gov.uk/government/publications/driving-the-future-today-a-strategy-for-ultra-low-emission-vehiclesin-the-uk 2 5 1. Becoming an authorised supplier Authorisation to make grant applications 1.2 If you wish to supply and install chargepoints under the Electric Vehicle Homecharge Scheme, you will need to make an application to OLEV. If you were previously accredited to install chargepoints under the original Domestic Recharging Scheme or the interim scheme you must re-apply to become an authorised supplier. 1.3 Please note the Electric Vehicle Homecharge Scheme is different to the Domestic Recharging Scheme and we expect volumes of chargepoint installations to be more in line with monthly electric vehicle sales. This means that, compared to the Domestic Recharging Scheme, monthly chargepoint installation volumes will be considerably lower so please consider your application to become an authorised supplier carefully. For further information about newly registered electric vehicles in the UK please visit https://www.gov.uk/government/publications/number-ofnewly-registered-ultra-low-emissions-vehicles. 1.4 Authorisation is required to make sure organisations applying for the grant on behalf of the resident are fully aware of and are capable of meeting all their obligations relating to the installation of electric vehicle chargepoints. The authorisation process requires you to provide a range of information, and the application form must be fully completed to be successful. A copy of the application form can be found at Annex C. To make an application for authorisation online please visit https://forms.dft.gov.uk/olev-authorised-supplier-application. 1.5 If you wish to install chargepoints you must be authorised by OLEV before you start installations. Only installations carried out after the date of your authorisation are eligible for the grant. 1.6 The authorisation process now requires organisations to provide the following information: Name of organisation Address Company Registration Number DUNS number (if applicable) Annual turnover Previous company names 6 Confirmation of membership to an association (eg. NICEIC/ECA/SELECT) Confirmation of Part P registration Confirmation that engineers have been trained to install electric vehicle chargepoints Names and qualifications of engineers who will install chargepoints Confirmation of Public Liability Insurance and limit Confirmation of chargepoint testing methods Confirmation of chargepoint manufacturer approval Confirmation of approval from the relevant chargepoint manufacturers Confirmation of the makes and models of approved chargepoints to be installed Confirmation that the terms and conditions are accepted 1.7 The information above is a mandatory part of the application process, if any of the information is missing the application will not be processed. If you have any questions about the information you need to supply, please contact OLEV. 1.8 OLEV, or its representatives, will conduct a series of checks on any organisation which applies for authorisation. These checks could include credit and fraudulent activity checks as well as checks on customer experiences. As a result of these checks, OLEV has the right to deny or suspend authorisation of a supplier. 1.9 You must receive confirmation from OLEV of your authorisation to supply in order to be able to install chargepoints and claim grants on behalf of residents. Authorisation can be revoked at any time if the current or any future terms and conditions of authorisation are breached. Any grant claims by unauthorised organisations will not be paid. 1.10 Authorised suppliers must also be formally approved by chargepoint manufacturers to install their equipment and must be able to provide evidence of this approval. Under no circumstances will grant be paid in relation to equipment that you are either not approved to install by the manufacturer or not authorised to install by OLEV. Customers will be able to access a list of authorised suppliers and chargepoints at www.gov.uk/olev. 1.11 If an authorised supplier wants to sub-contract the installation of chargepoints, the authorised supplier remains responsible for ensuring that the sub-contractor abides by all of the relevant terms and conditions. If sub-contractors fail to meet the terms and conditions, OLEV will revoke the authorisation of the authorised supplier. 1.12 Authorised suppliers will be required to submit to OLEV, or their representatives, weekly updates on their installation orders. This information should be provided no more than three working days after the end of each week. 7 Chargepoint approval 1.13 The grant will only be paid against chargepoints which are approved by OLEV for installation. We will not require all previously accredited chargepoints to be re-approved, but new chargepoints will need to meet the required standards and be approved by OLEV. The list of currently approved chargepoints is below: Chargepoint supplier name Chargepoint manufacturer Chargepoint models Bosch ABL Type 2 Contact name: Caroline Dilkes tethered unit - email: [email protected] EH00513 Website: www.bosch.com Telephone number: 01343 598 52 / KeContact 07876 657463 P20 EH0010/11/12/13A &BTethered unit Keba and Power Xpress Keba KeContact P20 EH001A&B series Keba type 2 socket Chargemaster Chargemaster PLC Homecharge Homecharge H3T1 Chargemaster Homecharge Homecharge H3T2 Chargemaster Homecharge Homecharge H3S2 Chargemaster Homecharge Homecharge H7T1 Chargemaster Homecharge Homecharge H7T2 Chargemaster Homecharge Homecharge H7S2 Innovo Innovo IG3500 Chargepoint Central Chargepoint supplier contact details 8 Contact name: Richard Turnbull email: [email protected] website: www.polarnetwork.com and www.Chargemasterplc.com telephone number: 01582 400 331 Contact name: David Haas email: [email protected] ChargePoint Services Charging Solutions Ltd Innovo Innovo IG7000 ChargePoint Services CPS WSN 450300 ChargePoint Services CPS WSN 450301 Type 2 tethered ChargePoint Services CPS WSN 450301 Type 2 socket ChargePoint Services CPS LO 16T1 (J 1772 Type 1 Tethered) ChargePoint Services CPS LO 16T2 (Type 2 Socket) ChargePoint Services CPS WB 1S16A ChargePoint Services CPS WB 1S32A ChargePoint Services CPS WB 1T16A ChargePoint Services CPS WB 1T32A Charging Solutions 501EVS014 Charging Solutions 501EVS001 Charging Solutions 501EVS004 Charging Solutions 501EVS022 Charging Solutions 501EVS023 Charging Solutions B1161-1100 9 Telephone number: 0844 318 3111 / 07812 786111 Contact name: Alex Bamberg email: [email protected] website: www.chargepointservices.com telephone number: 0207 917 6057 Contact name: James Jean-Louis e-mail: [email protected] website: www.charging-solutions.com telephone number: 0843 289 0125 Charging Solutions 501EVS013 Ecosynrg ECO HOME Charger Ecosynrg ECO HOME (pro) Charger Ecosynrg ECO HOME (plus) Charger Ecosynrg ECO HOME (gold) Charger Ecosynrg ECO HOME (platinum) Charger Ecosynrg ECO HOME 16T1 Charger Ecosynrg ECO HOME 16T2 Charger Electric Village Etrel Etrel Homecharge Contact name: stewart mckee email: [email protected] Website: www.electric-village.net Telephone number: 07880 898499 Elektromotive Ltd Elektromotive Elektrobay 250 Elektromotive Elektrobay 280 Contact name: Mary Jennings email: [email protected] website: www.elektromotive.com telephone number: 01273 704775 EV Charging centre EV Charging centre EV Star 01 Chris Bamber email: [email protected] Telephone number: 0115 901 7073 or 0756 247 9839 Npower RWE RWE eBox cable RWE eBox cable Contact name: Jonathon Woodthorpe / Gary Johnson email: [email protected] / [email protected] Website: www.npower.com/ev Telephone number: 07715366479 / 01274 345717 Ecosynrg Ltd 10 Contact name: Noel Jordan Contact email: [email protected] Website: Telephone number: 0035318490921 POD Point Ltd Rolec Services Ltd Schneider Electric 1.14 POD Point SL1601 POD Point SL3201 POD Point SL3221 POD Point SL3211 Rolec EVWP 1080 Rolec EVWP 2080 Rolec EVWP 1140 Rolec EVWP 2140 Rolec EVWP 2016 Rolec EVWP 2026 EVlink Domestic charger EVLink Domestic charger (16Amp and 32Amp) Evlink Wallbox Evlink Wallbox, attached cable Evlink Wallbox Evlink Wallbox, detached cable BMW Wallbox BMW Wallbox BMW Wallbox BMW Professional Wallbox email: [email protected] / [email protected] website: www.pod-point.com telephone number: 020 7247 4114 Contact name: Bianca Alsop email: [email protected] / [email protected] website: www.rolecserv.com telephone number: 01205 724754 Contact name: Emily Gould email: [email protected] Website: www.schneiderelectric.co.uk/electric-vehicle Telephone number: 01952 209584 / 07772760410 Chargepoints and installations must meet a minimum technical standard. This is set out in Annex B. Chargepoints are to be capable of data communication, the requirements of which are set out in Annex E. 11 Following industry recommendations, Mode 13 charging units are not eligible for the grant. Mode 24 is permitted with a BS EN 60309 socket or connector, but not with a 3-pin 13A socket (BS 1363). Mode 35 is the charging method of preference for domestic use. Installation standards 1.15 Authorised chargepoint suppliers undertake that installations will be carried out in accordance with Part P of the Building Regulations (Electrical safety - Dwellings) and with the IET Code of Practice for Electric Vehicle Charging Equipment Installation6. This includes requirements such as ensuring the Charging Equipment integral protective device (required to comply with BS EN 61851 Mode 3 charging) shall be at least Type A RCD. Note: Engineers registered with a Part P competent person scheme will self-certify compliance with the Building Regulations. Engineers who are not registered must arrange for their work to be inspected and approved by a building control body (the local authority or a private approved inspector) or by an electrician registered with a Part P third-party certification scheme. Further information on complying with Part P requirements can be found in the 2013 edition of Approved Document P here: http://www.planningportal.gov.uk/uploads/br/BR_PDF_AD_P_2013.pdf 1.16 As with the previous Domestic Recharging Scheme, chargepoint suppliers are required to notify the Distributed Network Operator (DNO) (via the ENA) of the installation of a chargepoint. This is an important part of any installation and we will require confirmation on the grant claim form that this notification is accurate and has been made in a timely manner. In addition we now require that OLEV is copied in to the email to the ENA. Further information on the ENA can be found here: http://www.energynetworks.org/electricity/futures/electric-vehicleinfrastructure.html 1.17 Compliance with all of the relevant provisions of all codes and regulations mentioned in this document may be the subject of subsequent technical audit. Failure to provide all relevant, accurate evidence of compliance may result in further action against grant claimants. 3 Mode 1: AC charging supply to vehicle at 230Vac, single-phase or 400Vac, three-phase up to 16A via a standard socket outlet (i.e. BS 1363 (13A, 3 pin) or BS EN 60309 industrial outlet) using a cable without an in-cable control box. 4 Mode 2: AC charging supply to vehicle at 230Vac, single-phase or 400Vac, three-phase via a standard socket outlet (i.e. BS 1363 (13A, 3 pin) or BS EN 60309 industrial outlet) using a cable with an in-cable control box incorporating an RCD. 5 Mode 3: AC charging supply to vehicle at 230Vac, single-phase or 400Vac, three-phase via a dedicated socket outlet or tethered charging cable. The charging cable for both incorporates additional conductors to enable charging control functions. 6 www.theiet.org/resources/standards/ev-charging-cop.cfm 12 Further details 1.18 Where documents are mentioned in the technical specification, the current edition of each applicable document at the time of the installation is the one with which compliance is required. In cases where updates of documents lead to apparent inconsistency, the IET Wiring Regulations (BS 7671) take precedence for electrical installation requirements. 1.19 This specification is for the charging equipment only and not the final installation. However, the final installation must be in accordance with the current edition (at the time of installation) of the IET Wiring Regulations (BS 7671). This must at least reflect Amendment No 2 in 2013 which contains specific requirements in Section 722 for installing electric vehicle charging points as well as the IET Code of Practice for Electric Vehicle Charging Equipment Installation, the Electricity Safety, Quality and Continuity Regulations 2002 and all other applicable regulations and standards. 13 2. Claiming grant on behalf of householders Eligible Expenditure 2.1 The successor grant scheme provides a grant of 75% (up to a maximum of £900 including VAT) of the capital expenditure which would otherwise be incurred by the householder as a result of the purchase and installation of a chargepoint at a domestic residence (i.e. 75% of the price to the resident of the installation and equipment). It is expected that the resident will fund the remaining 25% of this cost. If a third party (eg the car manufacturer, installer) wishes to fund the remaining 25% or partfund on behalf of the resident then this must be separately identified in the grant claim form. 2.2 Eligible expenditure includes: Cost of unit Electrical components Civil engineering works Labour costs (for installation) Hardware costs The VAT incurred by the resident Site survey works (when leading to a completed installation) 2.3 Where an additional smart meter or current clamp device is required to be installed in order to meet data requirements set out in Annex E, the capital costs of this would also be eligible expenditure under the grant as long as it is installed at the same time as the chargepoint. 2.4 Costs not eligible would be: Interest charges, bad debts, profits, entertaining Project management and reporting costs Administration costs Inflation and contingency allowances (as an overall arbitrary percentage) additional to eligible costs – however reasonable inflation rates can be included in labour and material cost estimates New/additional land required for the proposed infrastructure Software Electricity provided by relevant infrastructure 14 2.5 Ongoing back office data provision Any other ongoing operating costs (e.g. maintenance or communication) Any warranty extension beyond one year Transport costs The Electric Vehicle Homecharge Scheme can be claimed for 75% of the cost of one installation up to a maximum of £900 (including VAT). The costs of each installation must not be inflated or cross-subsidised across a number of installations. OLEV, or its representatives, require information on costs in Part C of the Installation form and checks will be made against installers who consistently claim the maximum grant amount. If evidence of cost inflation or cross-subsidisation is discovered, authorisation will be revoked. Grant claim process 2.6 Only authorised suppliers can claim the grant on behalf of the domestic resident. The evidence required in support of claiming the grant is detailed below and in Annex D. Please note the requirements have changed from the original Domestic Recharging Scheme and that there are additional requirements which need to be fulfilled before the grant will be paid. 2.7 The total claimed on behalf of the resident is 75% of the customer facing capital expenditure capped at £900 (including VAT) and is paid in arrears. Grant claims are to be made by the chargepoint supplier using the monthly OLEV grant claim form in excel or equivalent format and must be supported by OLEV Electric Vehicle Homecharge Scheme forms for each installation (Annex D) under the conditions set out below. 2.8 The monthly OLEV grant claim form in excel will be made available to suppliers upon authorisation. On the form suppliers are to provide OLEV, or its representatives, with a numbered list of installations pertinent to the claim. OLEV, or its representatives, will only accept electronic copies of the forms - paper copies will not be processed for payment. 2.9 For each installation, the installer must supply a number of supporting documents alongside the OLEV grant claim form, these include: All parts of the completed OLEV Electric Vehicle Homecharge Scheme form (Annex D), ensuring it is signed by the resident upon installation and includes a breakdown of the costs of the installation which clearly states the source of the 25% contribution towards the costs. Other installation forms will not be accepted. Partly completed forms will not be accepted. Photographic evidence of the installation with one photo showing the chargepoint unit with the serial number clearly visible and a second photo showing off-street parking with the chargepoint unit visible (maximum 200kB per photo - please adjust camera setting accordingly). 15 2.10 For each installed domestic chargepoint we also require the authorised organisation to: Retain all documentation pertaining to the installation, including installation and commissioning confirmations and certificates, photographs, customer declarations and signatures, dates of installation and full address. Ensure there is no duplication (i.e. the same chargepoint is not claimed for twice) and that all relevant fields on the form are completed. Ensure that the installed chargepoint is approved and meets the technical specification. Ensure that the installed chargepoint is tested to ensure it is fully functioning, communicates data and meets the safety requirements. Notify the Distribution Network Operator (DNO) of the installation in writing and retain evidence of this notification. 2.11 Chargepoint suppliers are expected to retain all of the above information for at least 3 years after the grant is claimed for each chargepoint and this information must be available to OLEV immediately if requested as part of the grant claim assurance process. 2.12 A record must be kept of expenditure funded partly or wholly by grant and all income generated by the scheme. All accounting records relating to that expenditure and income must be retained for a period of at least six years after each grant claim. Accounting records include purchase orders, original invoices, receipts, accounts and deeds, whether in writing or electronic form. Such records must also be kept for any income generated with the help of grant. The chargepoint supplier must make these available at any reasonable time for inspection by officials from the Department for Transport or their representatives or by the Comptroller and Auditor General or his representatives. 2.13 Claims should be submitted in the first 5 working days of each calendar month for installations occurring in the preceding month. If you cannot meet this deadline you should make OLEV aware as soon as possible. Claim forms and required documentation should be sent directly to OLEV's representatives - the DVLA - using the email address [email protected]. The DVLA helpdesk can be contacted for queries relating to your monthly claim using the email address above or by calling 0300 123 1343. 2.14 Subject to any queries arising as part of the claim, OLEV, or its representatives, will endeavour to process the claim to enable payment within 30 working days. Please note that 30 working days is only a guideline for payment as you are applying for a grant and both DVLA and OLEV need to be satisfied that all of the necessary terms and conditions of the scheme are fulfilled. 2.15 All outstanding claim forms must be sent to OLEV or its representatives before Friday 8 May 2015. Any outstanding forms which are sent after this date may not be paid. 16 2.16 The detailed process flowchart is shown in Annex F. 2.17 OLEV, or its representatives, will be conducting checks on installed chargepoints to audit the correct use of the grant. If a chargepoint is selected for such a check OLEV, or its representatives, will contact the authorised organisation for relevant information in order to carry out the check. The organisation will be expected to provide this material promptly. 2.18 This will consist of: 2.19 installation/commissioning confirmations/ certificates (including the BS7671 Electrical Installation Certificate and Building Regulations compliance certificate), including home owner signatures, dates of installation and full address contact details of the resident DNO notification any other relevant material If an authorised supplier fails to meet the terms and conditions of the grant, OLEV reserves the right to suspend or revoke authorisation to install chargepoints eligible for this grant scheme. 17 3. Eligible grant claims 3.1 This grant is for the installation of chargepoints at domestic properties. The property must have private off-street parking and the chargepoint must be installed appropriately in relation to the parking space. It is the responsibility of the chargepoint supplier to ensure that all requirements are met prior to installation and grant claim. 3.2 Grant awards are limited to a maximum of £900 (including VAT) per eligible electric vehicle towards the installation of a domestic chargepoint at a defined address. 3.3 An electric vehicle is eligible if it appears on the OLEV eligibility list for the Plug-in Car and Van Grants. A full list of eligible vehicles can be found at https://www.gov.uk/plug-in-car-van-grants/eligibility . 3.4 The following residents are eligible to access the grant: Individuals who have taken ownership of a new eligible electric vehicle on or after 1 July 2014 as long as they have not claimed against the previous chargepoint schemes. Individuals who purchase a second-hand electric vehicle on or after 1 July 2014 are entitled to claim the Electric Vehicle Homecharge Scheme Grant as long as they have not claimed against previous domestic chargepoint schemes. Individuals who are assigned a company car for at least six months on or after 1 July 2014. Individuals who lease an eligible vehicle for at least six months on or after 1 July 2014 (please see letter template at Annex J which should be used by the leasing company). Individuals who are named by their employer as the primary user of an eligible electric vehicle for at least six months on or after 1 July 2014. If the named individual changes within six months, a second grant cannot be claimed. Please see the letter template at Annex I which should be used by employers. Individuals who can prove that they have ordered an eligible electric vehicle and the vehicle will be received on or after 1 July 2014. 3.5 If you purchased your eligible vehicle before 1 July 2014 and believe that you should have access to the Electric Vehicle Homecharge Grant, please contact OLEV to discuss any specific circumstances relevant to your case. You will need to demonstrate that you have not previously benefitted from the Domestic Recharging Scheme. OLEV will consider your case and will confirm whether you can access the grant. 3.6 The grant claim form requires the owner/lessee/named individual of the electric vehicle to provide evidence of ownership, lease or use. The 18 registration number of the vehicle must be provided in all grant claims except where claimants can prove that they ordered a new electric vehicle but do not yet know the vehicle registration number. If the resident owns the electric vehicle, OLEV also requires: - V5C Document Reference Number (found on the DVLA’s V5C registered keeper form); or Vehicle Identification Number If the resident has ordered an electric vehicle but it has not yet been delivered OLEV also requires: - Vehicle order number/Motability application number alongside order form/deposit receipt If the resident has leased an electric vehicle OLEV also requires: - Letter of Authority from the leasing company. The leasing company should use the letter template at Annex J. If the resident has primary access to a business/fleet and is nominated by their employer, OLEV also requires: - Letter from resident's employer on letter headed paper, confirming the resident is the primary user of an eligible electric vehicle owned or leased by the company. The employer should use the letter template at Annex I. The letter must be signed by a company Director. 3.7 If you do not have any of these pieces of evidence, the resident wishing to access the grant should contact OLEV prior to installation to confirm if any other evidence is appropriate. If the resident cannot provide the evidence above and an exception has not been agreed in writing with OLEV the grant claim will not be paid. 3.8 As well as the technical specification of the chargepoint and its installation meeting the minimum requirements set out in Annex B, the resident must be made aware of the conditions in place to be eligible for the grant and sign a declaration to that effect. The necessary clauses are included in the OLEV Electric Vehicle Homecharge Scheme Installation form to be completed by the chargepoint supplier found at Annex D. 3.9 It is expected that most vehicle owners will own the property at which the chargepoint is to be installed. If the vehicle owner wants the chargepoint to be installed at a different address, this must be made clear on the customer declaration form in the appropriate boxes. For those who wish to install a chargepoint at a rented property they reside in, the customer must declare that the landlord or landowner has provided permission for the chargepoint to be installed. 3.10 The customer must be made aware of the data requirements and sign the OLEV Electric Vehicle Homecharge Scheme Installation form (Annex D) declaration agreeing to these terms in order to receive the grant. 3.11 The form requires installers to confirm: The OLEV authorisation number (starting with EVHS…) 19 7 That the installer has been formally approved by the chargepoint manufacturer to install this equipment. That the installation address has designated private off-street parking and the chargepoint has been installed in an appropriate location, with appropriate access for a vehicle (photographic evidence required). That the chargepoint fitted conforms to the scheme's minimum technical standards. That the installation work has been out in accordance with the Building Regulations Part P 7(Electrical Safety – Dwellings). That the installation is in full compliance with the requirements of the current edition of the UK wiring regulations (BS7671). That the installation meets the IET Code of Practice for Electric Vehicle Charging Equipment Installation. That the installer is registered with a recognised authorisation body. That the local Distribution Network Operator (via the ENA) has been notified of the installation and the date of notification. That the chargepoint has been tested for communication and is communicating data to allow remote data collection. That the customer has been made aware of the usage data supply requirements. Who will collect data on each charging event under the required headings and return it to OLEV as set out in Annex E of the scheme guidance. That a BS7671 Electrical Installation Certificate has been completed for each installation and will be provided, if requested, as supporting evidence for any grant claim. That photographic evidence of each chargepoint installation has been recorded - with one photo showing the chargepoint unit with the serial number clearly visible and a second photo showing off-street parking with the chargepoint unit visible. Ideally these photos should be date stamped. Or equivalent outside England and Wales 20 4. Data requirements 4.1 Chargepoint suppliers are required to collect data on each charging event and to send summary data to OLEV, or its representatives, every quarter via the [email protected] email account. Annex E sets out the data which chargepoint suppliers must send to OLEV. 4.2 Failure to regularly provide this information in the required format will result in authorisation being revoked. 21 Annex A: Chargepoint approval A.1 Chargepoint suppliers should seek approval from OLEV by submitting the form below (this will be available for download separately). A.2 We require those organisations seeking approval for a chargepoint to provide evidence meeting the clauses set out in the technical specification (Annex B). The evidence to be provided is detailed in Section 3 of the form below. Where relevant submit equipment data sheets and specification or test approval certification etc with the application form. A.3 We require a completed form for each chargepoint to be approved. These may be batched and sent as one to [email protected], with the email clearly marked as an application for chargepoint approval. The form is also available at: www.gov.uk/olev A.4 Chargepoint suppliers are not restricted to the number of chargepoint models which can be approved. A.5 If you have any queries relating to the approval process please see the Q&A in Annex G or seek advice through [email protected]. Section 1 - Chargepoint supplier details Applicant contact details Chargepoint supplier name Key contact name Applicant address Contact details (email and phone number/s) Section 2 - Chargepoint model details Chargepoint summary Details Chargepoint model Current rating (Amps) 22 Power output (kW) Voltage rating (V) Type of tethered connector (if applicable) Type of socket (if applicable) Number of sockets/connectors Data communication capable? (if not, provide details of how data will be provided. e.g. Add-on device make and model) Section 3 - Technical specification checklist. (NB. this part of the form crossrefers to clause numbers in the technical specification at Annex B) Clause Technical specification compliance checklist number 1.3 Chargepoint supplier to provide statement confirming the equipment submitted for approval will permit installations compliant with the requirements of: a) the edition of the IET Wiring Regulations (BS 7671) in force at the time of installation. This is currently BS 7671:2008 incorporating Amendment No 2: 2013, which contains the rules for installing EV charging points in buildings b) the IET Code of Practice for Electric Vehicle Charging Equipment Installation c) the Electricity Safety, Quality and Continuity Regulations 2002, and d) all other applicable standards. 1.4 All other standards applicable to the product, and to which it complies with, shall be listed. Chargepoint supplier to provide statement confirming the equipment submitted for approval will permit installations compliant with the requirements of this document and will be installed to meet those 23 Evidence provided (Y/N) requirements. 2.0 2.1 2.1a 2.1b 2.1c 2.2 2.3 3.0 3.1 3.3 3.6 4.0 4.1 4.3 5.0 5.1 5.4 5.7 6.0 6.1 6.4 STANDARDS Chargepoint supplier to provide statement confirming the equipment submitted for approval is compliant with these standards and directives. Chargepoint supplier to provide Declaration of Conformity certificate. Details of the information that must be included on the certificate can be found at: http://www.hse.gov.uk/workequipment-machinery/declaration-conformity.htm Chargepoint supplier to provide warranty, for duration of three years minimum, providing parts and labour for all repairs arising during that period. CHARGING MODES Chargepoint supplier to provide statement confirming Mode 1 charging operation is inhibited by the unit. Chargepoint supplier to provide statement confirming which Mode the unit is designed to operate as. Chargepoint supplier to provide statement confirming Mode 4 charging by the equipment is inhibited / not feasible. EQUIPMENT RATING Chargepoint supplier to provide statement confirming equipment input/ output voltage. Chargepoint supplier to provide statement confirming offered equipment output ratings in amperes and kilowatts. CONNECTORS / OUTLETS Chargepoint supplier to provide statement confirming the equipment supplied for charging of vehicles is a permitted type as listed in BS 7671 Section 722 (Regulation 722.55.201.1). Chargepoint supplier to provide statement confirming socket outlet/ vehicle connectors available. Chargepoint supplier to provide statement confirming socket outlet will not be BS 1363. INTERFACE Chargepoint supplier to provide statement confirming if means of securing the use of the equipment to authorised users only is available, and if so by what method(s). Chargepoint supplier to provide statement confirming method of status indication and what information is indicated/ displayed. 24 7.0 7.1 7.2 7.3 8.0 8.2 8.6 OTHER FEATURES Chargepoint supplier to provide statement confirming Type A RCD is installed within Mode 3 equipment. Chargepoint supplier to provide statement confirming IP rating – needs to be IP44 minimum. Chargepoint supplier to provide statement confirming main operating controls, socket outlets/ tethered cable standby position can be located between 750 – 1200mm. ENERGY METER / DATA ACQUISITION Chargepoint supplier to provide statement confirming compatible data acquisition is provided and advise what data may be collected. Statement shall provide sufficient information to demonstrate compliance. Chargepoint supplier to provide statement confirming data communications provided and advise method. _______________________Signed _______________________(Name) _______________________(Position) ______________________(Company) _______________________Date On behalf of the applicant, I am authorised to, and agree to follow, the processes and requirements of the Electric Vehicle Homecharge Scheme guidance notes. 25 Annex B - Minimum technical specification B.1 Where documents are mentioned in the technical specification, the current edition of each applicable document at the time of the installation is the one with which compliance is required. B.2 In cases where updates of documents lead to apparent inconsistency, the IET Wiring Regulations (BS 7671) take precedence for electrical installation requirements. B.3 The minimum technical requirements8 of the chargepoint and its installation are as follows9: Reference Clause 1.0 1.1 1.2 1.3 INTRODUCTION This document defines the specification of electric and plug-in hybrid electric road vehicles conductive charging equipment for use in a domestic application. Chargepoint suppliers of the proposed charging equipment shall demonstrate compliance with the specification to achieve product approval under the OLEV Electric Vehicle Homecharge Scheme. This specification is for the charging equipment only and not the final installation. However, chargepoint equipment must be installed in accordance with: a) the edition of the IET Wiring Regulations (BS 7671) in force at the time of installation. This is currently BS 7671:2008 incorporating Amendment No 2: 2013, which contains the rules for installing EV charging points in buildings b) the IET Code of Practice for Electric Vehicle Charging Equipment Installation c) the Electricity Safety, Quality and Continuity Regulations 2002, and d) all other applicable standards. Compliance with all of the relevant provisions of all codes and regulations mentioned in this clause may be the subject of subsequent technical audit. Failure to provide all relevant, 8 9 Technical specification supplied by Ove Arup & Partners Ltd (www.arup.com) at request of OLEV. Note that some clauses are not required for this specification. These are stated as 'Clause not required'. 26 Reference Clause accurate evidence of compliance may result in further action against grant claimants. 1.4 Domestic electrical installation work must also comply with the technical standards and certification procedures set out in the Building Regulations Part P (Electrical Safety – Dwellings). 2.0 2.1 2.1a 2.1b 2.1c 2.1d 2.2 2.3 STANDARDS Charging equipment shall be compliant with: BS EN 61851 Parts 1 & 22 EC Directive for Electromagnetic Compatibility 2004/108/EC EC Directive for Low Voltage Equipment 2006/95/EC Clause not required. Charging equipment shall be CE marked in accordance with EC Directive 768/2008/EC. The charging point shall have a minimum operational life of 3 years to satisfy the requirements of the OLEV grant scheme. 3.0 3.1 3.2 3.3 3.4 3.5 3.6 CHARGING MODES Charging equipment shall not use Mode 1 charging. Clause not required. Charging equipment shall use Mode 2 or 3 charging. Clause not required. Clause not required. Charging equipment shall not use Mode 4 charging. 4.0 4.1 4.2 4.3 EQUIPMENT RATINGS Charging equipment shall be rated 230Vac, single-phase. Clause not required. Charging equipment output shall be rated 16A/ 3.6kW or 32A/ 7.2kW. Clause not required. Clause not required. Clause not required. Clause not required. Clause not required. Clause not required. 4.4 4.5 4.6 4.7 4.8 4.9 5.0 5.1 CONNECTORS/ OUTLETS Charging equipment socket-outlets and connectors shall be the types listed in BS 7671 Section 722 (Regulation 722.55.201.1), except that BS 1363-2 socket-outlets are not permitted. 5.2 5.3 5.4 Clause not required. Clause not required. Charging equipment socket-outlet or cable vehicle connectors shall be as selected by the end user. Clause not required. Clause not required. 5.5 5.6 27 Reference Clause 5.7 BS1363-2 socket-outlets are not permitted. 6.0 6.1 6.2 6.3 6.4 6.5 INTERFACE Key, or equivalent, access shall be as selected by the user. Clause not required. Clause not required. Charging equipment status shall be indicated using a suitable display. Clause not required. 7.0 7.1 OTHER FEATURES 7.2 Where installed in an outdoor location, the charging equipment shall meet the minimum IP ratings set out in BS EN 61851:1. The design of the charging equipment shall permit compliance with the requirements of BS 8300: 2009 + A1:2010. 7.3 8.0 8.1 8.2 8.3 8.4 8.5 8.6 9.0 9.1 The charging equipment integral protective device required to comply with BS EN 61851 Mode 3 charging shall be at least a Type A RCD. Compliance with this clause – as with all others – is essential and will be checked in any audit. ENERGY METER/ DATA ACQUISITION Clause not required. Data acquisition compatible with OLEV Chargepoint Usage Data Requirements (refer to Annex E) shall be provided. Clause not required. Clause not required. Clause not required. Data communications to allow remote data collection shall be provided. DEFINITIONS For the purpose of this specification, domestic defines installation and use at a place of residence by a private party for non-commercial use. The private party shall be responsible for initiating a grant application through an approved installer. 28 Annex C: Authorisation Application C.1 Organisations wishing to claim the Electric Vehicle Homecharge Grant on behalf of domestic residents must be authorised by OLEV before any chargepoints are installed. An application for authorisation must be made by completing the form below (this will be available for download separately) and submitting it to OLEV or its representatives via the online form available through https://forms.dft.gov.uk/olevauthorised-supplier-application. C.2 OLEV, or its representatives, will process the application and will confirm your authorisation in writing, providing you with a unique authorisation number. C.3 Please note the Electric Vehicle Homecharge Scheme is different to the Domestic Recharging Scheme and we expect volumes of chargepoint installations to be more in line with monthly electric vehicle sales. This means that, compared to the Domestic Recharging Scheme, monthly chargepoint installation volumes will be considerably lower so please consider your application for authorisation carefully. Section 1: Contact details Company name Trading name (if different) Key contact name Company address Contact details (please provide email address, office number and mobile phone number/s) Which geographical regions do you intend to cover? (please provide postcode references where possible) Section 2: Company information Unique Company Registration Number DUNS number 29 Membership of Electrician Associations (eg NICEIC/ECA/Select) (please attach proof to this application) Confirmation of Public Liability Insurance (please attach proof to this application) Previous year's annual turnover Are you an SME? Previous company names (and dissolution dates) Section 3: Qualifications/expertise Name of Competent Person’s Scheme and Registration Number Name of the Principal Duty Holder Name of the Qualified Supervisor Please confirm that all of your installers have been trained to install electric vehicle chargepoints? Names of installers, their qualifications and renewal dates (please use a separate sheet for more than 10 installers). Name and contact details of subcontractors. Section 4: Chargepoints Are you approved by the chargepoint manufacturer/s to install their products? (Please attach proof of approval) Please list the approved chargepoints you wish to install. 30 Please confirm how your installers will test the chargepoint is in accordance with BS7671 and IET Code of Practice? (eg which specific tests will be conducted) Please confirm how your installers will test the chargepoint for data communication to allow remote data collection? Section 5: Agreement to terms and conditions I agree to the following terms and conditions for authorisation (please check each box where you agree with the terms and conditions): The company will retain all documentation pertaining to the installation of electric vehicle chargepoints (this includes installation and commissioning confirmations and certificates, customer declarations and signatures, dates of installation and full address) The company will only install chargepoints for which it is authorised The company will test every installed chargepoint to ensure it is fully functioning, it communicates data and meets all of the necessary safety requirements. The company will notify the Distribution Network Operator after each installation [copying in [email protected]] and will retain evidence of the notification. The company will respond to requests for documentation relating to the installation of chargepoints (eg DNO notification, BS7671 Electrical Installation Certificate) to OLEV, or its representatives promptly. All of our installers are aware of, and have read the IET Code of Practice and will install chargepoints in accordance with this document. I understand that only certain electric vehicles are eligible for the grant and that grants will not be paid against ineligible vehicles. 31 I understand that proof of ownership, lease or nominated use is required from the resident for the grant to be paid and our installers will check the resident can provide proof before installation. I agree to send OLEV, or its representatives, weekly updates on chargepoint installations. I understand that OLEV, or its representatives, may conduct credit checks, checks on fraudulent activity and trade experiences on this company. I declare that the information I have given on this form is correct and complete. I understand that security and anti-fraud checks will be undertaken on information and supporting evidence provided using market intelligence services. I give prior consent for any relevant checks to be undertaken. If I knowingly give information that is incorrect or if relevant information is knowingly omitted, the application and OLEV's decision on it will be void and I may have court action taken against me. _______________________Signed _______________________(Name) _______________________(Position) ______________________(Company) _______________________Date 32 Annex D: Electric Vehicle Homecharge Scheme Installation Form PART A – VEHICLE OWNER/PRIMARY USER DETAILS (Note: All parts of this form to be sent electronically (via email or web upload) to the Office for Low Emission Vehicles OLEV's representatives - the DVLA - with grant claims. The OLEV authorised supplier must also retain a copy of signed and completed forms for a period of 3 years.) Name of Registered Keeper (or primary user if using lease/company car) Installation address Name of person signing form if different from above (Please provide relationship to the Registered Keeper/primary user) Note for vehicle owners/primary users [READ THIS FIRST]: The Electric Vehicle Homecharge Scheme is a Government funded scheme to support the roll-out of home charging equipment for plug-in vehicles at domestic properties. Please note that the scheme is funded by tax payers’ money. Please be sure that costs are not being exaggerated or inflated by your chosen chargepoint supplier. OLEV will run audit checks and if any claim is found to be false, payment will be refused or will have to be repaid. 33 Under the scheme the Government funds 75% of the cost of a home chargepoint and associated equipment as well as the cost of installation. Usually the remaining 25% of the cost should be met by the householder however, there may be circumstances when other 3rd parties offer to meet this cost such as vehicle manufacturers, energy companies or chargepoint manufacturers. PART B – VEHICLE OWNER/PRIMARY USER DECLARATION Installation postcode Unique Chargepoint serial number Vehicle Make and Model (please ensure this vehicle is eligible for the grant) Address where vehicle is registered Vehicle Registration Number (mandatory except if a vehicle has been ordered but not yet delivered) In addition to the information above, please complete at least one of the fields below: For Vehicle Identification Registered Number (VIN); or Keeper V5C form Document Reference Number For leasing arrangements Letter of Authority (Annex J - please ensure a copy is attached to the claim form) For nominated primary users Template letter from employer nominating the resident as primary user (Annex I - please provide date of letter here and ensure a copy is attached to the claim form) For individuals Vehicle order number or Motability application 34 who have ordered an EV number from dealership (please ensure a copy of the order form or receipt is attached to the claim form) I, ………………………………… [customer name], hereby confirm that: (please tick the boxes which are applicable) the address specified in Part A is a residential address and that I own the property or have consent from the landlord for a domestic recharging unit to be installed. I am content for: …………………………………………………[authorised chargepoint supplier], to claim the domestic recharging point grant on my behalf and acknowledge that I may be contacted in the future by the Office for Low Emission Vehicles (OLEV) or its agents for audit purposes. (Your personal information will be safeguarded and processed in accordance with the requirements of the Data Protection Act 1998.) I have not previously claimed a grant at this property under the Domestic Recharging Scheme (which ran from February 2013 to August 2014). I have not previously claimed under the Electric Vehicle Homecharge Scheme for this vehicle I understand that the grant is awarded on the condition that the chargepoint will be available for the recharging of plug-in vehicles for a minimum of 3 years following installation. I understand that the grant is awarded on the condition that usage data is supplied to the chargepoint supplier and the Office for Low Emission Vehicles (OLEV) and other central government departments for a minimum of 3 years following installation. I give permission for them to use this usage data (in an anonymised form) to inform future policy development. I am installing this chargepoint as a private individual and will not be claiming the VAT back from HMRC. The installation address has designated private off-street parking and the chargepoint has been installed in an appropriate location, with good access for a vehicle. I understand that I am responsible for paying the costs associated with electricity usage for the chargepoint. I have received a copy of the BS7671 Electrical Installation Certificate and Building Regulations compliance certificate from the chargepoint supplier. 35 I declare that the information I have given on this form is correct and complete. I understand that OLEV will use all of the information provided on this form and all supporting evidence to assess the claim for the Electric Vehicle Homecharge Grant Scheme. If I knowingly give information that is incorrect or if relevant information is knowingly omitted, the application and the Government’s decision on it will be void and I may have court action taken against me. Signed………………………………………….. Date…………………. Name…………………………………………….. PART C – AGREED CHARGEPOINT INSTALLATION PRICE BREAKDOWN Price (exc VAT) Chargepoint unit price to customer Labour: hourly rate to customer no. of hours worked £ hrs Total labour cost Other equipment price to customer (please specify each item) Other eligible costs [Please specify each item] TOTAL INSTALLATION PRICE 75% (grant claim – capped at £900) 25% (please specify source below) 36 VAT Total I, ………………………………… [customer name], confirm that: [i] the estimate of hours worked [at (c) above] is accurate, and [either] [ii] I have met ………% of cost, and/ or [iii] ………………………………… [name] has met the remaining …………% of cost. Signed…………………………………… Signed………………………………… [customer] [supplier] Date…………….………. PART D – SUPPLIER DECLARATION I, ……………….…….…………………………. on behalf of [chargepoint supplier] ………………..………………..…………, confirm that the following accurately records this installation: Installation postcode Installer name Installer company Company OLEV authorisation code Unique chargepoint serial number Chargepoint ID (if different to serial number) Installation date EVHS Electrical Installation Certificate number (BS7671) I also confirm the following: That the …………………………………………[chargepoint model] meets the Office for Low Emission Vehicles (OLEV) Electric Vehicle Homecharge Scheme minimum technical standard specification; I have been formally approved by the chargepoint manufacturer to install this equipment; The customer has demonstrated to me that they own, lease or is the nominated user of an eligible electric vehicle. 37 The installation is in accordance with the current edition of the Building Regulations Part P 10(Electrical Safety – Dwellings) and in full compliance with the requirements of the current edition of the UK wiring regulations (BS7671) and the IET Code of Practice for Electric Vehicle Charging Equipment Installation and that I can provide all evidence required of compliance with these documents, as specified by them I am registered with ………………………………[accreditation body] I notified the local Distribution Network Operator (via the ENA) of this installation on ………/………/………….. [date] ], and copied the email to OLEV, providing all information required on that form accurately. I have tested the chargepoint for communication and confirm that it is communicating data to allow remote data collection; GPRS / BER signal strength reading………………. I have made the customer aware of the usage data supply requirements; And that [either] I, or ………………………………………… will collect data on each charging event under the required headings and return it to OLEV in an excel file or equivalent every 3 months as set out in Annex E of the scheme Guidance. The installation address has designated private off-street parking and the chargepoint has been installed in an appropriate location, with appropriate access for a vehicle; I have completed a BS7671 Electrical Installation Certificate and Building Regulations compliance certificate for this installation and will provide this as supporting evidence for any grant claim; I have recorded photographic evidence of this chargepoint installation. With one photo showing the chargepoint serial number and/or chargepoint ID and another the installation site relative to the off-street parking. I declare that the information I have given on this form is correct and complete. I understand that OLEV will use all of the information provided on this form and all supporting evidence to determine the claim under the Electric Vehicle Homecharge Grant Scheme. If I knowingly give information that is incorrect or if relevant information is knowingly omitted, the application and the Government’s decision on it will be void and I may have court action taken against me. Signed………………………………………….. 10 Or equivalent outside England and Wales 38 Date………………… Annex E - Data requirements E.1 This Annex sets out the Office for Low Emission Vehicles' (OLEV's) Chargepoint Usage Data Requirements. Data fields and definitions E.2 Chargepoint suppliers are required to collect data on each charging event under each of the following data headings: - Chargepoint ID Start date and time End date and time Total energy drawn (kWh) E.3 The definition of each data field can be found in Table 2.1. E.4 It is expected all data points will be recorded at > 95% accuracy. Note that OLEV will accept data supplied from units which record energy consumption at intervals of up to a maximum of 30 minutes. E.5 Data should be reported to OLEV in an excel file or equivalent, preferably with a filename in this format: YYMMDD CP usage data Chargepointsuppliername. An example of the expected data file is below, with definitions for each data field detailed in Table 1.1 : Charging Chargepoint Start event ID Date End Time Date Total kWh Time 20 WMP11418 03/03/2011 15:54 03/03/2011 16:46 2.83 21 … … … … … … 22 … … … … … … 39 Data return schedule E.6 The schedule for data return to OLEV is as follows: - 1st (or next following working day) every 3 months for 3 years following installation unless otherwise instructed by OLEV. E.7 Each data set should cover the preceding quarter i.e. the data return due by 1 November 2014 should cover 1 July 2014 – 30 September 2014. E.8 The submission dates are set out below: E.9 January-March data should be submitted 1st May April-June data should be submitted 1st August July-September data should be submitted 1st November October-December data should be submitted 1st February Data should be sent as per the above timetable by email to [email protected]. Please ensure the subject header to your email is in the following format: 'DD/MM/YY - Domestic CP Usage data - Chargepoint supplier name' Data field definitions Table 4.1 Data field Description Identifier for chargepoint Unique identifier for chargepoint. This should match the chargepoint ID used on all forms and claim forms Start date and time (dd/mm/yyyy) (00:00h) The date and time that the charging event began, 24-hour clock, expressed to the nearest minute possible. OLEV will accept data supplied from units which record energy consumption at intervals of up to a maximum of 30minutes. End date and time (dd/mm/yyyy) (00:00h) The date and time that the charging event finished, 24-hour clock, expressed to the nearest minute possible. Total energy drawn (0.00kWh) The volume of electricity drawn during the charging event, in kWh, rounded to two decimal places. If this is not directly recordable and you wish to infer this from the charging time and power rating of the unit please contact OLEV to discuss exactly how you propose to estimate the kWh drawn. 40 Annex F - Process flowchart This flowchart shows the processes an authorised supplier must complete for installation and grant claim. Take enquiry from resident. Check ownership/lease/primary use. Surveys and quotes Resident to agree terms Install, turn on chargepoint & complete installation form (Annex D) Customer order complete Send invoice for 25% to resident Receive 25% payment Compile monthly grant claim Notify DNO. Send weekly installation update to OLEV. Retain copies of all customer details and required documents Send claim form to DVLA by 5th working day of month Respond to claim queries from OLEV Receive grant from OLEV 41 Chosen for audit check Y Send OLEV customer details and requested documentation N Annex G - Q&A Authorisation Q1. What do I need to do if I want to claim the grant on behalf of a resident? In order for you to claim the Electric Vehicle Homecharge Scheme Grant you must apply to become an authorised supplier. You will also need to ensure that prior to authorisation you have approval from the chargepoint manufacturer to install their products. Only once you have confirmation of authorisation from OLEV and approval from the relevant chargepoint manufacturer/s can you start to install chargepoints which you intend to claim the grant for. Q2. Why do organisations have to be authorised? The Government wants plug-in vehicle owners to be able to charge their vehicles safely and securely. We also have a duty to ensure that public funds are administered in such a way as to reduce the risk of misuse and fraud. By authorising chargepoint suppliers we are able to provide comfort to the plug-in driver and reduce the risk of fraudulent activity. Q3. Do chargepoint suppliers need to be approved by the chargepoint manufacturers? Suppliers must be formally approved by chargepoint manufacturers to install their equipment and must be able to provide evidence of this approval. Q4. What technical criteria do the installations have to meet? The requirements are set out in full in Annex B. Q5. What if a product or installation does not meet customer expectations or authorisation requirements? If a grant beneficiary (the resident) is not satisfied with the purchase and installation of an approved chargepoint, their first point of contact to rectify the situation is with the chargepoint supplier. Note that the declaration form must include a section signed by the customer confirming that they have received the chargepoint and it is working. This form is required by OLEV or its representatives in the processing of any grant claims on behalf of the resident. If the situation cannot be rectified then there will be a complaints procedure through [email protected] Subject to the individual circumstances and complaint assessment, chargepoint suppliers and/or approved chargepoints may ultimately be removed from the authorisation list and procedures put in motion to claw back any grant paid. Q6. What information do I need to supply to OLEV on a weekly basis? 42 You must provide OLEV or its representatives with details of how many chargepoints you have installed and intend to claim grant for in the week just completed. This information should be provided no more than three working days after the end of each week. Approval of new chargepoints Q7. I have a new design for a chargepoint what do I do next? You will need to complete the application form for chargepoint approval (Annex A). OLEV will assess the application form, and if successful your chargepoint will be approved and can then be installed by authorised suppliers. Q8. Why do you not require chargepoints to be endorsed by car manufacturers? As well as providing a grant for residents to install necessary and safe infrastructure, this scheme is there to help encourage and facilitate the growth of the emerging infrastructure market. We recognise that a requirement for car manufacturer endorsement of specific chargepoints will be a further barrier to new entrants in the market or new products coming to market wishing to seek authorisation. We do however encourage chargepoint suppliers to seek such car manufacturer endorsements and to advertise this at point of customer enquiry. We would also hope that chargepoint suppliers will advise customers which chargepoint is most appropriate for their charging needs. Eligibility Q9. Who is eligible to claim this grant? Eligibility is as follows: Individuals who have taken ownership of a new eligible electric vehicle on or after 1 July 2014 as long as they have not claimed against the previous chargepoint schemes. Individuals who purchase a second-hand electric vehicle on or after 1 July 2014 are entitled to claim the Electric Vehicle Homecharge Scheme Grant as long as they have not claimed against previous domestic chargepoint schemes. Individuals who are assigned a company car for at least six months on or after 1 July 2014. Individuals who lease an eligible vehicle for at least six months on or after 1 July 2014. Individuals who are named by their employer as the primary user of an eligible electric vehicle for at least six months on or after 1 July 2014. If the named individual changes within six months, a second grant cannot be claimed. Individuals who can prove that they have ordered an eligible electric vehicle for receipt on or after 1 July 2014. 43 If you purchased your eligible vehicle before 1 July 2014 and believe that you should have access to the Electric Vehicle Homecharge Grant, please contact OLEV to discuss any specific circumstances relevant to your case. You will need to demonstrate that you have not previously benefitted from the Domestic Recharging Scheme. OLEV will consider your case and will confirm whether you can access the grant. Please see section 3 of this guidance for further information on eligibility. If you are unsure if you are eligible, please contact OLEV at [email protected]. Q9. Can a household with two vehicles that are eligible for the Plug in Car Grant or Plug-in Van grant have 2 OLEV-funded domestic chargepoints? Yes, however it is vitally important that when a DNO notification is done in these circumstances, it clearly states that this is a second chargepoint, and gives the combined current of the two chargepoints in amps, e.g. 2 x 16A charge points installed at a total of 32A. If this is not clear on the DNO notification, then the claim will be rejected. No more than 2 chargepoints can be funded at one property irrespective of how many vehicles are registered there. Q10. Can a householder move a chargepoint that has been installed under EVHS or the previous domestic chargepoint scheme? The householder must contact OLEV at [email protected] requesting permission to move the chargepoint, confirming the current post code and chargepoint ID and providing the address and post code to which they wish to move the chargepoint so that our records can be updated. OLEV will not contribute to the costs of moving a chargepoint to a new address. Grant claim process Q11. Why are you not asking residents to claim the grant directly? We have designed the scheme to be as simple for the resident as possible. By authorising chargepoint suppliers and enabling them to claim on behalf of the customer we are reducing the cost to the taxpayer and reducing the risk of fraudulent activity by individuals. Q12. Why do you require so much information per grant claim? We are seeking to reduce the risk of fraudulent activity and ensure the value for money when spending public funds. We require enough evidence to demonstrate that a cost has been incurred and paid at market value in order to pay a grant in arrears. Any evidence of non-compliance, mis-representing the grant, or inflating costs will be acted on and payments will not be made. Q13. Why will you not pay other costs such as project management or software costs? 44 The grant available is for capital items only. A list of eligible expenditure is found in Section 2 of this document. Resource costs are not covered by this grant. Q14. Can I use my own version of the claim form or installation form? No, only the installation form included in this guidance and the summary claim form (sent to authorised suppliers upon authorisation) will be accepted. All parts of both forms must be completed. Forms that are incomplete, not signed, or in a different format will not be accepted. Q15. Can we claim the grant on a more frequent basis? Chargepoint suppliers should submit their claim on a monthly basis. OLEV will not be able to process claims on a more frequent basis than this. However, subject to any queries arising as part of the claim OLEV will endeavour to process the claim to enable payment within 30 working days. Q16. What happens if the grant runs out before my organisation has made a claim but has installed chargepoints? Grant claims for chargepoints installed up to the date of any public announcement detailing any grant changes or the end of the scheme, will be honoured against the conditions before such an announcement is made (subject to meeting all relevant criteria set out in this document). Q17. There is no GPRS signal at the property so the chargepoint cannot meet the data requirements. Can the grant still be claimed? We wish for vehicle owners to charge safely and securely at home, and this is the priority for us. However, we are aware that there are a minority of properties where such data communications via GPRS as required by the scheme may not be possible. If you consider the property to be in this position, we require in the first instance written confirmation from an OLEV authorised chargepoint supplier following a site survey. This confirmation should be sent to [email protected]. This must state that data communications via GPRS is not possible at the property to which a chargepoint installation is being requested. It must also include the date of the survey, and what other means of data communications (for example, additional equipment capable of boosting a weak signal, or communication via wifi/broadband) have been considered and an estimate of cost provided. Such products are available and may be able to address the issue in some cases if not all – note the cost of such devices and their installation would be covered by the grant up to the £900 cap. Following receipt of such a letter or email (per installation), OLEV or its representatives will consider the case before making a decision on whether the chargepoint and its installation is eligible for the domestic chargepoint grant. Subject to any further clarification or exchange of correspondence necessary, we will endeavour to make a decision within 10 working days. 45 Q18. The driver is getting a lease vehicle that has not yet been delivered. What supporting evidence do you require? Where the vehicle has been ordered, but not yet delivered and therefore the Vehicle Registration Number and V5C Document reference number may not be known, you should still supply a letter such as that shown at Annex J with those details omitted. The expected delivery date should be given in the letter, along with the name and address details and the duration of the lease. The leasing company or the driver may be contacted at a future date to confirm delivery and be asked to supply the missing details. Q.19 A company has leased a vehicle, and then appoints an employee as the primary user. Do you need both a letter from the leasing company and from the employer? Yes, letters from both should be provided, with Annexes I&J of the guidance document used as templates. Data requirements Q19. There may be several users at one location/chargepoint ID. What usage data do you require? The information we require is for each charging event, within the technical capabilities of the data capabilities of the chargepoint or data communications device. To minimise the cost, data can be provided at a maximum of 30 minute intervals. Q20. We wish to use the usage data we receive for commercial gain. Can we do so? You may use usage data you gather through OLEV funded chargepoints as you wish, as long as the resident has agreed to that use. Our intention is that any analysis and results of our data evaluation will not be published less than 6 months after the pertinent data was submitted to OLEV, and will be anonymised if published. If you require a longer lag time please contact OLEV directly to discuss. Q21. What if a chargepoint stops supplying data? We recognise that in some circumstances data can cease to be supplied (for example, a resident moving house) and chargepoint supplier's ability to enforce data requirements may be limited. In such instances, we would require evidence from you that you have investigated why data upload has ceased and what measures you have taken to ensure your data upload requirements with OLEV are fulfilled. 46 Annex H: Checklists Authorisation checklist H.1 This checklist is for electric vehicle chargepoint suppliers who wish to become authorised to claim the Electric Vehicle Homecharge Scheme grant on behalf of the customer. H.2 If you wish to install chargepoints from 1 September 2014, you must be authorised by OLEV before you start installations. H.3 To become an OLEV approved supplier you are required to: Seek and obtain approval from the relevant chargepoint manufacturer/s of OLEV approved chargepoints Complete all sections of the Authorisation Application at Annex C to this guidance. Submit the application form and relevant evidence to OLEV or its representatives. Await confirmation of authorisation before installing any chargepoints. Upon confirmation OLEV will send you the Summary Grant Claim Form which you will need to use for each month's claims. Grant claim checklist H.4 This checklist is for authorised suppliers to use as part of the Electric Vehicle Homecharge Scheme which starts on 1 September 2014. H.5 Each claim under the electric Vehicle Homecharge Scheme requires the following: A cover letter which includes the invoice amount, the period for which the claim relates and a signature from the authorising person The Summary Grant Claim Form (provided to suppliers upon successful authorisation from OLEV) A customer/supplier declaration for each installation (found at Annex D of this guidance). Please note, the chargepoint ID or serial number must be evident on each piece of evidence pertaining to each chargepoint installation being claimed for. Photographic evidence of each installation with one photo showing the chargepoint unit with the serial number clearly visible and a second photo showing the off-street parking with the chargepoint unit visible. 47 H.6 The claim should be submitted electronically once a month to OLEV or its representatives, within 5 working days of the subsequent month to the installations. H.7 If your claim does not include all of the evidence required for each part of the 4 elements above, it will not be paid. Please ensure that the grant claim form and the customer/supplier declaration are fully completed before submission. Failure to complete the forms properly will result in delays to the processing of your claim. 48 Annex I: Letter template for employers I.1 The letter template below should be used in cases where an individual has been named by their employer as the primary user of an eligible electric vehicle. The text below should be included on company letter headed paper and signed by a company Director. I.2 If you have any queries, please contact OLEV. [date] Dear Sir/Madam, Please accept this letter as confirmation that [Vehicle Registration Number] is owned/leased by [company name]. [Driver name] who resides at [driver address] has been allocated as the primary use driver by [company name] for the above vehicle from [start date of use]. [Driver name] intends to claim for a domestic chargepoint under the Electric Vehicle Homecharge Scheme. The electric vehicle is a [make and model]. I understand that [Vehicle Registration Number] cannot be used by another employee to claim for a second domestic chargepoint within six months of [Driver name] becoming the primary user. If you need any further assistance please contact us on [contact details] and we will be happy to help. Yours sincerely, [company director signature] 49 Annex J: Letter of Authority template for leasing companies J.1 The letter template below should be used in cases where an individual leases an eligible electric vehicle and wishes to make use of the Electric Vehicle Homecharge Scheme. The text below should be included on company letter headed paper. Please ensure the customer name, address and the term of the lease and the date on which it started is included in the letter. J.2 Where the vehicle has been ordered, but not yet delivered and therefore the Vehicle Registration Number and V5C Document reference number may not be known, then the expected delivery date should be given in the letter, along with the name and address details and the duration of the lease. The leasing company or the driver may be contacted at a future date to confirm delivery and be asked to supply the missing details. J.3 If you have any queries, please contact OLEV. [date] Dear Sir/Madam, Please accept this letter as confirmation that [Vehicle Registration Number] is owned by [company name]. This vehicle is subject to a finance agreement between [leasing company] and [lessee]. [Driver name] at [address] is the allocated driver for the above vehicle [make and model]. This lease commences from [date] for a period of [duration in months]. The V5C Document Reference Number for this vehicle is [V5C Document Reference Number]. I understand that [Vehicle Registration Number] cannot be used to claim for a second domestic chargepoint within six months of the vehicle delivery date or the chargepoint installation date, whichever is later. If you need any further assistance please contact us on [contact details] and we will be happy to help. Yours sincerely, 50 51
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