Electric Vehicle Take Home Guidelines and FAQs

Background

The 2018 Colorado Electric Vehicle (EV) Plan sets a goal of 200 electric vehicles in the State fleet or on order by December 30, 2020 while the 2020 Plan increases the goal to 375 by January 2022. The Plans further call for 940,000 light duty EVs in Colorado by 2030. The Polis Administration has made integrating EVs into agency fleets a priority, with the most recent Greening Government executive order directing agencies to prioritize EVs for all new light duty vehicles.

  
There are a number of barriers that can limit this transition including vehicle cost, access to charging infrastructure, model availability, and special use cases where electric models are either not available or their use faces unique challenges. One special use case involves employee take-home vehicles. There are a significant number of take-home vehicles in the State fleet, many of which are light duty sedans and small crossovers suitable for replacement with electric models. Electrifying take-home vehicles is an important step in meeting the State’s EV goals.

 
In general, employees with take-home vehicles do not park at a State facility and so they lack consistent access to charging infrastructure. Installation of public charging infrastructure continues to grow and may be used to charge State vehicles however there are still areas of the state where charging is limited, particularly for high-speed DC fast-charging stations. In order to support the ability for agencies to electrify take-home vehicles, the Controller’s Office has issued a policy that allows agencies to install charging equipment at employees' homes so that employees can charge take-home EVs where they live. The policy also allows agencies to reimburse employees for the electricity used to charge take-home EVs. All take-home EVs must have telematics installed so that the electricity used can be accurately recorded and reimbursed. Installation of telematics will be coordinated through State Fleet Management (SFM). 

Considerations for Placement of Take-Home Electric Vehicles

• Vehicles - There are two types of electric vehicles, battery electric vehicles or BEVs and plug-in hybrid electric vehicles or PHEVs.
  • BEVs run entirely on electricity and use a battery to store the electricity that powers the motor. BEV batteries are recharged by plugging the vehicle into an electric power source, which can include either a standard outlet or charging station.
  • PHEVs are powered by both an internal combustion engine and an electric motor that uses the electricity stored in the vehicle’s battery. Like a BEV, the PHEV can be plugged into an electric power source to charge the battery.  

As a general rule, take-home BEVs should only be assigned to employees that are able to complete required daily driving without the need for midday charging. Employees may be able to supplement home charging with either public charging stations or those located at State facilities however it is expected that most or all charging of take-home EVs will be at employees' homes. In cases where the day’s driving cannot be completed on fully charged battery, a PHEV should be assigned.  

While not covered under this policy, the cost for charging at public charging stations is typically paid for by the state fleet fuel card. Any reimbursement requests for public charging must follow currently established fuel reimbursement protocols which require a receipt detailing the charging price, quantity, date and time, and location. BEVs and PHEVs are defined below.

Infrastructure

• Charging Types - For home charging there are two types of charging, Level 1 and Level 2. The type of charging required will depend on the type of EV, size of battery, dwell time (how long the EV can regularly be plugged in), and daily driving requirements. Other considerations may include availability and type of existing circuit or electrical capacity and cost of installation for a new dedicated circuit.
  • Level 1 charging requires a dedicated 110-volt 20-amp circuit. Level 1 charging can be completed by using the vehicle’s charging cord to plug directly into an outlet. Level 1 charging adds about 4 miles of range per hour. PHEV batteries have a range of 20-40 miles, so in most cases Level 1 charging is sufficient for overnight charging. BEV batteries have a range of more than 200 miles, which typically requires Level 2 charging.
  • Level 2 charging requires a dedicated 240-volt 40-or higher amp circuit. Level 2 charging can be completed by using either the vehicle’s or a separately purchased charging cord to plug directly into an outlet. Charging can also be completed using a residential Level 2 charging station though under this policy, it is expected employees will use charging cords as described above (note that electric trucks may require specialized Level 2 charging equipment). Level 2 charging typically adds about 25 miles of range per hour, which is sufficient for overnight charging.  
• Participant Considerations - CEO encourages agencies to work closely with employees in determining where to place take home EVs. Installing circuits and charging equipment in employees’ homes and reimbursing for electricity use to charge State-owned vehicles is a new concept and it may take some time for employees to feel comfortable with this. However, interest in EVs is growing and over time, employees are likely to see that as an opportunity. 
  Agencies should consider a number of factors when determining whether to assign a take home EV. These include housing characteristics and ownership status (single-family vs multi-family housing, own vs rent), current or potential access to reliable overnight charging, and where the vehicle is or can be parked. Other factors include an employee’s willingness to install a new dedicated circuit if needed and proximity to a certified service provider for the EV. Agencies should clearly understand each of the factors before assigning a take-home EV. Home charging is currently limited to those that own their home, whether single- or multi-family.

Agencies can provide home charging for State employees that own their residence whether they are single-family or multi-family such as a condo or townhouse. Employees living in a single-family or multi-family home must have access to a dedicated 110-volt circuit if considered for a PHEV, or access to a 240-volt circuit if considered for a BEV, or have the ability to install one. Employees that own a condo or townhouse may also be considered for an EV if they have access to shared onsite or offsite charging that enables regular, preferably overnight, charging. In this case, the employee may use the WEX card to pay for charging.

Employee Checklist and Home Assessment

Before making the decision to purchase a take-home EV, the agency must establish that the employee can charge at home. In determining the feasibility of home charging, the first step is to have the employee complete a short online form provided by the Colorado Energy Office (CEO) that asks basic questions about the employee’s home.  The form will include questions such as status of home ownership, HOA limitations on home charging, and where the State vehicle is currently parked. CEO will follow up on any needed clarifications and if, based on the employee’s responses, it appears that the employee has the ability to charge at home, a home assessment will be scheduled. CEO will retain a firm to conduct home assessments at no cost to the agency or employee. The assessment will validate that the employee can charge the vehicle using a dedicated circuit or determine if a new circuit is needed and will verify where the vehicle is parked and if it can be consistently and safely charged. Once the home assessment is completed, CEO will meet with the agency and employee to review the results of the assessment. For multi-family housing, the assessment will verify dedicated or common equipment (existing or planned) including number and charging speed as well as equipment condition, and that employees will have access to regular, overnight charging.

Installation

Agencies must work with CEO and their employees to determine the easiest and most cost-effective charging and installation strategies. If the employee has an existing 110 or 240 volt circuit available for charging, the on-site assessment must verify that it can accommodate the anticipated charging load. For those employees that require installation of a new dedicated circuit, CEO will retain the services of one or more certified electricians that can complete the required work and ensure statewide coverage. CEO will work with the agency and employee to arrange to coordinate installation. All costs will be covered by CEO. With CEO’s approval, agencies may also choose to retain an electrician, manage the work directly, and request reimbursement from CEO.

Tracking and reporting

CEO and SFM have worked with Geotab, the State’s telematics provider, to ensure an accurate and reliable data-gathering process. Geotab telematics can track the amount of electricity that is used to charge a vehicle’s battery and using a geofence, can track how much electricity is used at the employee’s home. Utility rates can be uploaded to Geotab and on a monthly basis, agencies may run a report showing total kWh and cost incurred by each employee. Training on telematics will be provided by SFM.

Reimbursement

• Charging Rates: The State Controller’s Policy on Take-Home Charging sets two reimbursement rates, one for employees that live in Black Hills territory and one for all other utilities. These rates will be uploaded to Geotab by SFM.
• Process: Once it has been determined that an employee will be issued a take-home EV, the agency will be responsible for adding a zone/geofence around the employee’s home. SFM can provide training as needed. As indicated in the Controller’s Office Policy, on a monthly basis, the agency’s fleet coordinator will run the EV Charging report which includes a breakdown of each charging event, the per kWh cost, and total monthly cost. The coordinator will submit a reimbursement request on behalf of the employee. SFM will run a monthly report and process agency reimbursements. This will happen automatically without the need for agencies to submit a request.
• Insurance: As indicated in the Controller’s Office Policy, employees in single-family homes must carry homeowner’s insurance that includes property replacement cost and liability insurance of at least $100,000. In the event of a covered property loss, the homeowner’s insurance should cover the repair or replacement of the unit. Verification of liability insurance requirements will be included in the employee checklist.
• Relinquishing of equipment: At the point that the fleet EV is relinquished or the employee leaves employment with the State, the charging cords must be returned along with the vehicle. If a charging station was installed, the agency shall coordinate with CEO to initiate removal at the State’s expense. Infrastructure installed in the home (electrical infrastructure including circuit and outlet) may remain. The SFM vehicle will continue to use the installed telematics in accordance with the universal policy on telematics.

Process for Assigning Take-Home Electric Vehicles

Agencies shall follow the process and timeline below in determining where to place take-home electric vehicles.

• April
  • Agency reviews JBC-approved vehicle replacement list that includes SFM recommendations for EV replacement
  • Agency identifies take-home vehicles recommended for replacement with an EV by SFM and works with CEO and SFM to prepare and send communication to employees regarding replacement with an EV and need for home-charging
• May
  • Agency conducts follow-up communication with employees as needed regarding take-home EV and home-charging process and requirements
  • Agency compiles preliminary list of employees interested in a take-home EV and shares with CEO and SFM
  • For interested employees, Agency works with CEO and SFM to install telematics on each vehicle as needed to determine whether or not vehicle should be replaced with a BEV or PHEV
  • For employees that are not interested, Agency investigates opportunities to move vehicles around so that a new EV may be placed within another use case
• June
  • Agency works with SFM to complete installation of telematics
  • Agency works with CEO to begin Home Assessments for interested employees
• July
  • Agency works with CEO to complete Home Assessments for interested employees
  • For employees unable to charge at home as identified in home assessments, Agency investigates opportunities to move vehicles around so that a new EV may be placed within another use case.
  • Agency confirms with CEO and SFM that it will order a traditional hybrid for any take-home vehicle identified as a good EV candidate by SFM but that cannot be replaced with an EV due to inability to charge at home.
• August - October
  • Agency continues to collect telematics data for those take-home vehicles to be replaced with an EV.
• November 
  • Agency reviews telematics data with CEO and SFM and determines which vehicles will be replaced with a BEV or PHEV
  • Agency makes formal request to CEO for purchase of take-home EVs and installation of home charging infrastructure - CEO to review and approve
• December
  • SFM places agency orders
• January
  • CEO works with SFM, agencies, and employees to coordinate installation of charging infrastructure

Frequently Asked Questions (FAQs)

Question: What is the State Controller Policy for Electric Vehicle Home Charging Stations?
Answer: Executive Order D 2019 016 on the Greening of State Government requires that CEO and DPA work with OSPB and the State Controller to develop a policy for take home EVs that allows for the reimbursement of home charging costs for State employees when operational use requires it. The policy allows an executive director of a State agency or the president or chancellor of an institution or campus of the Department of Higher Education (IHE) to offer home charging for State-issued electric vehicles to employees effective April 1, 2022.

Question: What are CEO’s Electric Vehicle Home Charging Station guidelines?
Answer: These provide guidance to agencies on issuing take home EVs to employees, installing charging circuits and equipment, and other considerations related to take home EVs and charging at employees’ homes.  

Question: Are State agency employees required to participate in this program?
Answer: No. The process of identifying opportunities for assigning take-home EVs should be a collaboration between the agency and employee. Some employee homes may not be conducive to home charging and some employees may feel uncomfortable installing a new circuit. Agencies should prioritize assigning take home EVs to those employees that demonstrate interest. 

Question: What is the process for assigning Take-Home Electric Vehicles?
Answer: The process is outlined in CEO’s Electric Vehicle Home Charging Station guidelines. If there are questions about the process, agencies should contact State Fleet Management or the Colorado Energy Office. 

Question: How do agencies request approval of Electric Vehicle Home Charging Circuits or Equipment?
Answer: The process is outlined in CEO’s Electric Vehicle Home Charging Station guidelines. If there are questions about the process, agencies should contact State Fleet Management or the Colorado Energy Office.

Question: How are reimbursement rates determined and what if utility rates go up? What if the rate is not established in GEOTAB?
Answer: CEO shall determine the reimbursement rate which is based on an analysis of utility rates across Colorado and includes the cost per kWh rate, riders, tax, and franchise fees if applicable. The reimbursement rate will not be determined by a mileage rate. The reimbursement rate will be reviewed on an annual basis and modified if needed. The if applicable. The reimbursement rate will not be determined by a mileage rate. The reimbursement rate will be reviewed on an annual basis and modified if needed. The if applicable. The reimbursement rate will not be determined by a mileage rate. The reimbursement rate will be reviewed on an annual basis and modified if needed. The SFM will upload these rates to the state's telematics service at the time the Controller’s Policy is effective and will be modified at CEO’s direction. 

Question: What is the liability of the State employee? Does the State employee need to own the home and carry home insurance?  
Answer: The State employee must own the home where the installation will occur and carry homeowner’s insurance that includes property replacement cost and liability insurance of at least $100,000. If a loss occurs related to the installed charging unit at the employee’s home, the employee must notify the State Office of Risk Management immediately, or within 182 days. For more on this requirement see the State Office of Risk Management Liability Claims. 

Question: What if the State employee rents a home or lives in a condo or apartment?
Answer: Agencies can provide home charging for State employees that own their residence whether they are single-family or multi-family such as a condo or townhouse. Employees living in a single-family or multi-family home must have access to a dedicated 110-volt circuit if considered for a PHEV, or access to a 240-volt circuit if considered for a BEV, or have the ability to install one. Employees that own a condo or townhouse may also be considered for an EV if they have access to shared onsite or offsite charging that enables regular, preferably overnight, charging. In this case, the employee may use the WEX card to pay for charging.  

Question: Can State employees use the outlet or charging equipment provided by their agency for personal use (i.e., charging personal electric vehicles?)
Answer: The primary use of the outlet and charging equipment is to charge a State-issued EV. Employees may use the outlet for personal use; however the charging cord is only to be used with the State-issued vehicle. The Agency will only be billed for electricity used to charge State-issued vehicles regardless of how the outlet is used since telematics only collects data on electricity that is used to charge the State-issued vehicle. 

Question: Who pays to remove equipment if an employee changes jobs or leaves State employment?
Answer: If an employee has a piece of charging equipment installed, the agency shall coordinate with CEO to initiate removal at the State’s expense. Charging cords shall be returned with the vehicle. The circuit and outlet will remain in the home. 

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