Electric Vehicle Workplace Charging Stations

Policy

To promote the State’s goal of increasing adoption of electric vehicles (EVs), improving air quality and in conformity to State Fiscal Rules and the Governor’s executive order “Supporting Colorado’s Clean Energy Transition”, the executive director of a State agency (Agency) or the president or chancellor of an institution or campus of the Department of Higher Education (IHE) may offer workplace EV charging to employees effective July 1, 2019. This policy only applies to agencies that intend to offer workplace charging to employees. 

Definitions

• Electric Vehicle (EV) Charging Station. Shall mean a device used to provide electricity to an electric vehicle, designed to ensure a safe connection has been made between the electric grid and the vehicle, and able to communicate with the vehicle’s control system so that electricity flows at an appropriate voltage and current level. An EV charging station may provide one or two cords to connect with EVs.
• Designated Eligible EV Charging Station. Shall mean electric vehicle charging stations designated by the agency for use under this policy. This shall apply to Level I, Level II and DC fast-charging stations.
• User. Shall mean any State or institution of IHE employee that makes use of the electric vehicle charging stations owned by the agency and/or located on State owned property for the purpose of charging a personal vehicle.
• Usage. Shall mean the frequency of use, amount of electricity used and the length of time a specific User charges their EV. This shall also mean the estimated cost for electricity used to charge a vehicle’s battery.

Monitoring Required

• Prior to offering workplace charging, the Agency or IHE shall develop an implementation plan. The plan shall contain the following:
  • The number of employees expected to use the Designated Eligible EV Charging Station on an annual basis,
  • The estimated costs, if any, to be paid by employees,
  • The estimated fiscal impact on the Agency or IHE and,
  • The number and location of Designated Eligible EV Charging Stations.
• The plan shall describe the process by which an employee gains approval to use the station and an explanation of how the Agency or IHE intends to comply with the reporting requirements of this policy and ensure the accuracy of reporting and shall include:
  • A description of the process by which Agencies or IHEs will track usage by employees,
  • Whether the designated stations are networked and capable of digital tracking and reporting, or
• If the stations are non-networked, the agency shall develop another method of tracking and reporting that shall provide a detailed description of the process used to collect accurate employee usage data.
• Agencies or IHE shall monitor all Usage of Designated Eligible Charging Stations as described in the plan and shall record all Usage by employees.
• Agencies or IHE shall have a system to monitor Usage in place prior to allowing the use of any Designated Eligible Charging Stations beginning on the effective date of this Policy.
• Agencies or IHE shall provide a draft of their implementation plan to the Colorado Energy Office for review and approval 30 days prior to the effective date of this policy.
• Agencies or IHE that intend to offer workplace charging to employees after the effective date of this policy must adhere to the requirements of this policy.
• Agencies or IHE shall annually report the results of monitoring to the Colorado Energy Office no later than 30 business days after the start of the State Fiscal Year.
  • This report shall be made in a form approved by the Colorado Energy Office and shall include: i. The identity of each individual User,
  • The frequency and duration of use for each charging station and employee,
  • The amount of electricity used,
  • The actual cost, if any, paid by the User and,
  • The cost to the agency of IHE for electricity used each month.

Use of Designated Eligible Charging Stations

• Users shall comply with any Agency or IHE registration and system requirements prior to using any Designated Eligible Charging Stations.
• Users shall only use Designated Eligible Charging Stations
• Usage shall be offered on an equal basis to all agency employees and, if deemed appropriate by such Agency or IHE, may offer Usage to employees from other Agencies or IHEs.

Fee not Required 

• Agencies and IHEs may offer use of Designated Eligible Charging Stations free of charge to employees as long as they comply with the monitoring requirements of Section 2 of this policy and the Office of the State Controller determines that the use continues to be considered a de minimis benefit pursuant to IRS Code §132(a)(4).
• Agencies and IHEs may assess a fee to employees for use of Designated Eligible Charging Stations. Any fee shall be charged to all Agency and IHE employees if the Agency or IHE decides to assess a fee. Agencies and IHEs shall be required to follow this policy regardless of whether or not a fee is charged.
• The Colorado Energy Office shall annually report to the Office of the State Controller, no later than 60 business days of the start of the new Fiscal Year, to determine if use of the Designated Eligible Charging Station continues to be considered a de minims benefit. 
   

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