Car Scheme Frequently Asked Questions

Getting started

 

1. Who is eligible to join the scheme?

The scheme is only eligible to employees on the University's payroll who hold a full valid United Kingdom/EC/EEA driving licence. Individuals engaged on a claims basis and Graduate Teaching Fellows are not eligible.

Normally, only employees with a minimum of 12 months continuous service with the University are eligible to participate, although the Director of Human Resources may agree to offer the benefit to other senior appointments as part of a recruitment package which will be detailed in the further particulars for the appointment.

In order to be eligible to participate, an employee’s current contract of employment (i.e. until the expiry of a fixed term contract or their contractual date of retirement) must run for at least as long as the agreement that they are signing up to, dated from the commencement of the agreement.

Employees will not be eligible to participate if the effect of the salary exchange arrangement - together with any other salary exchange arrangements which apply to their salary - would be to reduce their pay below the National Minimum Wage or the Earnings Threshold for National Insurance Contributions.

 

2. I am based in Cornwall. Am I eligible to join the scheme?

As long as you fulfil the eligibility criteria outlined in No 1, then you are eligible to join the scheme. Vehicles can be delivered to both Devon and Cornwall addresses/campuses.

 

3. What is included in the quote given by the salary exchange calculator?

The vehicle, routine servicing, maintenance and repair, tyres, batteries and exhausts, Road Fund Licence, MOT, insurance and Breakdown & Recovery.

 

4. What is not included in the quote?

Fuel is not included. Any repairs beyond fair wear and tear must also be paid by the employee.

 

5. What does the salary exchange calculator show?

A calculation of the total monthly cost to the employee including insurance, VAT, benefit in kind and administration costs. The calculator shows the tax and national insurance savings made via salary exchange arrangements.

 

6. Why do I have to pay an admin fee and how much is it for?

The University is offering salary exchange benefits on a cost neutral basis where possible. Because of the administration required to support the Car Scheme an admin fee of £5 per month will be levied. This will be deducted from your net salary and will show as a separate deduction on your pay slip.

 

7. How long is the quote valid for?

Your online quote is valid on the date that you request it and will remain valid for 7 days. Vehicle lists are updated quarterly as standard and more frequently where there are significant model changes.

 

8. How do I place an order?

You are asked to place an order on behalf of the University of Exeter with the supplier.  Using the ALD Automotive website you need to follow the instructions under 'Order - Order your car'.  Quotes will be valid for 7 days. Your order will need to be authorised by HR to confirm that you meet the eligibility criteria before your order will be confirmed.

9. Who should I contact if I need assistance in placing an order?

ALD Automotive offer support via an experienced Customer Service Team on 01604 747046 and a dedicated email address  ExeterSalaryExchange@aldautomotive.com where the team act as a single point of contact for all employees’ quotation needs. This support includes, but is not limited to, specific quotations to include dealer fitted options and estimated lead time information.

 

10. How long is my agreement for?

You can sign up for an agreement lasting either 24 months or 36 months. The choice is yours, however please also see question 1.

11. What annual mileage is my agreement calculated on?

At the point when you place an order you will be asked to state your annual mileage. Vehicle lists are shown at 10,000, 15,000 and 20,000 miles per annum on the website.  If your mileage varies significantly from these values, please contact the Fleetdesk on 01604 747046 to arrange an individual quote.  If you go over this mileage during the agreement you will be charged an excess mileage charge. Please see Question 37.

 

12. I placed an order yesterday and have now changed my mind. What do I need to do?

You must contact the Customer Services team on 01604 747046 immediately. Prior to delivery there may be an option to cancel an order, however, this may be subject to a cancellation fee. This will be based on whether you have ordered any non standard customisations – e.g.. a vehicle ordered with yellow leather seats is likely to be subject to a higher cancellation fee than a standard vehicle as it will be more difficult to sell. Once vehicle delivery has taken place the only method to cancel would be via an early termination fee.

 

13. What is in the driver’s pack?

The following is included as standard – carpet mats, tax disc holder, driver card and key fob.

14. How quickly after placing an order will I hear anything?

Once you have decided upon a vehicle you can contact the Fleetdesk at ExeterSalaryExchange@aldautomotive.com or telephone 01604 747046 with make, model, and any other extras you require.  The Fleetdesk will provide an estimate of the lead time for that vehicle.  You will be sent an Acceptance of Quote form which needs to be completed and then authorised by HR after your eligibility has been checked.  An order confirmation email will then follow from ALD Automotive within five days to confirm that the vehicle has been ordered and to advise of the expected date of delivery.   

15. How long after ordering will it take for the car to be delivered to me?

Delivery time can take between one week (if a vehicle with the specifications you have requested is at a dealership) and 6 months (if it has to be built at a factory). You need to complete the Acceptance of Quote form and this needs to be authorised by HR.  Five days after approval of the order ALD Automotive will call you to let you know an estimated delivery date.