Car sharing incentives terms and conditions

Car sharing permits and Preferential Parking

1. The University of Exeter Car Sharing Scheme is open to all staff and students as well as other users currently entitled to a Standard Parking Permit who are registered users of the University private car sharing group  (through carsharedevon.com with a confirmed car share team match). Details of the car share group can be found on the car sharing webpage.  A car share group (BUDi team)  must have at least two, University based, car driving members who car share for three days per week. Each group must have a designated lead driver whose responsibility it will be to apply for the Car Sharing permit. Member of the group who are drivers should also apply for an Authority to Park.
2. If the number in the group permanently becomes less than two, then the entitlement to a car share permit ceases and it is withdrawn. In such a case application for an ordinary Standard Permit or Authority to Park badge should be made.
3. A maximum of one Car Share Permits will be issued to each car share group.  Each group must have a designated lead driver whose responsibility it will be to inform the Campus Services Helpdesk (01392 724552), in writing, of any change to the group membership. Where the designated lead driver ceases to be a member of the scheme, the car share group should elect a new lead driver and inform the Campus Services Helpdesk of this change.
4. On days when a vehicle is not being used for car sharing then the Authority to Park fee will apply.
5. Drivers will be required to exchange  previously held Standard Car Parking Permits at the time of issue of a Car Share Permit.  The designated lead driver will co-ordinate this.
6. Car Share Permits will only be issued to those who car share on a regular basis. Ad hoc arrangements, such as attendance at conferences, meetings, and home visits, etc., will not entitle drivers to a Car Share Permit.
7. The cost of a Car Share Permit will be the same as the lowest Standard Parking Permit band per group.  This permit will be administered outside the salary exchange scheme and payments may be made using  by card or cheque. 
8. Where a member of staff joins the Car Share Scheme, payments deducted from salary under existing salary exchange arrangements will cease on issue of the Car Share Permits.
9. Permits will last for a period of twelve months, expiring in September each year, after which they may be renewed on application to the Campus Services Helpdesk (01392 724552) using the relevant forms.
10. Any permit holder changing a registered vehicle should notify the Campus Services Helpdesk (01392 724552) and they will be issued with a replacement permit free of charge.
11. Preferential car sharing parking spaces (denoted by blue 2+ markings in the parking bay) are located in Queens Car Park, Car Park D and Northcote House Car Park.  All spaces will revert to standard parking after 9.30am and at weekends. 

Emergency Travel Home (ETH) Scheme for car sharers

1. Introduction

The University Emergency Travel Home (ETH) Scheme will fund / part fund University formal car sharing teams a return journey home should their lift fail in the event of an emergency or unforeseen problem. This applies to staff car sharers only.  Applicants must be the passenger, as the ETH Scheme assumes that the driver will drive or make his / her own arrangements.  The applicant will be retrospectively reimbursed the cost of their travel.

2. How to apply

The ETH Scheme works by retrospectively reimbursing the costs incurred by an employee’s return journey home via an alternative mode of travel. The individual car share team member is responsible for arranging their own return journey, with reference to section 3 below.

Process

• Select your appropriate mode of travel (section 3) and make your OWN travel arrangements;
• Complete the Emergency Travel Home claims form;
• Get the ETH claims form certified by a line manager/supervisor OR car share team driver (as appropriate, see section 4 below for details);
• Send the form to the University’s Travel Plan Coordinator for review and approval (a cost code will be provided at this stage);
• Once your ETH claims form has been returned to you fully approved, submit an online expense claim – details of how to register can be found on the Finance website.
• When submitting the online claim proceed as follows:
• Select from the reason drop down list -  Emergency Travel Home
• Select the appropriate travel expense item(s)
• Follow the standard procedure in your College or Service for submitting the original travel receipts, including the completed ETH claims form; 
• You will be reimbursed in the standard way for expense claims via a BACS payment.

3. ETH Travel Mode

The University will only reimburse the cost of a taxi if it is proven that public transport was not an option for travel.

* A combination of options will be considered i.e Train/Bus followed by a Taxi.  No other modes of travel will be considered.

The ETH Scheme has a very limited annual budget and is provided to reassure car sharers of a return journey home that will not incur any unnecessary excessive costs to that employee.  Applications will be assessed and monitored to ensure no misuse of the ETH Scheme.

4.  Eligibility

To be eligible for the ETH Scheme, employees of the University must be formally registered members of University of Exeter Car Sharing Scheme (with a confirmed car share team match) and have been issued with a Car Share Permit by Campus Services Helpdesk:

You must have a valid reason for using the ETH Scheme.  Valid reasons include the following:

Circumstances in which passenger sharers may not use the ETH Scheme incldue the following:

• Previously scheduled medical appointments;
• personal errands;
• working late;
• business appointments/journeys;
• early office closure, for example during or in anticipation of extreme weather conditions, or a building evacuation;
• Holiday (including bank holidays and University Closure days) or long term sickness.

5.  General Terms and Conditions

• Car share teams are only eligible to apply for two reimbursements per academic year. Additional requests may be made, but offer no guarantee of being granted.
• Employees are responsible for making their own arrangements for their return journey home. Estate Patrol is not able to do this.
• Reimbursement will be in the form of a BACS issued to the employee, and will be sent from the Finance Department to the bank account.
• The University reserves the right to refuse an application for an Emergency Travel Home application.
• The University reserves the right to alter / withdraw the Emergency Travel Home scheme at any time.
• The University will not reimburse your travel costs into work should your ride fail.

Figure1: Emergency Travel Home Application Process Diagram

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