This requires the lead department to co-ordinate the relevant groups across the organisation. There needs to be general agreement on the roles and key process features.
For those staff who elect to finance the purchase rather than pay outright for the e-bike, the payment flows need to be agreed. There are two main approaches for the employer:
- A wage advance
- An employee loan
Each organisation should seek its own legal/taxation advice to confirm which option is best suited. (As noted earlier, many public sector organisations are not legally allowed to offer a wage advance or employee loan. Financing offers through the supplier can be an alternative.)
The agreement defines the following, as a minimum:
- the type and price of the chosen e-bike
- the supplier
- the payment and collection process
- type of scheme (wage advance or employee loan)
- requirements of employees
- relevant contributions from the employer (repayable component) and employee (shortfall payment component).
The agreement will also cover exceptional circumstances (eg if the employee leaves the organisation prior to paying off the full amount). The employee agreement may need to include a caveat whereby final price is confirmed once total order numbers are known (as a minimum, the agreement should show the price range).
It is advisable that the supplier provides a pro-forma listing the e-bikes available, their pricing, and the discounts offered (including volume-based options if relevant). The employee can then just select their chosen e-bike model, including any preferences (eg colour).
The sign-up process will be open for a certain period after the ‘Have a go’ days (eg one or two months). A limited period is recommended so that employees are encouraged to make a decision, and as the supplier pricing may depend on order volume.
Based on the collated sign-ups, the organisation places the full order with the supplier.
Note: the scheme targets employees, but the organisation could also offer contract staff the opportunity to take part, and also family members of employees. However, these would be based on upfront payment of the full purchase price (less any agreed discount) rather than through a repayment approach.