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GUIDANCE FOR HANTS.GOV.UK/WORKPLACECYCLING APPLICANTS
GUIDANCE FOR
HANTS.GOV.UK/WORKPLACECYCLING
APPLICANTS
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CONTENTS
INTRODUCING WORKPLACE CYCLE PARKING GRANTS AND E-BIKE LOANS ..................3
HOW WE AWARD FUNDS AND HOW YOU WILL BE NOTIFIED ............................................... 12
HOW IT WORKS AND WHO CAN APPLY ...............................................................................................5
APPLICATION CHECKLIST ........................................................................................................................ 14
FREQUENTLY ASKED QUESTIONS ....................................................................................................... 16
WHY YOU SHOULD APPLY .........................................................................................................................4
HOW TO PROMOTE YOUR NEW FACILITIES TO STAFF ............................................................... 13
WHAT THE MONEY CAN BE USED FOR ................................................................................................ 7
MONITORING REQUIREMENTS ............................................................................................................. 11
HOW THE APPLICATION PROCESS WORKS ......................................................................................9
THINGS TO CONSIDER .............................................................................................................................. 15
HELPFUL LINKS AND CONTACTS...........................................................................................................17
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INTRODUCING WORKPLACE CYCLE PARKING GRANTS AND E-BIKE LOANS
We’re helping organisations in Hampshire support more sustainable travel to the workplace, with a choice of two fantastic funding opportunities:
• grants to install cycle parking facilities at work;• free e-bike loans.
Successful applicants will need to:
• sign up to a Cycle to Work scheme, which enables staff to save money on bikes and accessories (not required for e-bike loans);
• commit to monitoring the number of staff cycling to work via a workplace travel plan.
It is Hampshire County Council’s aim to help workplaces develop and promote more sustainable travel to work. Workplace Cycle Parking Grants and Loans are funded by the government’s Active Travel Fund.
For full eligibility criteria please see page 5.
“WHEN OUR SALES STAFF GO OUT TO MEET CLIENTS ON A BIKE, IT’S A GOOD ICE BREAKER.”
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WHY YOU SHOULD APPLY?
Cheaper travel to work
Healthier, happier staff – reduced sickness and improved staff retention
Improves parking opportunities for staff and customers
Helps attract staff
Reduces your environmental impact
Helps fulfil CSR (Corporate Social Responsibility) objectives
Less air and noise pollution
Improves links to your local community
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HOW IT WORKS AND WHO CAN APPLY
To be eligible for a workplace cycle parking grant or e-bike loan you must:
• be an organisation located within the county boundaries of Hampshire;• employ between 10 and 5,000 employees;• complete the application form;• if applying for an e-bike loan, have suitable insurance for the bike;• if applying for an e-bike loan, provide appropriate helmets and lights to those using the bike;• intend to commit or already commit to a Cycle to Work scheme. (Not required for e-bike loans);• as an organisation, support a shift towards sustainable travel via a Workplace Travel Plan;• own the land or have permission from the landowner for where you want to install cycle parking
– grants will not be awarded for use on public highways. (Applies to cycle parking grants only).
Applications from organisations that will part-fund their cycle parking facilities will be looked upon favourably.
We welcome applications from:
• individual organisations;• groups of two or more organisations, such as business, industrial and retail parks; • NHS and other health care providers;• schools, colleges and other educational providers;• charities and community interest companies;• voluntary, community and social enterprises;• limited companies.
We cannot award grants to:
• individuals;• those looking to be awarded the grant to fulfil planning obligations;• organisations outside of Hampshire;• those planning to use the grants for maintenance and repairs of existing cycle parking,
insurance for bikes, or helmets and lights for cyclists.
Funding will be awarded at the Council’s discretion based on the information provided in the application form.
WHO IS ELIGIBLE TO APPLY?
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CHOOSING A CYCLE TO WORK SCHEME
Cycle to Work scheme providers vary in what they offer. You should look for one that genuinely offers employees access to a bike of their choice:
• a scheme that sources bikes from a range of national and local suppliers including local bike shops;• includes specialist suppliers e.g. for adapted, cargo or folding bikes;• provides the employer with support and advice before and during the scheme set up;• provides the employee with support and advice and costed examples;• offers a range of options for the employee at the end of the hire period; • does not charge the employer for the services they provide.
More information on Cycle to Work schemes can be found in the helpful links section.
WHAT IS A CYCLE TO WORK SCHEME?
HMRC offer a salary sacrifice cycle scheme which helps your employees to save money on bikes and accessories while reducing your National Insurance contributions. It enables employees to save between 20% and 40% (depending on their income); employers benefit from 13.8% in National Insurance contribution savings and 0.5% on the Apprenticeship Levy. There are a number of providers who will run Cycle to Work salary sacrifice schemes on your behalf.
Previously the HMRC scheme was capped at £1,000 which meant that certain bikes such as e-bikes, or adapted bikes for people with mobility issues were effectively excluded due to their higher costs. Recent changes have resulted in an uncapped scheme that enables employees to choose higher value bikes to suit their needs. For example, e-bikes for hilly or longer commutes, folding bikes to take on public transport, or cargo bikes and handcycles. There is no cap, as long as the salary sacrifice does not take the employee below the national minimum wage.
Successful applicants must intend to commit or already commit to travel planning measures, such as a Cycle to Work scheme. (Not required for e-bike loans).
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WHAT THE MONEY CAN BE USED FOR
The workplace cycle parking grants and e-bike loans can be used in two ways:
• to install cycle parking facilities at work – this can include cycle stands, shelters and secure storage;• for free loans of an e-bike/e-cargo bike through Hampshire Transport.
If you are unsure whether what you are applying for fits into one of these categories, please contact us to discuss the details of your application at [email protected].
The total cost of your application for cycle parking must include the cost to purchase, deliver and install the facilities. This should be exclusive of any VAT that you can reclaim through HMRC. We ask that you supply three quotes with your application, as quotes can often vary from supplier to supplier and we want to ensure best value for money.
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HOW MUCH FUNDING CAN YOU APPLY FOR?
• Organisations with 10-100 employees can apply for a grant of up to £15,000;• Organisations with 101-250 employees can apply for a grant of up to £10,000;• Organisations with 250+ employees can apply for a grant of up to £5,000.
• Organisations can access a one year trial loan of an e-bike.• The following options will be available to you:
• an e-cargo bike;• an e-bike.
Applications from organisations that will part-fund their cycle parking facilities will be looked upon favourably.
FOR CYCLE PARKING FACILITIES:
FOR E-BIKES:
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Read this guidance and the terms and conditions.
Decide whether you want to apply for a grant to install cycle parking facilities, or an e-bike loan. For either funding you will need to commit to a Workplace Travel Plan.
If you are applying for a grant for cycle parking facilities, you need to own the land or get permission from the landowner, and check whether you need planning permission. You will also need to sign up to a Cycle to Work scheme. If you can part-fund your cycle parking facilities this will be looked upon favourably.
For an e-bike loan, if you are successful you will need to organise suitable insurance for the bikes and provide helmets and lights to those using the bikes.
Complete your application form and upload all the required accompanying documents. For cycle parking grants, you’ll need to provide a current bike count, a bike spaces count and complete the first staff survey. You’ll also need to supply three quotes for the cycle parking. You’ll need to provide evidence of an existing or intended commitment to a Cycle to Work scheme. For either funding, you’ll need to show a plan and photos of the proposed location of the cycle parking or e-bike storage location.
You’ll hear back from us within four weeks of the application closing date. If you are successful, we will write to tell you in a notification letter. If you are unsuccessful, we will write to you explaining why.
HOW THE APPLICATION PROCESS WORKS
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Promote your new facilities to your staff, and send your monitoring data to [email protected]
For cycle parking, once your installation has been verified, send us a copy of your bank details and you will receive the grant into your nominated bank or building society account.
If you’ve been successful with an application for cycling parking, make your purchase and proceed with installation. Send your final paperwork, a copy of the claim form, a copy of supplier’s VAT invoice(s) and contact [email protected] to arrange a site visit so we can verify the installation.
If you’ve been successful with your e-bike loan, Hampshire Transport will be in touch with the details.
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Successful applicants will be required to do some quick and easy monitoring of cycling amongst their staff so we can measure the effectiveness of the funding.
During the application process we will ask for a short bike count, a bike spaces count and completion of your first staff survey.
After the funding has been awarded, we will require another count survey and a staff travel survey, after six months and one year, to reflect seasonal changes.
For e-bike loans, additional monitoring will be required depending on the terms and duration of your loan.
More information on monitoring will be provided to successful applicants.
MONITORING CYCLE PARKING E-BIKE LOAN
Bike count With application and after a year and a half
Bike spaces count With application and after six months
Staff travel survey With application and after six months and 12 months
With application and after six months and 12 months
Register/log of use, travel diary, user survey
Depending on terms/ duration of loan
Case studies After six months After six months
MONITORING REQUIREMENTS6
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HOW WE AWARD FUNDS AND HOW YOU WILL BE NOTIFIED
To be eligible for funding, applicants must comply with the criteria for funding set out in this document.
Applications will be reviewed by Hampshire County Council’s Delivery and Implementation Team. The Council will look favourably on applications which take into account the following:
• Community and visitor benefit;• Supporting a workplace travel plan and/or Corporate Social Responsibility (CSR) objectives
to reduce carbon emissions and support the climate change agenda;• Supporting key workers;• For cycle parking facilities, we will prioritise applications which clearly identify the type and
location(s) of the proposed parking, and applications that offer part-funding towards the facilities by the organisation.
In some circumstances applications maybe rejected based on funding available and the standard of applications received. Funding will be awarded at the Council’s discretion based on the information provided in the application form.
HOW YOU WILL BE NOTIFIED OF THE OUTCOME OF YOUR APPLICATION
We will write to you to tell you the outcome of your application within 4 weeks of the application deadline.
If your application is successful, we will send you an award notification letter alongside information on what you need to do next.
If your application is unsuccessful, we will write to you offering an explanation as to why you were unsuccessful.
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Email updates to all employees
Promotional posters around the workplace
Promotion within company newsletters
Promoting new initiatives in meetings
HOW TO PROMOTE YOUR NEW FACILITIES TO STAFF
Once you've got your new facilities in place, it's important to let your staff know, and encourage them to make use of them.
“STAFF ARE ABLE TO USE THE BIKES DURING LUNCHTIMES TO GET SOME FRESH AIR.”
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APPLICATION CHECKLIST
When you are ready to apply, please visit hants.gov.uk/workplacecycling.
When completing the application form please remember that it is the only information we will use when making our decision on the success of your application.
Please ensure forms are completed in full and that you provide as much detail as possible to highlight the potential for the proposed facilities at your workplace.
If you are unable to complete the form online please contact us for a paper copy at [email protected].
APPLICATION CHECKLIST
Please ensure you include the following when completing your application form in full:
1. For cycling parking, three quotes from your suppliers. These must be written, itemised quotes, for your site. We cannot accept quotes directly from catalogues.
2. A plan showing the proposed location of the development on your site (a simple Google Maps screenshot showing your site with the proposed cycle parking/e-bike location indicated will suffice).
3. Photo(s) of proposed location for cycle parking or e-bike storage.
4. Provide a current bike count and a bike spaces count.
5. A completed staff survey form.
6. Evidence of an existing or intended commitment to a Cycle to Work Sheme or Workplace Travel Plan.
7. A completed sign-off sheet should be uploaded at the end of the application.
NOTES ON COMPLETING THE APPLICATION
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THINGS TO CONSIDER
There are many options available to you for your cycle parking facilities, including:
• stands;• racks—1 tier and 2 tier;• wall racks.
For more information on storage options, and to help you find the right storage for your workplace please visit: Cycle parking and bike racks for your workplace
DO YOU NEED PLANNING PERMISSION?
Before starting your application you will need to know if your proposed facilities will require planning permission. To do this you will need to review the planning regulations for your local area, this can be done by visiting your local council’s website where they will have details of local planning regulations or who to contact regarding planning permission.
WHAT PARKING FACILITIES ARE SUITABLE?
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FREQUENTLY ASKED QUESTIONS
How will I know if I require planning permission for the installation of the facilities detailed in my application?
You can find details of the planning regulations and who to contact regarding planning permission in your area by visiting your local council's website.
What is a Workplace Travel Plan and how can I get one?
More information can be found on Workplace Travel Plans in the following section of helpful links.
Can I apply for a cycle parking grant and e-bike loan, or only one?
Applicants are only able to apply for either an e-bike loan or a cycle parking grant.
If I am applying for an e-bike loan, do I need to source the bike myself?
If you are applying for an e-bike loan you do not need to source the e-bike. The application is for the loan of an e-bike through Hampshire Transport. No funds will be sent to you for this loan, instead Hampshire Transport will supply you with the e-bike.
If you have any other questions please contact us at [email protected]
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HELPFUL LINKS AND CONTACTS
Government Cycle to Work scheme implementation guidance for employers: gov.uk/government/publications/cycle-to-work-scheme-implementation-guidance
Cycling advice from My Journey: myjourneyhampshire.com/cycle/
The Cycle to Work scheme explained by Sustrans: sustrans.org.uk/our-blog/get-active/2019/everyday-walking-and-cycling/the-cycle-to-work-scheme-explained/?gclid=EAIaIQobChMI3MCoubn17AIVmpntCh1vZgCREAAYBCAAEgKi6fD_BwE
We Are Cycling UK information on cycle parking and bike racks for your workplace:cyclinguk.org/article/campaigns-guide/cycle-parking-good-practice?gclid=CjwKCAjwqcKFBhAhEiwAfEr7zZ9kJS15DggZ6SNQ2vHcSmVR74HYphaRhvRtNugxpU_kL-Rnd8webBoCvOIQAvD_BwE
If you are a local authority, school, academy, police or emergency services or NHS body a competitive route to procure staff benefit schemes can be found here: espo.org/Frameworks/People-Professional-Services/319_19-Staff-Benefits
If you have any other questions please contact us at [email protected]
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