When you switch to reimbursement based on vehicle data, your car policy should say so. We provide an addendum template (for Belgium) that you can add to your car policy or to the employment contract. Have it reviewed by your legal or HR advisor before use.
What the addendum covers
Article | Topic | Key points |
1 | Charging infrastructure and locations | Charging at work is free. Home charging is measured through car telematics, with any safe charger that complies with the AREI/RGIE regulations. The public charge pass is a secondary solution, with rules for fast charging, an optional monthly cap and idle fees paid by the employee. |
2 | Reimbursement of home charging | Only the kWh charged into the company car are reimbursed, at the CREG reference rate for the employee's region. The employee must keep the app, telematics link, home address and IBAN up to date. Payment is made monthly. |
3 | Data protection (GDPR) | Only charging data is processed. No trips, speed or parking locations outside charging sessions. |
4 | Loss, theft, fraud and violations | Report a lost or stolen card within 24 hours. Manipulating data or charging other vehicles is a serious breach. |
5 | Suspension and termination | Charging rights follow the right to use the company car. On departure, the card is returned and the EEVEE link is deactivated. |
Points to decide before you use it
The monthly cap on the public charge pass, if any.
Your internal rules for office charging, such as moving the car once it is charged.
Full template
CAR POLICY – ADDENDUM: ELECTRIC VEHICLE CHARGING REGULATIONS (EEVEE CAR TELEMATICS)
BETWEEN: [EMPLOYER NAME], having its registered office at [EMPLOYER ADDRESS], registered in the Register of Legal Entities (RPR) of [RPR CITY] under company number [BE 0XXX.XXX.XXX], duly represented by [NAME AND TITLE OF DIRECTOR]; hereinafter the 'Employer';
AND: [EMPLOYEE NAME], residing at [EMPLOYEE ADDRESS]; hereinafter the 'Employee'.
IT IS AGREED AS FOLLOWS:
The Employee declares to have read and explicitly agrees to the provisions of this addendum to the Car Policy / Employment Contract regarding the electric charging of the company vehicle (fully electric or plug-in hybrid) made available to them (hereinafter the '(PH)EV').
Article 1. Charging infrastructure and locations
Electric charging of the (PH)EV may take place at office/work locations, at the Employee's home address, or via the public charging network.
1.1 Charging at the work location. Charging the (PH)EV at the Employer's designated charging points is free of charge for the Employee. The Employee must comply with internal parking and charging rules at the office (e.g. moving the vehicle once the battery is sufficiently charged to free up charging stations for colleagues).
1.2 Home charging via car telematics (EEVEE Mobility). Reimbursement for home charging does not require a specific smart charging station or dedicated hardware meter. Home charging is tracked and registered automatically through direct integration between the vehicle's connected telematics and the EEVEE Mobility platform. The Employee may use any safe, compatible home charging point or wallbox, provided the electrical installation complies with AREI regulations. Charging sessions at home are identified and measured directly via the vehicle's data connection.
1.3 Public charging and charge card. The Employer provides a professional charge card (and/or charging app) for public charging points. The public charge card is a secondary charging solution, for when charging at work or at home is unavailable or insufficient. Fast charging (DC/HPC) along highways must be limited to situations where it is necessary for the performance of duties or long journeys, given the significantly higher cost per kWh. Public charge card usage may be capped by the Employer at [€ XXXX.XX] per month. Expenses with unauthorised charge cards or credit cards are not reimbursed without prior written approval from the Employer. Idle fees for occupying a public charging station after charging is complete are fully borne by the Employee.
Article 2. Reimbursement of home charging costs via EEVEE Mobility
2.1 General principle. The Employee initially pays for home charging electricity via their private energy bill. The Employer reimburses exclusively the actual kilowatt-hours (kWh) charged into the company vehicle, calculated through EEVEE Mobility car data in accordance with applicable Belgian tax and social security regulations (FOD Financiën / RSZ).
2.2 Vehicle connectivity and EEVEE app setup. The Employee installs the EEVEE Mobility app and connects the vehicle's official OEM connected car account to the EEVEE platform. The Employee correctly sets up their home address and personal IBAN, and keeps vehicle data sharing active at all times. The company vehicle must be compatible with EEVEE Mobility's telematics integration. If connectivity is intentionally disconnected or interrupted through the Employee's negligence, unrecorded home charging sessions cannot be reimbursed.
2.3 Reimbursement rate (CREG reference rate). The reimbursement per kWh is based on the CREG reference rate (all-in residential electricity rate per kWh) for the region where the Employee is domiciled, as published by CREG and integrated into the EEVEE platform. The Employee acknowledges that this flat-rate reimbursement is a method accepted by the tax authorities and may differ from their actual energy bill. Employees with solar panels, a home battery or a dynamic energy contract also use this CREG structure; any gains or losses from differences with the CREG rate accrue to are borne by the Employee.
2.4 Payment. Reimbursement for recorded home charging sessions is paid automatically every month, after the EEVEE invoice is paid by the employer, via EEVEE Mobility, into the IBAN provided in the EEVEE app.
Article 3. Data protection and privacy (GDPR)
Data retrieved from the vehicle telematics via EEVEE Mobility serves solely to calculate, reimburse and audit company car charging costs, for fleet management and for tax and accounting obligations. The Employer and EEVEE Mobility do not monitor or store real-time driving locations, trip history, driving speed or parked locations unrelated to a charging session. Only charging-specific data points are transferred: identification data (name, email address, IBAN); vehicle data (make, model, VIN, mileage for battery efficiency calculation); charging data (date, start and end time, kWh, charging speed, charger type, and the GPS location of the charging session categorised as 'Home', 'Work' or 'Public'). Processing complies with the General Data Protection Regulation (GDPR).
Article 4. Loss, theft, fraud and violations
In case of loss, theft or damage of the public charge card, the Employee immediately blocks the card via the EEVEE and informs the Employer within 24 hours. Administrative fees for re-issuance due to negligence may be charged to the Employee. Manipulating vehicle telematics data, manually overriding home charging locations to misclassify sessions, charging non-company vehicles or any other form of fraud is a severe breach of contract. This may lead to revocation of charging facilities, disciplinary action, recovery of unduly paid amounts and/or termination for cause.
Article 5. Suspension and termination of the employment contract
When the employment contract is suspended (e.g. long-term illness, career break) and the right to use the company car is suspended, the right to use the charge card and home charging reimbursement via EEVEE is suspended as well. On termination, the charge card is handed in no later than the last working day, and the vehicle link in the EEVEE app is deactivated by the Employer.
Executed in [LOCATION], on [DATE], in two original copies, each party acknowledging receipt of one signed copy.
The Employee: [EMPLOYEE NAME] (handwritten 'Read and approved')
For the Employer: [NAME OF REPRESENTATIVE], [TITLE] (handwritten 'Read and approved')