Employee car leasing and cash alternative scheme conditions (live scheme) FOR EMPLOYEES ON BAND 9 AND ABOVE Effective from August 2007

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1 Employee car leasing and cash alternative scheme conditions (live scheme) FOR EMPLOYEES ON BAND 9 AND ABOVE Effective from August INTRODUCTION This Scheme provides a leased car of the employee s choice for Authority business and private travel. The Council will pay for servicing and repairs, road fund licence, insurance and membership of a Recovery Motor Club such as the AA or RAC. Eligible employees are advised to seriously consider the alternatives to taking out a leased car. These are set out below. Employees must ensure they are fully aware of the financial commitments of joining the leased car scheme. Leased car drivers face an increased tax liability and it is likely that this liability may increase over future years. Employees who normally receive an Essential User Allowance are particularly reminded that they lose the Essential User Lump Sum whilst they have a Leased Car. Whilst in the Scheme the employee s rights to Essential Users Fuel Allowance (which is higher than the Leased Car Fuel Allowance) are suspended. Any existing Council Car Loan must be repaid upon delivery of the leased car. Employees wishing to join the Scheme must study all the following conditions before applying. They shall be deemed to have accepted all the conditions on making an application for a leased car or whichever alternative they choose. 2 ALTERNATIVES TO A LEASED CAR Whilst a leased car might be a sound choice for some employees, many might find the alternatives more financially advantageous. Advice is available from the lease car section on the number shown at the bottom of this Section and employees are strongly advised to use this facility before making their choice. In addition to the casual or essential user options, alternatives to a leased car include:- A. Monthly Cash Alternative - Employees are offered a monthly cash alternative based on 85% of their leased car allowance. The rate remains fixed for four years. Employees who opt for this cash alternative will no longer be eligible for a leased car. Appendix C is an example of the Variation to Contract letter that employees accepting any option that removes the entitlement to a leased car, would need to sign. Employees will continue to receive the 85% cash alternative for as long as they would otherwise have remained eligible for a leased car. Under this option employees are not eligible for essential or casual user payments and would claim business mileage at the appropriate leased car rate. Employees may use the cash alternative to purchase a car with a Council Car Loan.

2 B. Council Car Loan - Employees can take out a low interest car loan for up to 10,000. This could be used to purchase an ex-leased car, a new car or any other suitable vehicle. A summary of the Car Loan Scheme is provided as appendix B. By itself, this option does not require employees to give up their right to a leased car i.e. an employee can take out a Council Car Loan and not lose their entitlement to a leased car. C. Buy Out of Leased Car Option - employees are offered 500 if they give up their right to a leased car through acceptance of a variation to contract. They would then claim the essential /casual user mileage rate as set out in their contract of employment and could still take out a Car Loan. The 500 will need to be repaid if the employee leaves the Council of their own accord or accepts a new contract of employment with the Council that does not have a leased car entitlement, within 4 months of accepting this option unless the employee s Director agrees to waive this requirement. D. Early Termination - In years 3 and 4 of the lease contract and with four weeks written notice to the Fleet Manager, the Council will pay the termination charges. If the Council pays the termination charges then the employee will no longer be entitled to a leased car. Employees will need to pay all other termination charges including excess mileage charges (there is no rebate for under used mileage on early termination). These charges apply even if the Authority keeps the leased car for whatever reason. Employees can then accept the 500 Buy Out as well as a take out a Car Loan. Employees that accept the Monthly Cash Alternative would be liable for all the early termination charges. Employees who do not exercise the Buy Out or Monthly Cash Alternative options and pay all the termination charges themselves, will retain their entitlement to a leased car. However they will not be able to take out a new lease until after the normal termination date of the lease that was terminated early. Employees will need to repay any early termination charges paid by the Council if they leave the Council of their own accord within 4 months of the lease terminating unless the employee s Director agrees to waive this requirement. Employees accepting a new contract of employment that has an entitlement to a leased car may accept a leased car or appropriate alternative options even if, under their previous contract, they had accepted a variation to contract that had removed their entitlement. So, for example, an employee on band 8 may opt for the 500 buy-out and thus lose their entitlement to a leased car. However, if they were to subsequently accept a band 9 post that had a leased car entitlement they could take up that entitlement or any of the alternatives such as the 85% monthly cash alternative. To apply for any of these alternatives to a leased car - or discuss the details further contact Peter Neville ( ). An application form and summary of conditions is provided as Appendix D. 3 ELIGIBILITY FOR A LEASED CAR Eligibility for new employees appointed to posts since 30 April 1992 is not automatic but is an option available at the discretion of their Director.

3 A new employee is anyone, including existing employees, who accept a new contract of employment with the Council. Leased car drivers that accept a contract of employment that does not have an entitlement to a leased car, may, at the discretion of their Director, continue to use the leased car until that leased car contract expires. That discretion will be exercised in consultation with the Director of Resources Corporate Management Team has delegated authority to agree changes to an employees leased car arrangements where there is no additional cost to the Authority. 4 THE LEASED CAR SCHEME PROVIDES a leased car on a 4 year contract, with factory or dealer fitted extras / accessories of the employee choice (sunroofs must be factory fitted). Bull bars are not permitted. Towbars may be fitted before or after delivery, subject to prior agreement with the Fleet Manager all servicing and mechanical repairs, replacement batteries, exhausts, and tyres including puncture repairs in accordance with the manufacturers recommendations (except if any caused by the neglect or abuse of the employee) Road Fund Licences breakdown cover including Homestart, Relay and European cover comprehensive car insurance 5 EMPLOYEE RESPONSIBILITY FOR THE LEASED CAR The employee must:- ensure that servicing and maintenance of the leased car is carried out in accordance with the manufacturers instructions including MOT Testing. This includes checks of the oil, water, battery, brake and any other fluid levels, tyre pressures and condition. The employee pays for any oil and fluids used between services. ensure that road fund licences are received and displayed by the due date keep the car clean at their own cost and ensure that the car is in a roadworthy condition ensure the security of the leased car ensure that at the end of the hire the car is returned, in good and clean condition with regard to age and mileage, to the Fleet Manager at the Town Hall, Lymington. The employee will not be reimbursed the cost of accessories left on the car at the end of the lease. 6 EMPLOYEE PAYMENTS IN RESPECT OF THE LEASED CAR Employees pay:- monthly contributions for the car rental and/or insurance - deducted from the employees salary. The Council pays the rental to the leasing company and recovers the difference

4 between the employee s monthly allowance and the rental from the employee s salary. The allowances are set out in Appendix A (i). for all fuel. The employee pays for all fuel and then claims for the business mileage they have undertaken at the current leased car mileage rate. The Council will not pay for journeys between home and designated base. Employees should use their leased car for business journeys and take other employees as passengers when appropriate. any appropriate insurance excess. any parking fines. Failure to do so promptly may result in the employee being charged the original fine plus the leasing company s administration fee. any early termination charge. New employers may be willing to accept the transfer of an existing leased car. The Authority would normally allow this and waive any termination charges. No termination or excess mileage charges are payable by employees that retire or are made redundant. Employees who are disqualified from driving or cease to hold a valid driving licence will have their lease terminated and be liable for any termination charges. Under Section 2 above there is provision for the Council to pay part of the early termination charge. the cost of bringing the car into reasonable and clean condition at the end of the lease, taking into account fair wear and tear. Repairs to cars returned at the end of the lease may not be covered by Council s insurance and the employee is then liable for the full cost of repair / valeting, i.e. not just the excess. (Note: Fair wear and tear does not include cracked headlamps, vandalised aerials, body damage, scratches to the paintwork longer than 4 inches or that reveal bare metal, tears or cigarette burns to the interior or substandard repair work). Mileage Charges and Rebates. At the end of the lease the Council will be charged for actual miles in excess of contracted miles. Appendix A (iii) sets out the excess mileage charges and the basis of calculation of charges and rebates. Tax. The tax position is subject to change and is outside of the Council s control. At present, the taxable benefit of a leased car is based on % of the list price including delivery and extras (known as its P11D value). That percentage depends on the CO 2 rating of the car generally the higher the CO 2 rating and price of the car is the greater the tax liability. Advice on the likely tax liability of leasing a particular car can be obtained from the Fleet Manager. Any sum owed by the employee to the council by way of these Scheme Conditions will usually be deducted directly from the employees salary and/or from any superannuation benefits payable to them by the Council. 7 INSURANCE OF LEASED CARS Comprehensive insurance cover is provided for the employee, their spouse and any other member of their immediate family of driving age who normally resides with the employee. One additional driver may also be permitted. There is an excess of of this is borne by the employee. The employee s business unit pays the balance. If the employee is under 25 years of age or the driver of the car is other than the employee, e.g. a spouse or sibling the excess borne by the employee is 200.

5 Employees who choose a car which is in a higher insurance group than the standard level for their band will need to pay a monthly contribution by means of deduction from their monthly salary in accordance with the table below. For each additional group the employee will be required to pay an additional 5 per month. This contribution is reduced by 50% if the leased car is ordered with a burglar alarm and immobiliser. Band Standard Insurance Group The standard insurance group and insurance group categorisation of specific cars will be determined by the Director of Resources. There is no credit for choosing a car beneath the relevant standard group. Any car over insurance group 14 must be ordered with an alarm and immobiliser. If the employee, spouse or any other driver nominated by the employee has :- been involved in a motor accident or claim in the past three years; been convicted of any motoring offence INCLUDING speeding; suffered from physical, or mental infirmity, diabetes, fits or a heart complaint; been resident in the UK for less than 3 years; then an additional premium and/or higher excess may be payable by the employee. Responsibility for the excess remains with the employee regardless of blame. The Council will attempt to recover the excess from the third party where they are clearly to blame. The insurance policy has a 125 limit on the loss of personal effects. Personal items such as brief cases or cameras and Council property left on display in an unattended leased car are not covered. Such items should be locked away in the boot or removed from the car altogether overnight. Computers, including laptops, must NEVER be left in an unattended car - not even in the locked boot. The employee will be liable for the cost of repairs to the leased car and of replacing stolen Council property arising out of non-compliance with this important condition. Reporting Accidents or Theft All accidents (including near misses) or thefts must be reported to the Fleet Manager. The employee should obtain a written repair estimate and will be advised when any repairs may proceed. Many repairers provide a free courtesy car whilst the leased car is being repaired. Failing that, and if the employee s Director agrees, John Steeds, (NFDC Transport Manager ) can obtain a very basic hire car the cost of which is borne by the employee s business unit. Use of the leased car abroad is allowed. Written application ( s encouraged) must be made at least 30 days before the journey commences. Green Cards are not required for the majority of European countries but drivers must take their current leased car insurance certificate with them. 8 MATERNITY LEAVE AND LEASED CARS Special conditions may apply - seek guidance from the Fleet Manager.

6 9 PURCHASING THE LEASED CAR The employee, or any contact of the employee, may purchase the car at the end of the lease if the Authority does not wish to keep it. These conditions do not imply any guarantee as to the purchase price which is the subject of direct negotiation between the purchaser and the leasing company. 10 DEMONSTRATOR CARS The Council will not normally arrange demonstrators. Employees who in making their own arrangements for a demonstrator, make reference to being an employee of NFDC and entitled to a Council leased car, must notify Peter Neville who will ensure that the Councils interests are protected. The employee must be the predominant user of the demonstrator and must be genuinely interested in obtaining that particular model of car. The employee must inform the supplier of when they are due to exercise their entitlement to a leased car. Arrangements for delivery and return of demonstrator cars shall be the sole responsibility of the employee. 11 LEAD-IN CARS It is the employee s responsibility to ensure that the leased car they choose to order can be delivered by the date required. However, if the employee has ordered their car in good time (approximately 12 weeks before it is due), and it cannot be delivered on time then their Director will normally agree, in writing (using the form available from Peter Neville or Sue Bulbrooke) to a lead -in car being obtained from the leasing company that will be providing the leased car. Employees should bear in mind that not all leasing companies offer a lead-in car facility and that this arrangement is not an entitlement and it maybe withdrawn at any time and without notice. Lead-in cars are obtained at a rental up to the employees current allowance i.e. the allowance that will apply to their new leased car. Employees have no choice of lead-in car but such cars are typically Megane or Focus type cars. The insurance policy conditions and excess s for leased cars will apply to the lead-in car which may be used as if it were the employees leased car. The lead-in car must be returned with not less than the amount of fuel it was delivered with otherwise the leasing company will charge for the fuel plus an administration charge. 12 HOW TO APPLY FOR A LEASED CAR AND WHAT HAPPENS NEXT? Having read these conditions, eligible employees can ask the Fleet Manager for rental costs and any insurance premium contribution for the car(s) of their choice and based on estimated business and private mileages. Once a car has been chosen the yellow requisition form needs to be completed and signed by the employee, examined by the employees supervisor and authorised by the relevant Director. The completed form is then sent to the Fleet Manager. If the rental of the chosen car falls or rises prior to delivery the employee will be informed and can cancel at that time if they so wish. The car will be delivered to the Town Hall and the employee will be told when it is ready to be collected. The employee will be required to present their Driving Licence for inspection before being allowed to take the car away. CONTACTS: Peter Neville - Fleet Manager

7 Appendix A (i) EMPLOYEES ALLOWANCES (WEF 1 APRIL 1998) BAND MONTHLY ALLOWANCE ANNUAL ALLOWANCE 85% MONTHLY ALLOWANCE Notes: 1. The employees allowance is fixed for the four years of their agreement. 2. Allowances are reviewed quarterly and may go up or down. 3. Allowances and other payments made under this Scheme are not superannuable. (ii) FUEL ALLOWANCES (Wef 1 August 2007) Vehicle Diesels Petrol Up to 1400cc Petrol 1401cc and over Allowance per mile 10p 10p 13p (iii) TERMINATION CHARGES First year Second Year Third Year Fourth Year Months Rental 9 Months 7 Months 4 Months 2 Months iii) EXCESS AND CREDIT MILEAGE CC of Vehicle Rate per Mile Up to 1400cc 5p cc 6p cc 7p 2001cc Upwards 10p The Council will pay excess mileage charges due to increased business mileage (i.e. over the 3,000 minimum miles p.a.). For other excess mileage charges the employee will pay the difference between the contracted private mileage and the actual private mileage at the above rate less any underutilisation of the employees allowance. Conversely, if the actual mileage at the end of the four years is less than the total (private and business) contracted mileage the Council will receive a rebate. The employee receives that part of the rebate up to the maximum that they have paid lease charges in excess of their monthly allowance. There is no credit for under-utilised mileage in the event of early termination nor for mileage below 40,000 miles.

8 Appendix B SUMMARY OF COUNCIL CAR LOAN SCHEME CONDITIONS INTRODUCTION The Scheme gives financial assistance to employees purchasing a car essential to the efficient conduct of their duties. It is regulated by the Consumers Credit Act. Applicants must study the conditions before applying and shall be deemed to have accepted all the conditions on making application. The Scheme may be withdrawn in whole or part if in the opinion of the Council it is deemed necessary to do so for financial, economic or other reasons. It is not an entitlement for staff. ELIGIBILITY Employees who hold a valid UK driving licence and are in posts designated as essential user and those designated as casual user whose mileage on Council business exceeds 1000 miles p.a. are eligible. All employees who were entitled to a leased car but have accepted the 500 lump sum buy out are also eligible. AMOUNT OF LOAN The maximum loan is currently 10,000 and shall not exceed the purchase price of the car. This must take into account any allowance which may be made for any car which the employee offers in part exchange for the car which they are proposing to buy, or the selling price of any car which the employee has disposed of otherwise than by part-exchange during the preceding 12 months. The maximum loan is reviewed annually. The loan can only be used to cover the cost of the purchase of the car. It may not include petrol, road fund licence or extras provided by the seller. For any loan granted the cheque payment can only be made payable to the vendor of the car. OTHER LOANS The use of additional loans for the purchase of a car is not allowed unless previously agreed by the Director of Resources. SUITABILITY OF VEHICLES FOR LOANS The applicant s Chief Officer must be satisfied that the vehicle is suitable for the performance of the employee s official duties. Loans cannot be given to cover the purchase of a car from a spouse. The purchased car must be used to carry out the employees official duties during the term of the loan. CONDITION OF VEHICLES The estimated future life of the vehicle must be at least two years, allowing for the mileage expected on private and business journeys. Second-hand vehicles must be subject to a written inspection report, approved by the Fleet Manager, made by a qualified engineer from the Council s Transport Section or under the A.A./R.A.C. Scheme (the cost of which must be met by the applicant). The report must, as a minimum, state - a) the roadworthiness of the vehicle b) the estimated future life of the vehicle c) if the sale price is reasonable (compared with market values in Glass s Guide) d) pass or fail. REPAYMENT Repayment of the loan and interest due will be made on a monthly basis by deduction from salary. PERIOD OF LOAN Maximum loan duration is five years or the estimated life of the car if less. Loan repayment periods are not to extend beyond the normal retiring age of the employee.

9 INTEREST RATE The interest rate, set by the Director of Resources, is fixed for the period of the loan. There are three current rates of interest depending on the CO 2 rating of the car being purchased. The rates are as follows; For cars with a CO 2 rating below 150 For cars with a CO 2 rating between 150 and 199 For cars with a CO 2 rating above 199 or for which a CO 2 rating is not available because of the age of the vehicle 3.3% (6.4% APR) 3.45%(6.6% APR) 3.6%(6.9% APR) For all cars registered after March 2001 the CO 2 rating will be shown in the cars handbook and registration document. Cars registered between January 1997 and April 2001 may show the rating in the handbook, if not this figure can be obtained by phoning Pete Neville the number shown below. LOAN RENEWALS Loans cannot be renewed more frequently than at two year intervals except in exceptional circumstances subject to approval by the Director of Resources. INSURANCE The employee must hold a valid UK driving licence and maintain fully comprehensive insurance in respect of the car for the duration of the loan. The insurance document must state that it covers the driver for business use and a copy must be submitted to the Fleet Manager within 21 days of the start of the loan. If during the period of the loan there is any change to the insurance cover or provider a copy of the revised certificate must also be sent to the Fleet Manager within 21 days of the change. The Council may require the employee to forward the insurance document and/or the driving licence for inspection during the term of the loan. OWNERSHIP The employee must forward a copy of the vehicle registration document, which must be in their name for the duration of the loan, as soon as it has been received from the Department of Transport. The Council may require the employee to forward the registration document for inspection during the term of the loan. DISPOSAL OF VEHICLE A car which is the subject of an outstanding loan must not be disposed of without prior written notification to the Fleet Manager. Upon disposal of the vehicle, any outstanding loan together with interest accrued must be repaid immediately. Alternatively, the balance of the principal sum owing, together with interest accrued to date, may be added to the amount of a subsequent loan granted for a replacement vehicle providing the total does not exceed the current overall limit. TERMINATION OF EMPLOYMENT Employees must repay in full any outstanding loan together with interest, before they leave the employment of the Authority. If full repayment is not made, the outstanding balance will be deducted from the employee s final salary payment, without prejudice to any other means of recovery. Should the employee be appointed to another authority which is willing to accept transfer of liability for the debt, the Council will accept the transfer as full discharge of the loan on receipt of the full capital sum outstanding and interest accrued from the other authority. LEASED CAR OPTION Employee s who decide to exercise their leased car option, must give one month s written notice to the Fleet Manager prior to the delivery date of the lease car. Employees must repay in full any outstanding loan together with interest accrued upon delivery of their leased car. FURTHER INFORMATION If you require further information about the Scheme please contact Peter Neville (5702). For details of the Council s vehicle inspection Scheme contact John Steeds on 5083.

10 Appendix C Example Variation to Contract Letters This is an example of a Conversion to 85% Cash Alternative Variation to Contract. Each Contract Variation will be tailored to the individual situation. VARIATION TO CONTRACT POST NUMBER: [ ] JOB TITLE: [ ] This letter confirms an agreed variation to the contract of employment between yourself and New Forest District Council. The variation relates to your contractual employment rights in relation to a leased car entitlement. The variation is as follows: Current Contract Conditions Date Employee Signed Current Contract of Employment Current Leased Car Status Current Car User Allowance Revised Contract Conditions Date of Variation to Contract of Employment Revised Leased Car Status Revised Car User Allowance (see below for Cash Alternative) Council Car Loan Scheme The date your Contract of Employment was signed by you will be entered here. The postholder is currently entitled to a Leased Car. The postholder is paid [Essential User Lump Sum and/casual User] mileage rate if they have not exercised the Leased Car Option, and Leased Car mileage rate if they have exercised their option, for mileage incurred on Council business. The effective date of the variation will be entered here. With effect from the above date the postholder is not entitled to a Leased Car as they have opted for the cash alternative. The postholder will be paid the prevailing Leased Car rate for mileage incurred on Council business. The postholder is eligible to participate in the Council Car Loan Scheme (conditions as prevailing at the time of application for the loan). Note on Cash Alternative Cash Allowance In agreeing to this permanent variation to the Contract of Employment a Leased Car will no longer be available to the postholder. The postholder will receive a Cash Allowance (the actual amount you will receive before deductions) as an alternative to a Leased Car. This will be based on 85% of the relevant Leased Car Allowance and will be fixed for a period of four years. At the end of the four year period the allowance will be revised to reflect 85% of the relevant Leased Car Allowance prevailing at that time. The cash allowance will only be payable for as long as the postholder would otherwise have remained eligible for a leased car under this contract. Cash Allowance Review Date The cash allowance will be fixed until [ ]. At this stage it will be reviewed as detailed above. Repayment Conditions If the postholder terminated a leased car agreement in order to accept this Cash Allowance alternative and subsequently, of their own volition, leaves (or accepts a new post with) the Council within 4 months of the date of this variation, he/she will be required to repay any charges that were borne by the Council in respect of the early termination of that lease unless the relevant Director agrees to waive this requirement. In all other respects your terms and conditions of employment remain the same.

11 Please sign both copies of this letter to confirm your acceptance to this agreed permanent variation to your contract on the terms detailed above. One copy should be kept for your personal records and the other returned to me at the above address. Yours sincerely I confirm acceptance to this permanent variation to my contract on the terms detailed above and I understand that I will no longer be entitled to a Leased Car. I also confirm that this change to my contract was initiated by myself via a request to the Council following agreement to changes to the Leased Car Scheme by Policy and Resources Committee on 2 July I have read and understood the details of the Employee Car Leasing Scheme Conditions (Live Scheme) and the Employee Car Leasing Scheme Alternatives Information Sheet as they affect me. Signed.. Date.

12 This is an example of a 500 buyout Variation to Contract VARIATION TO CONTRACT POST NUMBER: [ ] JOB TITLE: [ ] This letter confirms an agreed variation to the contract of employment between yourself and New Forest District Council. The variation relates to your contractual employment rights in relation to a leased car entitlement. The variation is as follows: Current Contract Conditions Date Employee Signed Current Contract of Employment Current Leased Car Status Current Car User Allowance Revised Contract Conditions Date of Variation to Contract of Employment Revised Leased Car Status Revised Car User Allowance Council Car Loan Scheme The date your Contract of Employment was signed by you will be entered here. The postholder is currently entitled to a Leased Car. The postholder is paid [Essential User Lump Sum and/casual User] mileage rate if they have not exercised the Leased Car Option, and Leased Car mileage rate if they have exercised their option, for mileage incurred on Council business. The effective date of the variation will be entered here. With effect from the above date the postholder is not entitled to a Leased Car. The postholder will be paid the prevailing [Essential User Lump Sum and/casual User] mileage rate for mileage incurred on Council business. The postholder is eligible to participate in the Council Car Loan Scheme (conditions as prevailing at the time of application for the loan). Note on Cash Buyout Cash Buyout Repayment Conditions In agreeing to this permanent variation to the Contract of Employment a one off taxable lump sum of 500 will be paid. If the postholder terminated a leased car agreement in order to accept this Cash Allowance alternative and subsequently, of their own volition, leaves (or accepts a new post with) the Council within 4 months of the date of this variation, he/she will be required to repay the 500 lump sum and any charges that were borne by the Council in respect of the early termination of that lease unless the relevant Director agrees to waive this requirement. In all other respects your terms and conditions of employment remain the same. Please sign both copies of this letter to confirm your acceptance to this agreed permanent variation to your contract on the terms detailed above. One copy should be kept for your personal records and the other returned to me at the above address. Yours sincerely I confirm acceptance to this permanent variation to my contract on the terms detailed above and I understand that I will no longer be entitled to a Leased Car. I also confirm that this change to my contract was initiated by myself via a request to the Council following agreement to changes to the Leased Car Scheme by Policy and Resources Committee on 2 July I have read and understood the details of the Employee Car Leasing Scheme Conditions (Preserved Scheme) and the Employee Car Leasing Scheme Alternatives Information Sheet as they affect me. Signed.. Date..

13 Appendix D APPLICATION FOR CASH ALTERNATIVE TO LEASED CAR AND/OR EARLY TERMINATION OF LEASED CAR FOR EMPLOYEES ON BAND 9 (7) AND ABOVE A summary of the Scheme conditions is set out overleaf. Name of Applicant Post Title Directorate Band Essential or Casual User? Applying for:- 85% monthly cash alternative or 500 cash lump sum Early Termination of Current Leased Car Effective date for above And wish to receive details of Car Loan Scheme (Please tick as appropriate) Notes (to be read in conjunction with the full Scheme Conditions) Fuel is reimbursed at Leased Car rates. Repayable if employee leaves within 4 months. Fuel is reimbursed at Essential or Casual User rates as detailed in your Contract of Employment Employee pays all termination charges if applying for 85% cash alternative. Otherwise Council pays termination charges for years 3 & 4 (repayable if employee leaves within 4 months). Employee can pay termination charge and not lose eligibility for a leased car. The Council s Car Loan Scheme offers low interest loans of up to 10, Statement to be read and signed by applicant:- I am applying for the alternative(s) to a leased car as I have indicated above. I understand that once this application has been authorised I will no longer have an entitlement to a leased car. I have read and agree to be bound by the Car Leasing and Cash Alternative Scheme Conditions. I am currently eligible for a leased car and I am on band 9 or above. I am an Essential or Casual User as indicated above. Signed: 2. Eligibility confirmed by Manager 3. Essential/ Casual User status verified by Directorate Personnel. 4. Application authorised by Director Dated: Signed Dated 5. Once completed this form should be sent to Peter Neville, Resources Town Hall Lymington for action For Fleet Manager s use Date Notes and action only Copy to Payroll Payroll - please arrange payment. of 48 months from Copied to Personnel For information Services Fleet Manager Spreadsheet updated.

14 Summary of Scheme Conditions relating to Cash Alternatives (Note: this is the reverse side of the application for cash alternative to leased car and/or early termination of leased car for employees on band 9 and above) Employees must study the Scheme Conditions before applying. They shall be deemed to have accepted all the Conditions on making an application for their chosen alternative to a leased car. In addition to the casual or essential user options, alternatives to a leased car include:- Monthly Cash Alternative - Based on 85% of the employees leased car allowance. Rate remains fixed for four years. Employees who opt for a cash alternative will no longer be eligible for a leased car. Employees will continue to receive the 85% cash alternative for as long as they would otherwise have remained eligible for a leased car. Whilst accepting this option employees are not eligible for essential or casual user payments and would claim business mileage at the appropriate leased car rate. Employees may use the cash alternative to purchase a car with a Council Car Loan. Council Car Loan - low interest car loan for up to 10,000. This could be used to purchase an ex-leased car, a new car or any other suitable vehicle. By itself, this option does not require employees to give up their right to a leased car i.e. an employee can take out a Council Car Loan and not lose their entitlement to a leased car. Buy Out of Leased Car Option - employees are offered 500 if they give up their right to a leased car through acceptance of a variation to contract. They could then claim the essential / casual user mileage rates as set out in their contract of employment and can still take out a Car Loan. The 500 will need to be repaid if the employee leaves the Council of his or her own accord within 4 months of exercising this option. Early Termination - In years 3 and 4 of the lease contract, and with four weeks written notice to the Fleet Manager, the Council will pay the termination charges. If the Council pays the termination charges then the employee will no longer be entitled to a leased car. Employees would need to pay all other termination charges including excess mileage charges (there is no rebate for under used mileage on early termination). These charges apply even if the Authority keeps the leased car for whatever reason. Employees could then accept the 500 Buy Out as well as a Car Loan. Employees that accept the Monthly Cash Alternative will be liable for all the early termination charges Employees, who do not exercise the Buy Out option and pay all the termination charges themselves, will retain their entitlement to a leased car. However they will not be able to take out a new lease until after the normal termination date of the lease that was terminated early. Employees will need to repay any early termination charges paid by the Council if they leave the Council of their own accord within 4 months of the lease terminating. Contact Peter Neville ( ) if you require any further information on these options or if you have any questions regarding taxation effects.

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