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Workplace Travel Grant – Application 2020-23

1. Workplace Travel Grants

Business, public and voluntary sector organisations can apply for a grant of up to £25,000 for different types of workplace travel support.

To apply you need to have a permanent place of work within the Nottingham City Council area. Check to find out if you are inside the boundary using our Address Finder.

All sections of this form must be completed for your application to be considered. If you need help applying, contact the Workplace Travel Service at workplacetravelservice@nottinghamcity.gov.uk

Applicants must complete an Expression of Interest before submitting their application.

The last opportunity to submit an application into this round of the Workplace Travel Service will be 31st December 2023

The Grant Form

The grant application consists of a form with a number of sections or fields. To make filling this in easier, you can now register for an account which gives you the ability to save and recall your form progress.

Your rights under GDPR are unaffected, and any information you submit to us will be processed solely for the purposes of assessing your eligibility for a grant under this scheme.

You are not required to register for an account unless you want to recall your form progress, but if you do want to save your progress please register before you begin.

Please note, the account you create here is solely for the Workplace Travel Service. Your 'My Nottingham' account is separate, so if you want to save your form progress please register.

If you've forgotten your login details, contact us to reset your password.

Register

If you have already registered, you can log back in and recover your saved form here.

2. What Can I Include?

One or a combination of the following:

Cycling and Walking

  • Cycle parking and shelters (including CCTV and shelter lighting)
  • Shower/changing/drying facilities
  • Improvements including changes to entrances and pedestrian route lighting (maintenance/running costs not included)
  • Pool bikes (including electric pool bikes)
  • Personal safety/security equipment
  • e-Cargo bikes

Public Transport

  • Workplace real-time display screens

Ultra Low Emission Vehicle (ULEV) support

  • Electric vehicle (EV) charge points ground or wall mounted, with or without tethered cables, up to 22kw (must meet minimum technical standard, see Annex 1 below)
  • Charge point installation costs e.g. grid connection, ground work, concrete base and crash barriers
  • Signage and bay marking related to charge point installations
  • Bollards or guards to protect charge point/s from damage, e.g. reversing vehicles
  • Charging cables – where charge points do not have a tethered cable (Max. 3). We will not fund 3-Pin plug cables. We will fund ’Type 1 (Mode 3)’ or ‘Type 2 (Mode 3)’ cables.
  • Receiving back office connection to the Charge point Management System, including RFID cards/access devices (please see Annex 1 below)
  • 3 year warranty (an essential requirement for all charge point installations under this scheme)
  • 1 year data costs (3 years required)
  • Electric car club supportive infrastructure e.g. signs, markings, bollards

Parking Management

  • Car parking infrastructure e.g. barrier controls, signage (excludes perimeter fencing around car parking areas)

Workplace Travel Grants cannot be used for the following

  • Laptops or PCs
  • Purchasing/leasing cars, vans or minibuses
  • Maintenance of travel infrastructure provided through the grant scheme
  • Utility packages associated with travel infrastructure purchased through the grant scheme e.g. line rental and data package for real-time information, electricity bills
  • Staffing sustainable travel measures e.g. security guards, car park attendants

3. Terms & Conditions

Grants are subject to Nottingham City Council’s Terms and Conditions:

a. The application form

  • Applications must be completed in full, failure to do so may result in unsuccessful applications.
  • In answer to question 3 below the applicant should use the carbon calculator to estimate carbon savings of your project.

b. Grant award

  • An application does not presume success. Application evaluation will be against the criteria set out in number 4 below. Neither does completing the application form constitute a financial agreement nor is it a guarantee that the Council will award in whole or in part the amount applied for.
  • A maximum, up to £25,000 can be awarded per organisation (business, public or voluntary sector) to provide financial help towards greener workplace travel projects.
  • More than one application is permitted up to the maximum of £25,000. Priority may be given to organisations which have not received a grant in previous years.
  • A business that has previously received a grant over two years ago can apply again, however if a subsequent grant requests similar infrastructure the business must demonstrate a strong case for expanding it.
  • Businesses must contribute up to 25% match funding. This can be financial or in-kind.
  • Charge points must meet the specification shown in Annex 1 below. Applicants can apply for funding under the Workplace Travel Service for charge points that will be used by employees, your fleet, customers and visitors. (Applications cannot include taxi charging schemes).
  • By accepting the grant, the business/organisation confirms that to the best of their knowledge, the information given to the Council relating to themselves, the company and its business is true and accurate and that all relevant material, facts and information have been disclosed.

c. Quotations & claims​

  • For applications totaling £2,500 or above you must obtain three quotes for each type of infrastructure applied for.
  • For applications below £2,500 a single quote is required.
  • You can claim back the net costs for the works up to the amount specified in your grant award agreement.
Grants are awarded exclusive of VAT. An invoice presented to reclaim the grant must be zero-rated for VAT.

d. Evidence

  • Grants will be paid in arrears on production of a single invoice. An invoice must be sent to NCCinvoices@emss.org.uk and copied to TransBS@nottinghamcity.gov.uk for invoice process monitoring. Invoices must quote the WTS reference number on the first page of your grant award.
  • Photographic evidence of completed projects must be submitted before a grant is paid.
  • Grants are subject to delivering an annual Staff Travel Survey with support and guidance from Nottingham City Council
  • Grant eligibility is also subject to QUARTERLY monitoring of infrastructure use
  • Nottingham City Council has the right to inspect infrastructure. If any claim is found to be false, payment will be refused, or any amounts improperly claimed will have to be repaid.
  • Nottingham City Council reserves the right to seek further information or documentary evidence from relevant parties in support of any individual claim.

e. Your responsibility​

  • The Directors undertake that the business/organisation will comply with all relevant statutory requirements (including but not limited to the Companies Acts, current Employment and current Health and Safety legislation) at all times during the currency of the Council's financial assistance.
  • The business/organisation and its Directors undertake to notify the Council within seven days of any intended change of address of the business/organisation.
  • If the business/organisation relocates to outside the Nottingham City Council area within three years from completion of the works, the grant will become repayable in full forthwith and, to the extent that it remains unpaid, will thereafter attract interest at the undiscounted rate.
  • We can ask that your project is used as an exemplar for workplace travel projects and we and our delivery partners reserve the right to publicise and promote your project.

4. Backing your application

  • Applications are approved by a Workplace Travel Panel made up of a minimum of three Nottingham City Council Transport Strategy officers
  • The Council endeavours to notify you of the outcome within 30 days of receiving your application.

5. About your application

An application is more likely to be successful if you show that it:

  • Fits in clearly with your business/organisational sustainability objectives
  • Increases the benefit to as many staff and visitors as possible
  • Has support at all levels in the business/organisation, from CEO to shop floor
  • Shows it will improve air quality minimise carbon emissions or help reduce congestion in Nottingham.
  • Is promoted to staff and visitors at regular intervals
  • Is match funded, either financial or in kind
  • Links to your organisations personnel, health, wellbeing and environmental policies (a lot of businesses have developed written policies that respond to these issues so please make the link between your application and your policies if you have them)
  • Provides quarterly monitoring data
  • includes three quotes for each type of infrastructure
  • Where applicable includes details about the type of charge point your applying for (7kw, 11kw or 22kw) and parking bay requirements (signs, markings, bollards or posts)

Annex 1: Charge point technical specification

If your application is for electric vehicle charge points please refer to this document. When contacting charge point suppliers and installers we recommend you forward this specification document and request they meet the specifications in full. If the contractor has questions please ask them to contact workplacetravelservice@nottinghamcity.gov.uk

Open the charge point specification link

 

When submitting quotes for charging points, it’s important the installer does NOT subtract governments separate workplace charging grant from the total.

Application Questions

About you and your employer

Required

Address results will appear here.

Required

Required

Required

Required

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Required

Section 1: Project and Location
Address results will appear here.

Required

Required

Section 2: Questions about your workplace travel project

It is your answers to these questions in particular that will be used to determine your application.

Required

Required

For question 3, use the carbon calculator and guide from carbonfootprint.com.

Include information about reducing your carbon impact by comparing existing vehicles to electric or hybrid alternatives that will use the new charging points, if applicable.

If you’re introducing cycling infrastructure, please use this Cycling and CO2 calculator.

Required

Examples could include the cycle to work scheme, priority parking for car sharers, shower & changing facilities for walking and cycling, flexible working from home et; reference to your organisation’s policies that relate to sustainable travel and reduce single occupancy journeys to work

We need to report to the Department for Transport how grant funded projects have performed. Provide examples of how the organisation will monitor the effectiveness of the project and demonstrate how it could reduce single occupancy car journeys. You could consider annual staff travel surveying.

Section 2: About your charging points

Positioning charging points close to an electricity supply often means installation costs can be minimised

e.g., 7kw, 11kw or 22kw smart charge points with GSM connectivity

Required

Required

Required

Section 3: Funding

A minimum of 25% business contribution is required (financial or in-kind), and there is a cap of £25,000 per business/organisation.

Required

Required

Required

For a total project cost greater than £2,500 you must attach three quotes to demonstrate value for money to Nottingham City Council. For projects with a total value up to £2,500 in value you will need to attach one quote for the project.

Required

Quotes required (Total value <£2500)

A single quote is required when total value is less than £2500.

Quotes required (Total value >£2500)
Your application will not be considered without attaching evidence of three quotes for the project. If necessary, forward supplementary information to workplacetravelservice@nottinghamcity.gov.uk.

Required. This will inform how many quotes you need to provide.

Section 4: State Aid

Workplace Travel Grants - De Minimis Declaration

  1. All applicants are required to show that their project does not exceed state aid rules, confirming that the grant falls within De minimis regulations (see below)
  2. In order to minimise distortion of competition the UK Government sets limits on how much assistance can be given without its prior approval to organisations operating in a competitive market. You should note carefully the requirements and the obligations. If you have any queries please see UK Government guidance and UK Subsidy Control team subsidycontrol@beis.gov.uk
  3. For the purposes of the De minimis regulation, you must retain this form for 10 years from the date on which the aid is granted and produce it on any request by the UK public authorities or the European Commission. (You may need to keep this form longer than 10 years).
  4. Please advise us now of any other De minimis aid which your enterprise and any enterprises linked to it may have received during your current and previous two fiscal years, as we need to check that our support added to that previously received, will not exceed the threshold of €200,000 (€100,000 for undertakings in the road freight transport sector) over the last 3 fiscal years. De minimis Aid includes not only grant but also assistance such as free or subsidised consultancy services, marketing advice etc. If you are in any doubt about whether previous assistance received classes as De minimis assistance please include it.
  5. If you have not received any De minimis state aid during the previous 3 fiscal years, please indicate this by ticking the respective box, before signing the attached declaration statement.
  6. By digitally signing this form you are confirming your eligibility for support.
Section 5: Declarations

I have read, and agree to, the Terms and Conditions relating to the Workplace Travel Grants and wish to apply for a grant on the basis of those terms and conditions.

I (the applicant) confirm that each of the below statements apply to me:

(Please click each statement to confirm you have read and understood all of the terms and conditions below).

Section 6: Declarations (specifically for EV charge points)
Final declaration

Required

Required

Required. Type your signature. Please only complete your signature when happy for this to be processed by the WTS team.

Clicking 'Submit and save' will save your data. If you have created an account and logged in, you will be able to return to your form and modify your responses. If you have not chosen to create an account, please ensure all 'required' answers are complete before clicking this button.