Chapter 3.11
ELECTRIC VEHICLE CHARGING REIMBURSEMENT PROGRAM FOR COUNTY-OWNED LAW ENFORCEMENT VEHICLES
Sections:
3.11.010 Findings and Purpose.
3.11.040 Program Established; Eligible Costs.
3.11.050 Reimbursement Method and Rate Calculation.
3.11.060 Verification of Charging kWh.
3.11.070 Claims Procedure; Documentation.
3.11.080 Funding; Budget Classification.
3.11.090 Administration and Audit Controls.
3.11.010 Findings and Purpose.
A. The County provides certain deputies with County-owned electric vehicles (EVs) for official duties, including take-home assignment.
B. The County finds that home charging of County-owned EVs is a County operational necessity that supports law enforcement readiness, response times, and fleet efficiency.
C. The purpose of this Ordinance is to prescribe the specific manner by which the County reimburses eligible employees for the actual, documented cost of electricity used to charge County-owned EVs at the employee’s residence, and to ensure such reimbursements are processed as claims in accordance with County fiscal administration practices.
(Ord. 03-26-007 § 1, added, 3/10/2026)
3.11.020 Authority.
This Ordinance is adopted pursuant to the County’s Home Rule authority under IC 36-1-3 and related fiscal administration statutes governing appropriations and claims.
(Ord. 03-26-007 § 2, added, 3/10/2026)
3.11.030 Definitions.
A. “County-owned EV” means a motor vehicle titled to the County and assigned to the Sheriff’s Office that is propelled in whole or part by electric power and capable of charging from external electric supply equipment.
B. “Eligible Employee” means a Sheriff’s Office employee authorized in writing to operate and/or take home a County-owned EV.
C. “Home Charging” means charging a County-owned EV at the Eligible Employee’s residence using Level 1 or Level 2 equipment.
D. “Variable Electric Rate” means the portion of the residential electric bill that varies with kWh usage (energy, delivery, riders, fuel adjustment, and applicable taxes that vary with kWh), excluding fixed monthly customer charges.
(Ord. 03-26-007 § 3, added, 3/10/2026)
3.11.040 Program Established; Eligible Costs.
A. The County establishes a Home EV Charging Reimbursement Program administered by the Sheriff’s Office.
B. Reimbursable costs are limited to the electricity reasonably necessary to charge County-owned EVs for official use.
C. The program does not reimburse: late fees, reconnect fees, deposits, fixed monthly customer charges (unless expressly included under Section 3.11.050(B)), equipment purchases, home electrical upgrades, or any electricity not attributable to charging a County-owned EV.
(Ord. 03-26-007 § 4, added, 3/10/2026)
3.11.050 Reimbursement Method and Rate Calculation.
A. Basic Formula. Monthly reimbursement shall be calculated as:
Reimbursement ($) = Verified Charging kWh × Approved Rate ($/kWh)
B. Approved Rate:
The Sheriff’s Office, with approval from the Auditor’ Office, may publish a standard reimbursement rate not more than quarterly, based on the utility’s published residential tariff rates and riders for the County service area (or a documented average residential “all-in” rate). For transparency, the published rate shall include the calculation worksheet and supporting source. (Example benchmark: ~24¢/kWh average residential in Evansville-area data sources.)
(Ord. 03-26-007 § 5, added, 3/10/2026)
3.11.060 Verification of Charging kWh.
A. Each claim shall include Verified Charging kWh supported by one or more of the following:
1. Smart charger session reports; or
2. EV telematics/export showing energy added (kWh) by charge session; or
3. Other documentation approved by the Sheriff that reliably measures charging kWh.
B. The Sheriff’s Office may require employees to use specified reporting methods to ensure uniform documentation.
(Ord. 03-26-007 § 6, added, 3/10/2026)
3.11.070 Claims Procedure; Documentation.
A. Reimbursement shall be paid only through the County’s normal claims process.
B. Each claim shall be submitted on a Sheriff’s Office form and shall include:
1. Employee name and address of charging location;
2. Vehicle unit number;
3. Billing period dates;
4. Verified Charging kWh;
5. Approved Rate and calculation
6. Copy of electric bill with fixed charges identified;
7. Charger or telematics report supporting kWh; and,
8. Employee certification that claimed kWh was used to charge a County-owned EV.
(Ord. 03-26-007 § 7, added, 3/10/2026)
3.11.080 Funding; Budget Classification.
A. Reimbursements under this Ordinance are declared a fuel/energy operating expense of the Sheriff’s Office fleet.
B. Subject to appropriation, reimbursements may be paid from the Sheriff’s Office’s fuel budget line item or other fleet operating line item established by the County fiscal body.
(Ord. 03-26-007 § 8, added, 3/10/2026)
3.11.090 Administration and Audit Controls.
A. The Sheriff’s Office shall maintain records sufficient for audit, including monthly claims, kWh documentation, and rate worksheets.
B. The Auditor may conduct periodic sampling to validate rate calculations and kWh reporting methods.
C. Any overpayment identified by audit shall be subject to recovery through payroll deduction or repayment arrangement consistent with County practices.
(Ord. 03-26-007 § 9, added, 3/10/2026)