Employees FAQ’s

The cycle scheme allows employees to hire a bike and associated equipment tax free. Currently just 3% of UK commuters travel by bicycle to work, according to the UK Department of Transport, one of the lowest figures in Europe. The government hopes the cycle scheme, along with other incentives will help get this figure to 40%.

In order to avail of the cycle to work scheme the bicycle and equipment must be purchased by the employer. It is then hired to an employee over a period of time (typically 12-18 months), through salary sacrifice the full cost of the bike and equipment will be paid back to the company over the duration of the hire period. Availing of the cycle scheme means an effective saving of up to 42% on the cost of a new bicycle for a top rate taxpayer.

Under the initiative, salaried employees who are employed and paying tax in the UK.

A salary sacrifice happens when an employee gives up the right to receive part of the pay due to them under their contract of employment in return for the employer’s agreement to provide some form of non-cash benefit, in this case the purchase of a bicycle and related equipment. You will make hire payments from your gross – rather than net – salary for the 12 months following the purchase.

Yes, there is a limit on the price of the bike, you will only be able to tax relief up to a maximum of £1,000.

It will still be down to you (employee) to complete the full payment even if you no longer possess the bike, which means if the bike is stolen the employee will be liable for any outstanding monies without any tax exemptions. It is very important to insure the bike, and any goods fitted to the bike, to safeguard against the losses following theft. You can obtain safety equipment from Bike to Work partnering shops, where you can ask for approved ‘Secure’ D-locks and cable locks to conform to insurance companies requirements.

Bells, clips, dress guards, helmets, horns, lights, locks, mirrors, mud guards, panniers and straps, are all included, as are pumps, puncture repair kits, cycle tools, reflectors and reflective clothing. While raingear isn’t covered outright, clothing that is both waterproof and reflective is covered.

The scheme is a voucher scheme and you will need to apply for a voucher to redeem against your goods when you go to collect them from a local participating bicycle shop. To obtain your voucher you need to:

Your company signs up for the scheme. You will be given access to your company Bike to Work online microsite where you print off a quote form. Visit your local participating bicycle shop to choose your bike and equipment. Print off a Purchase agreement and forward it to your HR scheme administrator. Having got the quote from the shop, return to the website and enter the details. Once the quotation is approved by your HR department Bike to Work will invoice your employer. Once payment is made for the bike package by your company a secure voucher will be emailed to you. Redeem your voucher at the bike shop and collect your goods (you must provide your Company photo ID card or current Drivers license or Passport to do this).

This scheme has run from January 1999 onwards.

The Scheme is open to all salaried full- and part-time employees.
To take advantage of the tax breaks that result from salary sacrifice please also note: You must be paying PAYE, earn more than the National Minimum Wage after salary sacrifice, and have a contract that does not end during the hire period

12-18 months with a weekly/monthly salary sacrifice.

There is no requirement for you to cycle to work for a specified number of days throughout the year and there is no special requirement for you to record your trips. The scheme does ask however that at least 50% of the bikes usage is for traveling, to, from and between work places. You can also use the bike for leisure at weekends and on holiday.

The Department of Transport does not expect employees to keep a record of mileage.

Yes, even though you are still paying for your bike through salary sacrifice

Household policies are usually much cheaper than specialist policies but you must ensure that the insurer covers the bike when in storage away from your home. You also need to check that there’s no upper limit on a claim (if you have a reasonably expensive bike). If your bike cannot be covered on your home insurance then specialist insurers are available.

Bike to Work partner shops are capable of supplying bike packages mail order from their shops, under the Government’s green travel plan. However, there are distinct advantages when buying from your local bike shop that will be the first port of call for advice, servicing, after sales and warranty.

You are responsible for maintaining the bike for your own use. Your local shop will be able to advise you about necessary servicing depending on how you use your bike. They are also likely to give your bike a first free service once you have bedded it in.

Under the terms of the hire agreement, the agreement to hire the bike is “non-cancellable”. This means that you will need to settle all outstanding monies before you leave. The outstanding balances will be deducted from your final net salary payment. Settlement will be from net pay because once you leave the employment, you also leave the bike scheme, and are no longer eligible for tax deductions.

Your pension contributions are payable on your full salary. Consequently, your pension and related benefits are not affected by the sacrifice.

During approved unpaid leave such as maternity leave, the hire agreement period will be extended by the number of months when the salary was not paid and the Employer was not able to collect payments.

Your reduced income may also have an effect on the following:

During maternity/paternity/parental/adoption leave: you will continue to have the bike and equipment on loan during your absence with your gross salary still at the reduced level according to the salary sacrifice arrangements. You will continue to have deductions made from any payments you are receiving and/or will accrue a debt that will be recovered as soon as you return to work and receive a payment from your employer.

If you leave the Employer before the final deduction has been made from your salary you will be obliged to pay the remaining amount in full. What happens if I change my mind after joining the scheme? Under the unique terms of the scheme it is not possible for you to cancel the repayment. You are therefore committed to making the salary sacrifice for the duration of the repayment period. If your employment is terminated during the repayment period you will still be liable to complete payments identified in the repayment agreement. This means that you must be sure you are happy entering the scheme and with the selection you have made.

No, the bike and goods remain the property of the employer throughout the hire period, unless the employer uses a finance company to fund the bikes; in this case the finance company or funding bank will own the bikes.

Visit your local bike retailer and follow the steps set out above to order your voucher.

Employers FAQ’s

The cycle scheme allows employees to hire a bike and associated equipment tax free. Currently just 3% of UK commuters travel by bicycle to work, according to the UK Department of Transport, one of the lowest figures in Europe. The government hopes the cycle scheme, along with other incentives will help get this figure to 40%.

In order to avail of the cycle to work scheme the bicycle and equipment must be purchased by the employer. It is then hired to an employee over a period of time (typically 12-18 months), through salary sacrifice the full cost of the bike and equipment will be paid back to the company over the duration of the hire period. Availing of the cycle scheme means an effective saving of up to 42% on the cost of a new bicycle for a top rate taxpayer.

The employee chooses a bicycle and any associated safety equipment (up to a maximum value of £1,000) and the employer would purchase same on behalf of the employee. The employer will then hire the bike to the employee through a salary sacrifice agreement. At the end of the hire period the employer (the owner of the bike) may choose to offer the employee ownership of the bike for the then market value.

It is not envisaged that there will be a notification process involved, but the purchase of bicycles and associated safety equipment by employers for employees will be subject to the normal Revenue audit procedure with the normal obligations on employers to maintain records.

The Department for Transport Guidance document states: “Eligible equipment includes cycles and cyclists’ safety equipment. The tax exemption defines a “cycle” as ‘a bicycle, a tricycle, or a cycle having four or more wheels, not being in any case a motor vehicle’ (192(1) of the Road Traffic Act 1988 (c.52)). An electrically assisted pedal cycle can be included under the scheme. Cyclists’ safety equipment is not similarly defined in the legislation and a common sense approach should be taken to the equipment provided. This could include:

Cycle helmets which conform to European standard EN 1078. Bells and bulb horns. Lights, including dynamo packs. Mirrors and mudguards to ensure riders visibility is not impaired. Cycle clips and dress guards. Child safety seats. Locks and chains to ensure cycle can be safely secured. Pumps, puncture repair kits, cycle tool kits and tyre sealant to allow for minor repairs. Reflective clothing along with white front reflectors and spoke reflectors.
It is the employer’s choice what safety equipment is offered, but you may wish to confirm with your local tax inspector whether the equipment you provide falls within the tax exemption.”

The scheme came into operation with effect from January 1st, 1999.

There is no limit on the amount of employees in a company that can avail of the  cycle scheme provided that the employer agrees to participate. However, the tax exempt benefit in kind can be provided to an employee once a year provided they have completed any previous bike hire plans.

Bike to Work is an independent company created to help both employers and employees take advantage of the Green Transport Plan Initiative and the associated tax benefits of the scheme.
Bike to Work use our industry experience and trade contacts to get you riding to work on a bike of your choice from your local preferred participating bicycle shop.

Under the initiative, salaried employees who:
are employed and paying tax in the UK.

Bike to Work customers are not limited to any particular bike or accessory brands and therefore can choose the best for quality and value-for-money. This results in the optimum package of bike, accessories, and safety equipment.

Bike to Work provide a single point of contact for employers and employees wishing to take up the scheme. Bike to Work will assist you in setting up and running a successful Cycle to Work scheme at no cost to the employer. We can help you to get a scheme going in no time, offering great customer service and access to all the leading bike brands. The result? Better scheme uptake, and a host of organisational and individual gains.

Bike to Work is also fully supported nationwide and liaise with independent bike dealers providing up-to-date literature and point-of-sale material.

Bike to Work will offer full support for handling your queries, and advice on choice of bike and safety equipment.
Bike to Work partners (the cycle shops in your area who are partnering with Bike to Work) will be your local port of call for test riding etc.
Once the bike package is purchased these local bike shops will also handle servicing and any warranty issues.