Policy on Electric Vehicle Charging Program for Fleet and Personal Vehicles

Policy on Electric Vehicle Charging Program for Fleet and Personal Vehicles

1. Purpose

This policy establishes criteria for an Electric Vehicle Charging Program using Fermilab procured and installed fleet electric vehicle charging stations.

This policy is not a contract and is not intended to create any obligations on Fermi Research Alliance, LLC (FRA). This policy may be terminated or changed by FRA at any time, with or without notice.

2. Scope

This policy governs all aspects related to charging fleet and personal electric vehicles at Fermi National Accelerator Laboratory (Fermilab), including Batavia, IL and Lead, SD sites.

3. Applicability

This policy applies to FRA and all its employees, users, and affiliates and U.S. Department of Energy (DOE) employees involved in charging fleet and/or personal electric vehicles at Fermilab.

4. Effective Date and Date Reviewed/Updated

This policy went into effect on November 13, 2024.

5. Policy

Fermilab has installed electric vehicle charging stations for the purpose of charging fleet vehicles. With the implementation of the 2023 ZEV Master Plan, a significant number of additional charging stations will be installed to support fleet electrification. All costs associated with purchase, installation, and annual networking fees are required to support fleet electric vehicle charging and fleet fuel use data reporting. Personal electric vehicles can be charged on laboratory property at Fermilab fleet charging stations according to the following conditions:

a. Fermilab fleet electric vehicle charging stations are installed for the purpose of charging fleet vehicles. Use of the charging stations for personal electric vehicle charging is a secondary, ancillary use.

b. The Fermilab fleet will always have priority for charging. A fleet vehicle may need to interrupt an active personal vehicle charging session. The process for this is contained in the associated procedure.

c. Neither FRA nor DOE will be responsible or liable for any personal injury or property damage incurred while involved in any process related to personal vehicle charging.

d. Only Level 2 charging stations (see section six for definitions) procured and installed for fleet charging are available for personal vehicle charging. No other laboratory equipment or resources are to be used for charging personal vehicles.

e. Level 1 charging stations (see section six for definitions) may not be used for charging personal vehicles.

f. Level 1 charging stations may be used for charging fleet vehicles provided they have been vetted and approved by building AFMs and electrical safety POCs for such purpose. These approved outlets are listed and will be updated as needed on Inside Fermilab.

g. Individuals charging their personal vehicles at level 2 charging stations are responsible for the cost of electricity consumed during a charging session and any associated equipment use fees.

h. Individuals charging their personal vehicles are responsible for any surcharge costs they may incur due to failure to move their vehicle from the charging station after their grace period has ended. The grace period for each charging session is 30 minutes after the charging reservation has ended.

i. The fee charged for personal vehicle charging is based on a program cost analysis and will be reevaluated annually to capture necessary cost adjustments. The ISD-Logistics and Property Control Department will conduct the cost analysis with the Finance Division.

j. Fermilab may suspend or revoke an individual’s ability to charge at Fermilab fleet electric vehicle charging stations at any time. Reasons for suspension are listed in the associated procedure. Failure to adhere to the EV charging policy or procedure may also result in discretionary disciplinary action.

k. If you have any questions about appropriate charging practices, the vehicle charging program, or other program management related inquiries, please contact the Fleet Manager.

l. If you see something, say something. If you observe any damages to charging stations, cords, and/or violations of security policies or this policy and the associated procedure, please contact the Security Operations Center at ext. 3414 or 630-840-3414.

m. There will be no third-party advertising on the chargers or related parking spaces.

n. Charging stations installed by Fermilab for the sole purpose of personal electric vehicle charging would require full recovery of funds associated with materials, installation, use, and maintenance.

6. Definitions

Fermilab is the physical site and property that is Fermi National Accelerator Laboratory.

Fermi Research Alliance, LLC is the operator and manager of Fermi National Accelerator Laboratory under U.S. Department of Energy Prime Contract No. DE-AC02-07CH11359 and is the principal employer of personnel working at Fermilab.

Level 1: This is an electric vehicle charging station utilizing a standard 110/120V outlet. In addition, this station delivers alternating current (AC) with a maximum power output of 2.3kW. EVs utilize this charging method through plugging into the outlet with the manufacturer provided cable.

Level 2: This is an electric vehicle charging station utilizing high output 280V specialized equipment designed specifically for fast electric vehicle charging. This station delivers alternating current (AC) with a maximum power output of up to 22 kW. EVs utilize this charging method through plugging a connector in to their vehicle that draws and delivers power from a hardwired charging unit.

7. Responsibilities

The Infrastructure Services Senior Director is responsible for approving this policy.

The Property Requirements Assurance System Owner is responsible for evaluating this policy and any related procedures and activities, and for developing and sustaining the support necessary to maintain the electric vehicle charging program.

The Fleet Manager is responsible for representing the needs of the fleet custodians, managing charging station function and maintenance, and providing the balance between fleet and personal charging needs.

The Sustainability Management Team is responsible for providing support and consultation on vehicle and charging station requirements to meet DOE goals and for assisting in communication and outreach for matters surrounding this policy and procedure.

The Security Department is responsible for responding to reports of unauthorized vehicles in both fleet-only charging locations and shared charging stations. They also support notification of violation to participants charging their personal vehicles.

The Finance Division will direct and oversee the reimbursement process to receive and transfer funds from electric vehicle charging station vendor(s).

8. Authorities

U.S. Department of Energy Prime Contract No. DE-AC02-07CH11359 Appendix I

9. Owner

The Infrastructure Services Division Senior Director is the owner of the policy.

10. Review Cycle

This policy shall be reviewed every three years.

11. Communication Plan

The requirements of this policy shall be communicated by the Infrastructure Services Division Senior Director to all employees, affiliates, and users, and periodic training shall be provided to Requirement Owners and ALD/senior/office/project directors. This policy shall be available on the Fermilab Policies website. The Infrastructure Services Division Senior Director is responsible for the communication of this policy.

Revision History