Dealers can find more information and details below on the different stages and processes of the A3 electric vehicle (EV) grant and corresponding requirements for what dealers need to do. This information is for Electric Towns and Cities Initiative (ETCI) accredited dealers.
Page contents
- Business application
- Voucher validation process
- Telematics process
- Grant payment, vehicle handover and delivery confirmation
- Sales cancellation process
- Vehicle and grant return process
Business application
You or any interested business can check the A3 EV grant eligibility criteria on our quick grant eligibility check page and businesses can apply online for a EV grant.
Voucher validation process
- Please keep a copy of the voucher in your files as you will be asked for the voucher number later on to book telematics installation and to submit vehicle delivery form.
- Check the applicant ID
- Confirm the applicant purchasing an electric vehicle is the same name and address as the approved applicant named on the vehicle voucher. If not reject and refer to etcidealership@surreycc.gov.uk
- Check the vehicle the applicant wishes to order is on the current eligible vehicle list
- Check the value of the grant as listed against the vehicle on the eligible vehicle list matches the value listed on the voucher. If not, please ask the applicant to email etciqueries@surreycc.gov.uk to request a change of their chosen new electric vehicle from the current eligible vehicle list, and voucher will be re-issued if the change is approved
- Check the validity of the A3 EV grant voucher with us before confirming a sales order with the applicant by completing the voucher validation and sales order form.
To Complete the voucher validation form, you will need the following information:- Dealership number - This is number provided by us, Surrey County Council (SCC) when confirming your dealership approval
- Dealership trading name - This is the dealership name submitted in your dealership accreditation application
- Details from the A3 EV grant voucher the applicant has presented
- A3 EV voucher number
- Grant amount
- Organisation trading name
- Organisation trading address
- Voucher expiry date
- Electric Vehicle make and model
- The vehicle must be on the eligible vehicle list and the grant value must match the grant amount awarded to the organisation on the vehicle voucher
- Expected vehicle delivery date - this is important as it will be used by the telematics company to organise the installation of the telematics with you. Please note telematics must be installed before the vehicle handover date. You must also allow at least 5 days between the voucher validation and sales order form completion and installation date to allow time for the delivery of the telematics unit to the dealership
- Copy of the sales order to upload containing the following information:
- Organisation Name of business purchasing the vehicle
- Purchase Price.
- Details and the sale price from the part exchange of any vehicle used against the purchase price.
- Details of any funds used against the purchase price.
- Details of any financing or leasing used against the purchase price including the length of the contract.
- Registration number (if known at this stage, please share as it is useful to Telematics installer and should save you time)
- Vehicle Identification Number (VIN) of the vehicle (if known at this stage)
- Make and model of new vehicle.
- The grant amount deducted from the gross sale price and shown as 'A3 EV grant – ETCI Guildford'
- Upon written confirmation from etcidealership@surrey.gov.uk you may confirm the sales order with the applicant.
- At least two weeks before the delivery date, if you have not already provided us with the Vehicle Identification Number (VIN), the new registration number and the delivery date, please email etcidealership@surrey.gov.uk with the details required. Please also email us with any change in delivery date or if the order is cancelled.
- You will also be copied into an email to the telematics company Inseego to confirm the new vehicle information, your dealership's details and telematics requirements. You will then deal directly with the telematics company Inseego to arrange installation at a date convenient to you and prior to vehicle handover.
Voucher validation and sales order form
Telematics process
Please note a vehicle handover cannot be completed until SCC provided telematics have been installed.
The telematics company who can organise and do the installation for the A3 EV grant scheme is Inseego.
1. Once you have completed the voucher validation and sales order form and SCC has validated the voucher, we will be emailing Inseego with the information you have completed on the voucher and sales order form, you will be copied into this email
- A3 EV voucher number
- Make and model of new vehicle
- Registration number (if known at this stage, please share as it is useful to Telematics installer and should save you time)
- Required telematics installation date (if available)
- Delivery date (if available)
- Organisation Name of business purchasing van
- Dealership trading name and address
2. You will then liaise directly with Inseego, who will then get in touch with you to
- Organise delivery of the telematics unit to the agreed dealership where fitting is to take place
- Agree a date/time for the installation of the unit before vehicle handover
Please remember you must also allow at least 5 days between the voucher validation and sales order form completion and installation date to allow time for the delivery of the telematics unit to the dealership, and telematics must be installed before the vehicle handover.
If you need to contact Inseego for any urgent query or to reschedule an installation or inform them of a delay in vehicle delivery, or last minute order cancellation, you can contact them by email at uk.projects@inseego.com.
Grant payment, vehicle handover and delivery confirmation
The dealership should notify us immediately at etcidealership@surreycc.gov.uk if it has any reason to suspect fraud.
Grant payment
- We (SCC) will send payment not less than 72 hours before the vehicle handover date. The payment will be made to the dealership bank account you confirmed on letterheaded paper and sent to etcidealership@surreycc.gov.uk.
- The payment will show from SCC on your bank statement.
- We (SCC) will send the remittance advice to the email address used for the finance registration (sending the companies details on letterheaded paper). The remittance advice will show the name of the business(es) the grant payment was related to.
- In order for us to pay any A3 EV Grant in a timely way it is essential the dealership updates us by email at etcidealership@surreycc.gov.uk of any changes to the handover date and/or deal, at least 5 working days before handover.
- If there are any changes to the dealership details - email address, bank account, registered address you must inform us by sending the following details on letterheaded paper to etcidealership@surreycc.gov.uk
- company name
- company address,
- company email address,
- bank account name,
- sort code and account number,
- limited company registration number,
- VAT number
Vehicle handover process
- SCC telematics must be installed and be operating before the vehicle is handed over.
- The dealership is required to do their normal business processes to confirm that handover has happened.
- The dealership must advise us immediately if this has not occurred and arrange for the grant to be repaid.
Delivery confirmation
Following handover the dealership should upload, online within the delivery form, a copy of the applicant–dealer invoice generated from the dealership's accounting system containing the following information:
- Purchase price.
- Details and the sale price from the part exchange of any vehicle used against the purchase price.
- Details of any funds used against the purchase price.
- Details of any financing or leasing used against the purchase price including the length of the contract.
- Registration number of the vehicle.
- VIN of the vehicle.
- Make and model of new vehicle.
- The grant amount deducted from the gross sale price and shown as 'A3 EV grant – ETCI Guildford'
Please complete the delivery form within 14 days of delivery.
Sales cancellation process
If the van sale is cancelled at any point between validating the A3 EV grant voucher and the applicant taking receipt of the van, contact us immediately at etcidealership@surreycc.gov.uk providing the following information:
- Organisation name
- Organisation address
- A3 EV voucher number
- Vehicle make and model
- Vehicle Identification Number (VIN)
- Reason for cancellation
- Sales cancellation date
Officers will be in contact to arrange full repayment of the grant to SCC, if the grant had been paid in anticipation of the vehicle being handed over to the applicant within the next 72 hours.
Vehicle and grant return process
If the van is returned for any reason within any cooling off period; or where the van is faulty or defective, at any time within 12 months of the applicant taking possession of the vehicle, you shall repay the grant in full within 10 working days of the date of the return.
If the Dealership has been removed from the accredited list and a vehicle has been returned by the applicant, the dealership must still return the grant money to SCC.
- As soon as you are aware of a vehicle return, contact us immediately at etcidealership@surreycc.gov.uk providing the following information:
- Organisation name
- Organisation address
- Vehicle make and model
- Vehicle Identification Number (VIN)
- Reason for return
- Return date
- The team will contact you to make arrangements for the grant repayment.
- The dealership should advise the organisation that they are returning the grant funding to SCC.
- More details about this can be found in section 6 of the dealership terms and conditions.
