Dealer detailed processes for A3 electric vehicle grant

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

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

  1. Check the applicant ID
  2. 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
  3. Check the vehicle the applicant wishes to order is on the current eligible vehicle list
  4. Check the value of the grant as listed against the vehicle on the eligible vehicle list matches the value listed on the voucher
  5. Check the validity of the A3 EV grant voucher with us before confirming a sales order by completing the voucher validation and sales order form.
    To Complete the voucher verification 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 Vehicle 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
    • Copy of the sales order to upload 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 (if known at this stage)
      • Vehicle Identification Number (VIN) of the vehicle (if known at this stage)
      • Make and model of new vehicle.
      • The grant amount deducted from the sale price and shown as 'A3 EV grant – ETCI Guildford'
  6. Wait for written confirmation from etcidealership@surrey.gov.uk before confirming the sales order.
  7. After the voucher has been validated and the sales order is submitted, please email etcidealership@surrey.gov.uk with the Vehicle Identification Number (VIN) and registration number, and any change in delivery date or if the order is cancelled.

Telematics process

The full process will be confirmed shortly.

Please note a vehicle handover cannot be completed until SCC provided telematics have been installed.

For any urgent queries please email etcidealership@surreycc.gov.uk

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.
  • 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.

Vehicle handover process

  1. SCC telematics must be installed and be operating before the vehicle is handed over.
  2. The dealership is required to do their normal business processes to confirm that handover has happened.
  3. 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 send us 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 sale price and shown as 'A3 EV grant – ETCI Guildford'

The email should be sent to etcidealership@surreycc.gov.uk 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
  • 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.

  1. 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
  2. The team will contact you to make arrangements for the grant repayment.
  3. The dealership should advise the organisation that they are returning the grant funding to SCC.
  4. More details about this can be found in section 6 of the dealership terms and conditions.