Environmental Quality Branch
AIR QUALITY
Ministry of Environment's Work Bike Policy:
Use of Bicycles for Business Travel
Last Updated: April 2006
Introduction
The Ministry of Environment's work bike policy encourages ministry staff to use bicycles for travel on government business whenever it is cost effective, and on a voluntary basis. The policy supports the ministry's mandate to improve local air quality and reduce greenhouse gas emissions. It also supports the ActNow! BC goal of increased physical fitness. The ministry and the ActNow! BC Incentive Fund have jointly provided two work bikes at the ministry's Selkirk-site headquarters, in Victoria.
This policy is based on the work bike policy developed by Environment Canada's Pacific and Yukon Region Headquarters Office. Other work places may want to use this as a starting point for their own policy.
Issue Date of Policy
April 2006
Scope
Applicable to all Ministry of Environment programs.
Policy
The Ministry of Environment wishes to promote the use of bicycles for travel on government business where practicable, on a voluntary basis.
1. Provision of Employer-Provided Bicycles
Where it will be cost effective for the employer to provide a work bicycle(s), the worksite may either purchase or lease a bicycle for employees to use for travel on government business. The worksite must ensure that the following conditions are in place:
- The worksite provides regular bicycle maintenance by a bicycle repair shop or dealer;
- The worksite provides safety equipment, including appropriately sized, approved bicycle helmet, lights and reflective accessories;
- The worksite maintains a work bicycle sign-out system of employees permitted to use the work bicycle(s); and
- The worksite provides a bicycle lock and ensures the safekeeping of the work bicycle.
2. Use of Employer-Provided Bicycles
Employees may use a ministry-provided bicycle for travel on government business under the following conditions:
- The purpose of the trip is business;
- As with all travel choices, commuting is time-effective compared to other approved means of travel, i.e., additional time to don/remove cycling gear, lock-up bicycle, etc. is taken into account;
- The employee has undertaken a ministry-sponsored cycling safety course or an approved alternative course (the employee must present a course completion certificate or sign a statement indicating they have completed a suitable course) and has been included on the list of employees permitted to use the work bicycles;
- The employee will be required to re-take the cycling safety course if the employee has an accident while using an employer-provided work bicycle; and
- The employee will operate the bicycle in accordance with relevant provisions of the Motor Vehicle Act, including wearing an approved bicycle helmet.
3. Employee’s Use of Own Bicycle
Ministry employees may use their own bicycles for travel on government business where practicable, under the following conditions:
- As with all travel choices, commuting is time-effective compared to other approved means of travel, i.e., additional time to don/remove cycling gear, lock-up bicycle, etc. is taken into account;
- The onus is on the employee to ensure that the bicycle is in good working order;
- The employee will operate the bicycle in accordance with relevant provisions of the Motor Vehicle Act, including wearing an approved bicycle helmet;
- The employer will encourage employees using their own bicycles for travel on government business to take a ministry-sponsored cycling safety course or an approved alternate course; and
- Kilometerage for use of employee-owned bicycles for government business will not be paid.
4. Renting a Bicycle While on Travel Status
Ministry employees may rent a bicycle in lieu of a vehicle or other motorized ground transportation while on travel status if the use of the bicycle is both cost-effective and time-effective. The primary purpose for the bicycle rental must be business travel. Costs for bicycle rental will be reimbursed via the travel reimbursement process. Receipts must be provided. Bicycle rental expenses will be included in the iExpenses claim under miscellaneous.
5. Transporting a Bicycle for Use on Travel Status
A bicycle may be transported for use during business travel provided the cost of transporting the bicycle is less than or reasonably comparable to avoided alternative costs. The primary purpose of the trip must be business. A receipt must be presented and reimbursement is as above. Employees using their own bicycles must claim under the homeowner’s insurance policy for any losses or damage incurred to the bicycle while on travel status as per the Core Policy Manual.
Core Policy Manual References:
Loss or Damage (10.3.12 CPM Policy)
Loss of Personal Possessions (C.19.2 CPM Procedures)
Use of Bicycles (11.3.2 CPM Policy)
Motor Vehicle Act (Sections 183 & 184)
The Core Policy and Procedures Manual can be viewed on the Ministry of Finance website.
For More Information:
Environmental Quality Branch
Ministry of Environment
Government of British Columbia
PO Box 9341
Stn Prov Govt
Victoria, British Columbia
Canada V8W 9M1
http://www.env.gov.bc.ca/air
