Bike Leasing for HR Managers

1. Decide how you want to finance the bike

As an HR manager, you mainly want to know how the bike will be paid for and what impact this will have on your employees’ payslips.

There are several options:

• Gross salary exchange: the employee exchanges part of their gross salary for a leased bike.
• Year-end bonus: in certain sectors, part of the year-end bonus can be converted into a leased bike.
• Additional benefit: the employer fully covers the cost of the bike as an employee benefit, without any salary sacrifice.
• Mobility budget: the bike can be included in the second pillar of the mobility budget, but it is often more interesting to offer bike leasing alongside the mobility budget.

Each option has different implications for payroll, holiday pay, year-end bonuses and termination compensation.

2. Build your business case

Bike leasing is not only financially attractive for your employees. It can also be an interesting solution for employers: bike leasing is often budget-neutral .

To determine the total cost for your organisation, there are several elements to consider in addition to the lease price:

• CO₂ solidarity contribution (depending on the financing method chosen)
• Administrative costs per bike/per month
• Any employer contribution if you cover part of the lease cost
• The comparison with a company car is almost always favourable: fewer discussions around benefit-in-kind taxation, lower fuel costs and a lower TCO.

It is also important to consider who owns the bike during the lease period . This can have an impact, for example, in the event of early termination and the payment of any related compensation in case of non-payment.

3. Create a bike policy

Introducing a bike leasing plan without clear agreements? That is likely to lead to questions and discussions.

Just like with a car policy, you also need a bike policy .

What should a bike policy cover at a minimum?

• Who is eligible? (contract type, seniority, job category…)
• What budget is available per employee or category?
• Do you allow a one-off employee contribution?
• What is the duration of the lease contract(s)?
• Which types of bikes are allowed? (city bike, e-bike, speed pedelec, cargo bike, gravel bike, mountain bike…)
• Commuting: is there a minimum number of days per week?
• What happens in the event of dismissal, long-term illness, retirement or buyout?
• Maintenance, repairs, theft and damage: who takes care of what?
• Buyout at the end of the lease period
• …

4. Think ahead: what happens when an employee leaves?

The question every HR manager will get sooner or later: “I’m leaving the company, what happens to my leased bike?”

That is why it is important to define in advance what happens when an employee leaves the organisation. Depending on the agreement, there are several options:

• The employee buys the bike at its residual value
• The new employer takes over the existing lease contract
• The bike is returned to Cyclobility

Make sure these arrangements are included in your bike policy. This helps avoid surprises when an employee leaves.

5. Prepare for discussions with the trade union or works council

Bike leasing affects salary, mobility and employment conditions. Companies with a works council or trade union delegation therefore also need to take social dialogue into account.

Here are some common concerns you should be prepared to address:

• Is participation entirely voluntary?
• Who is eligible to participate and why?
• What is the impact on group insurance, pensions and unemployment benefits?
• Is an employee contribution allowed?
• What about the existing cycling infrastructure?

A well-prepared proposal with simulations, a clear bike policy and FAQs can make these discussions much easier…

6. Prepare the launch and communication

The success of a bike plan depends largely on adoption. You can put the most attractive offer on the table, but if your colleagues do not understand how it works or what is in it for them, uptake will remain limited.

That is why it is important to make the launch visible within your organisation, with or without the support of your communications team. For example:

• A fun launch event (internal webinar, lunch & learn, test event with bikes in the car park and a barista, goodies…)
• A clear FAQ on your intranet or HR portal
• Personalised simulations so every employee can see the impact on their net salary
• Ongoing communication through different channels. One email is not enough.
• Local ambassadors who can answer their colleagues’ questions

7. Choose a leasing partner that takes work off HR’s plate, rather than adding to it

As an HR manager, you already have enough on your plate. You do not want to maintain separate administration for every bike, manage multiple suppliers or chase maintenance and repairs yourself.

So don’t just look at the price of the lease. Look especially at the extent to which a partner can take care of the process for your organisation and be there when you need them .

With Cyclobility, you can count on:

• One dedicated point of contact for you and your employees
• Integration with your payroll provider or own software
• A fully managed process from A to Z: bike selection, ordering, home delivery, fitting, maintenance, repairs, insurance and end of contract
• A nationwide network of 8 own bike shops and hundreds of external bike dealers
• A mobile repair service that comes to your car park or your employees’ homes
• Clear reporting
• More than 10 years of experience working with companies of all sizes and across all sectors. That experience translates into well-thought-out processes, realistic advice and solutions that genuinely work in the workplace.
• Cyclobility takes on the risk of non-payment, so you do not have to worry about that either.

Discover how AZ Alma approaches bike leasing

Ready to offer bike leasing?

Introducing bike leasing does not have to become a six-month HR project. With the right preparation and the right partner, you can get up and running quickly. We guide, support and motivate you from the first conversation to the final signed agreement.

Curious to find out what bike leasing could mean for your organisation? Fill in the form below.

We will be happy to create a tailored simulation, adapted to your employees and in collaboration with your payroll and finance teams.