Scotland Cycle Repair Scheme

Two mechanics with a repaired bike in a bike shop

The Scotland Cycle Repair Scheme has helped get thousands more people across Scotland on their bikes.

Applications have now closed for new grants, but participating bike shops and repair providers may continue to offer repairs and maintenance using funds already allocated by the scheme until 31 May 2021.

Cycling UK will continue to offer support to existing grant recipients through our development officer network.

Why is this scheme happening?

The Covid-19 crisis has hit many people hard, so we know it can be difficult to pay for essential bike repairs right now.

The scheme is therefore intended to reach people who feel they need financial support, as the costs of bike repairs can be a barrier to cycling. For more information, take a look at our detailed FAQs.

Frequently asked questions for bike shops

What is the Scotland Cycle Repair Scheme?

This service aims to get thousands more people across Scotland on their bikes. The Scotland Cycle Repair Scheme is working with bike shops, mechanics and community projects providing cycle repairs across the country, to provide free repairs and maintenance to those who need it. The COVID-19 crisis has hit many people hard, so we know it can be difficult to pay for essential bike repairs right now. Bike shops and mechanics joining the scheme were awarded grants to provide free repairs and maintenance work, up to the value of £50 per person.

Why has it been set up?

The scheme has been created as part of the Scottish Government’s response to the COVID–19 pandemic and the need to provide more options to the public for travel and transport. The Scottish Government and Cycling UK know that there are many more bikes than people who want to cycle at this time. This is partly due to mechanical problems or a lack of regular maintenance - so this scheme is helping to get those bikes fixed, safe and back in use.

How much can I apply for?

Applications are now closed as all funding has been allocated.

Who is it for?

The scheme is targeted at people who have a cycle, but it needs some maintenance to get it back in use. It is intended to reach people who feel they need financial support at the moment, as the costs of bike repairs can be a barrier to cycling. It isn’t aimed at people who can already afford to get their bike maintained or repaired but we won’t be asking for bike shops/mechanics to judge customer eligibility or their ability to pay.

When does it start and finish?

The scheme started in August 2020.

Bike shops will be able to offer this service up until 31 May 2021. Each bike shop will determine when they finish offering this scheme, depending on when they have utilised all their grant money.

How much can I give to each customer?

You can cover the first £50 of any eligible repair work carried out under the scheme. Any excess must be paid by the customer.

What types of repairs are included?

Basic service and essential mechanical repairs are covered by the scheme i.e. repairs that are necessary to make the cycle roadworthy and fit for purpose. The £50 can cover both parts and labour costs. The following repairs can be covered by the scheme:

  • repairing or replacing tyres, tubes, wheels and related components
  • adjusting, repairing or replacing braking system components
  • adjusting, repairing or replacing transmission system components
  • repairing or replacing other essential components which prevent safe use of the cycle e.g. deteriorated grips or saddle.

The following repairs/transactions are NOT covered by the scheme:

  • a sale of replacement parts without any repair work
  • replacement or upgrade of existing safe and roadworthy components
  • replacement or repair of removeable lighting accessories
  • using the £50 to contribute to the purchase of cycles or accessories
  • any repairs to e-bike electronic units.

What is your expectation of what £50 will cover?

Cycling UK would expect that £50 should cover at least a Bronze service (e.g. frame and forks wiped down and checked for alignment; gears and brakes adjusted; chain checked and lubricated; wheels and tyres inspected for wear; full safety check).

Do I need to assess the bike first? Free of charge?

Yes, you need to undertake an assessment of the work required and then confirm that the customer wishes the work to be undertaken and can cover any cost over and above the initial £50.

What if I’m overwhelmed with enquiries?

It is important that you continue to provide your regular repair and maintenance services without feeling overwhelmed by this scheme. It should not impact on your existing or new customers. If that happens, please contact us and we can temporarily remove your information from the website until you have more capacity.

How will it be promoted to the public?

  • Scottish Government channels (media launch / social media)
  • Cycling UK channels including website, social media, mailing lists and press. Each participating bike shop and mechanic will be featured on a web map with their address, contact details, email address and social media links.
  • Cycling UK external partnerships including targeted communities who don’t engage with regular cycling media like EST Home Energy Scotland, Advice Centres and the Association of Cycle Traders.

Can I limit the number of £50 repairs I do in a week?

Cycling UK understands the need to balance the demand of this scheme with your regular customers, but we can’t give you direction on how this scheme affects your operational procedures.

What happens if the repairs cost more than £50?

Any additional costs are not covered by the scheme. We recommend that all repair costs are agreed in advance with the customer.

What happens if a customer can’t afford all the repairs?

If the customer is unable to afford all of the repairs then you must agree with them in advance what they can afford over and above the value of £50.

Can the customer use the £50 for other purchases e.g. bike upgrades, accessories?

No. The £50 can only be used for costs directly associated with repair and maintenance (e.g. labour and parts). It cannot be transferred to other purchases.

Is there a limit on how many bikes a customer can bring in for repair?

No. For the scheme to reach as many people as possible we would encourage only one cycle is repaired per person. However, if a parent/guardian brings in individual bikes for their family, you will be able to service them all.

If I am providing the free £50 mechanical services to key workers (via the Big Bike Revival for Key Workers programme) then can they, in addition, access this free £50 of mechanical services?

Yes.

If a customer doesn’t need to use the full £50 for their repairs, can I allocate the remaining funds to another customer e.g. top up for someone that cannot afford repairs over £50?

It is at the bike shop’s discretion to determine if unspent funds can be used for another customer.

What happens when I have used all the grant funding?

Please submit your final data to your development officer, who will issue you with an evaluation survey.

What records do I need to keep?

You need to keep a Customer Record Form to track all repairs undertaken. As outlined in the signed Terms and Conditions, there are two key actions you will need to complete:

i) For each repair you must enter the following details on the Customer Record Form and email it to Cycling UK monthly. Your assigned Cycling UK Development Officer will be in touch within the first two weeks of you receiving your Grant Offer Letter to discuss the submission of your first Customer Record Form. After this time, we expect you to email your updated record to your Cycling UK Development Officer at the start of each calendar month including:

  • Date of repair
  • Work done (e.g. bronze service, brake service)
  • Customer postcode
  • Customer email address if they are happy to share it. You should explain to the customer that they will receive two surveys via email from Cycling UK (one at the time of the repair, a second survey three months later). This information is important so that we can understand the impact this scheme has on supporting cycling across Scotland. We are not tracking individuals or checking up on who uses the scheme.

ii) We will email your organisation a short evaluation survey via email after your funding has been spent. You are required to complete this survey as part of our funding agreement.

 

How do I record the Grant in my accounts?

You record the grant amount received in full as income in your accounts as the Scotland Cycle Repair Scheme is VAT exempt

I’m VAT registered, how do I manage the VAT?

The grant you receive is VAT exempt. The service you will deliver is to the value of £50 per person. Therefore for a grant awarded to you of £2,000, we would expect 40 bike services to be delivered. VAT is not applicable on that supply of services. Where the cost of service is above the £50 value of the grant provided, standard VAT should be applied.

What financial records should I keep for this grant award?

Please keep a record/list/spreadsheet/audit trail of everyone booked in for a service

What if the customer doesn’t want to provide an email address?

They are still able to access the £50 free services. We are requesting that you collect the customer emails as it is critical that we can gather information about the scheme for ourselves and the funding partners. If we can’t provide that type of data, it is less likely that we’ll get similar funding in the future.

How do I get my organisation’s details removed or amended on the web map?

Contact us at scrs@cyclinguk.org and we’ll get those changes made as soon as possible.

Are non-standard cycles (tandems, tricycles, handcycles and side-by-side cycles) included in the scheme?

Contact us at scrs@cyclinguk.org and we’ll get those changes made as soon as possible.

Are manual wheelchairs included in the scheme?

Yes.

Funding

The scheme is funded by The Scottish Government and is administered by Cycling UK.

Contact

For more information, contact us on scrs@cyclinguk.org.

 

For advice on cycling through the coronavirus pandemic, see our Q&A.