EV Charger Electricity Billing in a Co-ownership

Electric vehicles are becoming increasingly common in residential buildings. In divided co-ownership, the challenge is to bill EV charging electricity in a legal, fair and easy-to-manage way. Between the legal framework, technical requirements and governance, your syndicate must establish clear guidelines before the first charge.

This practical guide summarizes the rules to know, the possible billing models and a clear method for calculating a fair rate. You will also find compliance tips for your board of directors and tools for documenting everything in the minutes and declaration of co-ownership.

1) Understanding the minimum legal framework

In a co-ownership, co-owners must contribute to common expenses according to their proportionate share, unless a particular provision or use has been agreed upon. The Civil Code of Quebec specifies contributions to common expenses (see section 1064 C.C.Q., LégisQuébec). When a charging station is installed in a common portion, the electricity consumed to charge a vehicle should not increase the common expenses of non-users. Billing users directly must therefore be governed by a resolution and internal regulations.

The resale of electricity is also regulated in Quebec. The Act respecting the Régie de l’énergie and its regulations establish the conditions applicable to electricity supplied by the distributor. In practice, a syndicate should avoid any profit margin and aim to recover the actual costs associated with charging, using a transparent and verifiable method.

From a governance perspective, installation in a common portion or a common portion for restricted use will often require authorization from the board of directors and, depending on the impact and costs, a resolution of the annual general meeting. The declaration of co-ownership and the by-laws of the immovable must be consistent with the charging policy, particularly regarding access, safety, insurance and billing.

For technical compliance, only qualified contractors may work on electrical systems. A capacity study, adequate protection and reliable measuring devices are essential. Document maintenance and inspections in the maintenance logbook / EUC.

Useful resources:

• Civil Code of Quebec – contribution to common expenses (section 1064)
• Act respecting the Régie de l’énergie
• RBQ – Check a contractor’s licence
• RGCQ – Best practices in co-ownership

2) Choosing a billing model suited to your building

There is no single model. Your choice depends on the electrical configuration, the number of users, the type of parking (private portion or common portion for restricted use) and the capacity of the internal network.

Common models, with their advantages and limitations:

• Sub-meter (kWh measured by parking space):
  • Advantages: precise measurement by user; billing based on actual cost; high degree of fairness.
  • Limitations: initial investment; meter readings and data management.
• Shared smart charger with cards/RFID:
  • Advantages: detailed reports by user; access control; configurable pricing.
  • Limitations: reliance on the provider; possible service fees; profile management.
• Time-based occupancy pricing (by the minute/hour) for a common charging station:
  • Advantages: discourages “station hogging”; simple if the power output is stable.
  • Limitations: does not always reflect the energy delivered; should be combined with an energy cap.
• Monthly flat fee based on charger capacity and typical use:
  • Advantages: very easy to manage with few users.
  • Limitations: less fair when usage varies; requires periodic review.

Regardless of the model, the golden rule is traceability. Your policy should describe the calculation method, measuring tool and billing frequency. Avoid any profit margin and base the charges on actual, verifiable costs.

3) Calculating a fair rate: a step-by-step method

A fair rate aims to fully recover the costs associated with charging, without cross-subsidization between users and non-users. Structure your calculation as follows:

• Energy consumed: kWh measured by the charging station/sub-meter or reported by the smart charger.
• Distributor’s rate: the electricity rate applicable to the building, including relevant fixed charges if they can be attributed to charging.
• Losses and efficiency: a small loss factor (wiring/equipment), if measured or documented.
• Maintenance and connectivity: recurring fees associated with smart chargers and inspections.
• Amortization/replacement: a contribution intended to replace the charging station and wiring over time.

Indicative formula, to be adapted to your circumstances:

Amount billed to the user for the period = (kWh consumed × applicable unit rate) + share of fixed charges/maintenance + share of equipment amortization.

A few practical tips:

• Document your assumptions in a policy attached to the board of directors’ minutes.
• Review the rate at least once a year, at the annual general meeting, with a brief statement of costs.
• Prioritize kWh-based measurement for maximum fairness; add occupancy fees if needed.
• If the common infrastructure was paid for by the syndicate, provide for transparent amortization, separate from the contingency fund. Conversely, if the user financed their authorized private charging station, adapt the billing accordingly.

Example of an unquantified allocation

• User A consumes 120 kWh; user B consumes 60 kWh.
• The syndicate applies the unit rate applicable to the building.
• Fixed maintenance/connectivity charges for the charging station are allocated in proportion to kWh.
• Equipment amortization is allocated in the same way.

Result: A pays twice B’s share of the variable items, plus A’s share of the fixed items. The method is traceable, verifiable and defensible at the annual general meeting.

4) Governance and compliance: from resolution to minutes

Establish clear guidelines for your project, adopted by the board of directors and, if required, confirmed by the annual general meeting. Include the following elements:

• Authorizations: specify when a simple board of directors’ resolution is sufficient and when the annual general meeting is required.
• Common portions/private portions: identify the location (e.g., common parking for restricted use) and who is responsible for the work.
• RBQ safety and compliance: require a licensed master electrician, a single-line diagram and the retention of certificates.
• Measurement and control: describe the measuring device, access method (key, RFID card) and report generation.
• Pricing and billing: set out the formula, frequency (monthly/quarterly) and collection method.
• Insurance and liability: require proof of liability insurance for authorized private equipment.
• Use and etiquette: maximum connection time and penalties for abusive occupancy, if applicable.

Record the policy in the minutes and keep it accessible to co-owners. Check that it is consistent with the declaration of co-ownership and, if necessary, add supplementary rules to the by-laws of the immovable. Update the maintenance logbook / EUC to record the equipment, inspections and maintenance. Finally, retain consumption reports and data to support your bills in the event of a dispute.

For day-to-day operations, a simple process helps the board of directors:

1. Automatic reading of kWh by user.
2. Calculation according to the approved formula.
3. Notice to the co-owner with basic details (period, kWh, rate, total).
4. Addition to the monthly statement or separate billing, according to your practice.
5. Collection and follow-up of arrears as with any other assessment.

multiRent offers tools and templates to document your processes and lighten day-to-day management. See our operations section here: Our services – operations management.

5) FAQ – common questions about billing

• Can we add a small administration surcharge?
  Caution is required. The supply of electricity is regulated, and your syndicate should aim to recover actual costs, without making a profit. If you add administration fees, they must be reasonable, justified and approved. Refer to your internal regulations and the Act respecting the Régie de l’énergie.
• Do we have to collect QST/GST on the amounts billed?
  This depends on the tax characterization of the transaction and your syndicate’s registration status. In some cases, a straightforward reimbursement of expenses may not be taxable; in others, a taxable supply may require registration and collection. Consult Revenu Québec and your accountant.
• Is it better to bill separately or include the charges in the common expenses?
  Most syndicates favour a separate bill based on measured consumption to avoid diluting the expense among the common expenses. Traceability is what matters, regardless of the administrative vehicle used.
• How should visitors and tenants be managed?
  Specify in the policy whether visitor access is permitted, at what rate and how consumption is allocated to the principal lot. For tenants, include a clause in the lease agreement and keep ultimate responsibility with the co-owner.

Useful links for further information:

• Civil Code of Quebec – contribution to common expenses (section 1064)
• Act respecting the Régie de l’énergie
• RBQ – Check a contractor’s licence
• Revenu Québec – Registering for QST/GST

Are you starting a charging-station project? Also browse our blog for more practical guides, and see our packages if you would like to delegate day-to-day management.

This article provides general information and does not constitute legal advice. Consult a lawyer or notary regarding your situation.

This article provides general information and is not a substitute for advice from a tax specialist or accountant. Refer to Revenu Québec and the CRA for the exact requirements.

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