From 1 January 2026, staff members who wish to do so can make use of the option of exchanging all or part of their gross end-of-year bonus for the lease of a bicycle or speed pedelec (electric or otherwise).
Through this system, these staff members can then lease a bicycle of their choice from the range of the bicycle leasing company, and this for a period of 36 months. At the end of this period, they have the choice to return the bicycle, or to buy it for a predetermined residual amount to be paid.
As we mentioned earlier in this article, ACOD regrets a number of choices that were made in the elaboration of this bicycle lease by the university management. However, for the staff members who can and wish to use it, this lease plan can offer a welcome advantage.
Ghent University has already communicated via the staff newsletter the possibility to register for and participate in a number of (now passed) information sessions and for some planned test moments for the bicycle lease, On the Ghent University intranet you can also find information about the new SAP tile where you can check whether you meet the conditions to be able to use the bicycle lease, and where you can find your estimated end-of-year bonus. In addition, Ghent University also offers a tool with which you can - based on the information from the SAP tile and the price information from the website of the bicycle leasing company - estimate what the bicycle lease would mean financially in your situation.
Some points of attention
Once you have joined this bicycle lease plan, you cannot just stop it. In principle, you are then obliged to lease the bicycle for the entire period of 36 months (see below for a number of specific exceptions). This means that during those three years you will receive little or no end-of-year bonus in the month of December. After all, this is then used by Ghent University to pay the monthly lease cost of the chosen bicycle.
Also keep in mind that if the amount of your end-of-year bonus is not sufficient to pay the lease cost of the chosen bicycle, Ghent University will charge the remaining amount due to your net salary.
Please note: it is possible that your end-of-year bonus is initially sufficient to cover the lease cost, but that something changes in your situation during the 36-month lease period, for example when you start working part-time. In such situations when your end-of-year bonus is reduced, it is possible that it is no longer sufficient to pay for the lease and you are therefore still confronted with a charge on your net salary.
There are also a number of conditions attached to the use of the lease bike. This lease bike remains the property of the bicycle leasing company during the lease period. Certain rules, obligations and restrictions apply during the lease period that would otherwise not be there if you simply buy a bicycle from a bicycle dealer. For example, only you, your partner and any family members living at home may use the bicycle. Even in those cases where your partner or family members ride the bicycle, you remain personally responsible for the bicycle. Also, the bicycle must always be properly locked in the prescribed manner, you may not use it for e.g. sprat competitions, or for carrying out courier services, etc.
These terms of use can be found in chapter 8 (pages 20-22) of the cycling policy on the Ghent University portal. In any case, it is best to read the integral bicycle policy carefully before signing up. The same applies to the bicycle lease regulations. Is something not clear or do you have any questions? Then be sure to ask these in advance.
Not to be forgotten is also the obligation to use the bicycle regularly for your commute. This is a requirement so that no social security contributions and taxes should be charged for this lease bicycle. Please note: do you not use the lump sum for professional expenses for your tax return, but do you declare your actual professional expenses? Then the aforementioned exemption of charges for the lease bicycle will not apply to you.
The bicycle lease includes insurance for damage and theft. The rules and modalities to be complied with for this insurance can be found in chapter 9 (pages 22-24).
If you choose to return the bicycle at the end of the bicycle lease, it must be in well-maintained condition, see chapter 11 (page 27) of the bicycle policy. If not, this can also result in additional costs.
As mentioned, there is already a certain amount of maintenance costs included in the lease price that can be spent annually. This depends on the type of bike. More about this can be found in chapter 13 (page 28) of the bicycle policy.
Events that may affect bicycle leasing
As mentioned, the 36-month bicycle lease cannot normally be terminated once it has been subscribed to. However, a number of situations are foreseen with specific consequences. You can find these in chapter 10 (pages 24-27) of the bicycle policy.
Is your employment terminated by Ghent University during the lease period?
Then the lease will be terminated at that time, and you will be given the choice: either you can return the bicycle free of charge, or you can buy it at the remaining value at that specific moment in the lease period. This residual value is a certain percentage of the list price. This percentage decreases as the lease period progresses. You can find the graph on page 25 of the bicycle policy.
Are you resigning from Ghent University during the lease period?
Then the lease will be terminated at that time, and you will be given the choice: either you can return the bicycle against payment of a certain termination fee (see 10.3.2 on page 25 of the bicycle policy), or you can buy it at the remaining value at that specific moment in the lease period.
What if there is a long-term interruption of employment during the lease period?
Are you interrupting your employment for a consecutive period of 6 months or more? Then the bicycle lease will be terminated at that time and the same rules apply as if you had resigned yourself (see above).
Exceptions:
In accordance with (the footnote to) Article 19 of the bicycle lease regulations, this rule does not apply to periods of absence due to maternity leave, Flemish care credit and thematic leave, i.e. parental leave, leave for palliative care, leave for medical assistance and leave for informal care. In these cases, the bicycle lease will continue as usual.
Different rules also apply when it comes to a long-term absence due to illness or accident. In this case, the bicycle lease is only terminated by means of the gross end-of-year bonus after a continuous period of 11 months of absence. At that point, the staff member is given the choice: either you can return the bicycle free of charge, or you can buy it at the remaining value at that specific point in the lease period, or you can continue the lease by paying the lease cost yourself every month. The latter option means that you can no longer use the gross end-of-year bonus to pay the lease cost, but that you use your own net income (salary, benefits, etc.) for this. Please note: if you have not informed the bicycle leasing company in time of your choice in writing (= within 4 weeks after Ghent University has asked you the question), the default choice will be assumed, namely return of the bicycle free of charge.
Some more special situations
Do you unfortunately die during the course of the bicycle lease? Then your next of kin can then make the choice at that time to return the bicycle free of charge, or to buy it at the remaining value at that specific time in the lease period.
Can you medically certify that you are no longer able to ride a bicycle? Then you can stop the bicycle lease - if you wish - free of charge at that time.
Are you retiring during the lease period? Then you can take over the bike at that time at the remaining value at that specific moment in the lease period.
Are you in a situation where you can no longer financially cope with the continuation of the bicycle lease due to force majeure? Then you can submit a motivated request to terminate the lease contract to UGent HR (to the head of Compensation and Benefits, HR Operations, Data Management). He or she will assess the request and look for a suitable solution together with you and the bicycle leasing company.
Some final tips
Only sign up for this bicycle lease if you were already planning to buy such a new bicycle, and if you in principle have sufficient financial resources for this purchase yourself if this bicycle lease via gross end-of-year bonus would not have been available.
Do you feel that you would not be able to bear the bicycle lease financially without the specific arrangement with the gross end-of-year bonus? Then think twice before signing up. After all, it is not possible to predict with certainty which things may occur during this lease period of 36 months, and which may put you in a difficult financial situation.
Also remember to always compare the price of the chosen bicycle with the bicycle leasing partner with the price for the same bicycle with another provider. Keep in mind that the price for the bicycle lease also includes the cost of insurance against damage and theft, as well as an annual maintenance amount to be spent. In addition, when making the comparison, you also have to take into account the 55 euros annual administrative cost that Ghent University itself charges when you use the bicycle lease.
Does the overall cost of your chosen bike look favorable and does your own financial situation allow it?
In that case, it can indeed be a welcome additional financial advantage to make use of this bicycle lease. This allows you to use the gross amount of your end-of-year bonus for this, instead of just the net amount you normally receive in your account.
If you want to join from 2026, you must communicate this choice in time to the bicycle lease company, in the period from 13 October to 17 December 2025 (see instructions on the UGent intranet). If not, you will have to wait a year, and you will only be able to join from 2027.
Do you have any further questions? Do not hesitate to contact us via ACOD@UGent.be