Conditions of Issue and Use

Updated - 24 October 2016

RAIL STAFF TRAVEL NATIONAL, INTERNATIONAL AND TOC SPECIFIC FACILITIES (CARDS, PASSES AND COUPONS):

BY APPLYING FOR AND USING ANY TRAVEL FACILITIES, YOU AGREE TO ABIDE BY THESE CONDITIONS OF ISSUE AND USE

Section 1: GENERAL

  1. The use of the words "we", "our", "us" and "RST" in these Conditions of Issue and Use refers in each case to Rail Staff Travel (part of the Rail Deleivery Group), and the use of "you", "your" and "primary cardholder" refers in each case to the Employee and/or Widow(er) that is eligible for staff travel facilities as defined by the Facility Rules and/or the concessionary travel facilities rules and/or the product specific (including TOC Specific) rules and/or the FIP Regulations.
  2. The use of the words "staff travel facilities" and "staff travel facility" refers in each case to any card, pass, coupon, season ticket document, voucher, letter or other document that provides free or reduced rate travel for the primary cardholder and their eligible family members issued under the Facility Rules and/or the concessionary travel facilities rules and/or the product specific (including TOC Specific) rules and/or the FIP Regulations.
  3. The issue and use of National travel facilities is at all times subject to the following documents: the Facility Rules; the concessionary travel facilities rules.
  4. The issue and use of International travel facilities is at all times subject subject to the following documents: the FIP Regulations; the Facility Rules; the concessionary travel facilities rules.
  5. The issue and use of TOC Specific travel facilities is at all times subject to the following documents: the product specific (including TOC Specific) rules; the Facility Rules; the concessionary travel facilities rules.
  6. The concessionary travel facilities rules extend the Facility Rules in respect of Non-Safeguarded National staff travel facilities.  In the event of any dispute relating to eligibility, the Facility Rules shall take precedence.
  7. The product specific (including TOC Specific) rules extend the Facility Rules and the concessionary travel facility rules in respect of product specific or TOC specific staff travel facilities.  In the event of any dispute relating to eligibility, the Facility Rules shall take precedence.
  8. The Facility Rules, concessionary travel facility rules, the product specific (including TOC Specific) rules and the FIP Regulations should be used as the source reference point. In the event of any dispute, the appropriate document shall take precedence over clauses within this website.
  9. All travel using staff travel facilities is additionally subject at all times to the National Rail Conditions of Carriage.
  10. All travel using staff travel facilities is additionally subject to any restrictions which are published online at www.raildeliverygroup.com/rst.
  11. All staff travel facilities issued remain the property of RST. If requested the staff travel facilities must be returned immediately to RST at your own expense.
  12. By applying for and using any staff travel facilities, you authorise RST to use your personal/family data for the purposes of providing staff travel facilities.
  13. RST reserve the right to amend these Conditions of Issue and Use at any time.

Section 2: GENERAL ISSUE AND USE

  1. The issue of travel facilities to an Employee is solely at the discretion of the Employer who will act in accordance with the appropriate Conditions of Issue and Use.
  2. The issue of travel facilities to an eligible family member is solely at the discretion of the primary cardholder. In addition, it is the primary cardholder's responsibility to ensure that such family members also abide by the appropriate Conditions of Issue and Use.
  3. It is the primary cardholder's responsibility to provide RSTL with the necessary evidence of eligibility as required by RSTL (including ongoing eligibility) for each family member before RSTL are able to issue staff travel facilities.
  4. RSTL are not liable for the loss of or damage to, or any consequential loss arising from the loss of or damage to, original or copies of documents that are sent to us however this may arise, e.g. originals of marriage or birth certificates sent as evidence of eligibility.
  5. All staff travel facilities can only be issued upon receipt and acceptance of all of the required information by RSTL.
  6. It is the primary cardholder's responsibility to ensure that any staff travel facility issued to them has been issued for the correct person and that the personal information (e.g. name and date of birth) are correct.
  7. By holding and using the travel facilities, the holder certifies that they have read, understood, accepted and agree to be bound by and comply with the appropriate Conditions of Issue and Use. In the case that the holder is aged under 16 years, then the primary cardholder de facto certifies on their behalf.
  8. All staff travel facilities are issued for the sole use of the holder named on the staff travel facility. They are not transferable under any circumstances. The holder shall not sell, dispose of, assign, transfer, lend or offer the benefit of the travel facilities to any other person. The reference to selling the staff travel facilities includes:
    1. offering to sell (including, without limitation, on any website or online auction site);
    2. exposing a staff travel facility for sale;
    3. making a staff travel facility available for sale by another person;
    4. advertising that a staff travel facility is available for purchase;
    5. transferring, lending or selling a staff travel facility to any third party; and
    6. giving (or offering to give) a staff travel facility to any third party.
  9. Staff travel facilities (e.g. cards, passes or coupons) must be shown (together with any Photo Identity Card or other supporting documents where they are required) and/or handed over upon request to a member of staff, or agents, or the staff of agents of any carrier on whose service a journey is undertaken using issued staff travel facilities. You must hold valid staff travel facilities throughout the entire journey and keep them available for inspection at all times.
  10. All primary cardholders that are Active Employees and their eligible family members over the age of 16 must have an individual (public) Photo Identity Card, which must be shown on demand in conjunction with any other cards or passes used for leisure or residential travel. These are obtainable free of charge from most stations. Primary cardholders that are Retired Employees and their eligible family members do not need a Photo Identity Card unless travelling with a Privilege Season Ticket.
  11. All staff travel facilities can only be used in the class of travel for which they are issued.
  12. When travelling using the staff travel facilities, priority should be given to fare-paying passengers. Whenever possible, cardholders should travel on lightly-loaded trains. If a train is crowded, cardholders should allow fare-paying passengers to take seats. If eligible for and travelling in 1st Class on former Inter-City services, cardholders may be asked by on-board staff, and are expected, to vacate their seat for a fare-paying passenger. However, if the cardholder is a Retired Employee, Widow(er) (or their eligible family members), then they should not be asked to surrender their seat in these circumstances.
  13. Once eligibility for staff travel facilities ceases, all staff travel facility documents must be returned immediately to RST.
  14. All staff travel facilities may only be used by the holder for the extent of use, routes, validity and purpose (as appropriate) defined on the documentation issued (e.g. on the card, pass or coupon) and the relevant rules, regulations and conditions of issue and use under which they have been issued.
  15. Any unauthorised use of staff travel facilities will be classed as a Travel Irregularity, and may result in the withdrawal of staff travel facilities, the dismissal of the Employee, and/or legal proceedings against the Employee, Widow(er) and/or a family member and the user of the staff travel facility, as appropriate.

Section 3: LOSS, THEFT OR DAMAGE

  1. Loss, non-receipt, theft of, or damage to any staff travel facilities must be reported immediately to RST.
  2. Replacement staff travel facilities will be issued free of charge where the previous staff travel facilities have been stolen or lost by theft upon completion by the primary cardholder of a Replacement Form and the primary cardholder can provide evidence of the theft from an appropriate police force.  The replacement is subject to any replacement terms and conditions relating to the product itself (e.g. issuing of boxes or limitations to use).
  3. A replacement for lost staff travel facilities will be issued upon completion by the primary cardholder of a Replacement Form. The replacement is also subject to the payment of the appropriate replacement fee and any other replacement terms and conditions relating to the product itself (e.g. issuing of boxes or limitations to use).
  4. A replacement for staff travel facilities will be issued where the current staff travel facility has been damaged, defaced, spoiled or altered in any way. The replacement is subject to the return of the current staff travel facility before a replacement is issued and to the payment of the appropriate replacement fee and any other replacement terms and conditions relating to the product itself (e.g. issuing of boxes or limitations to use).
  5. RST are not liable for any loss, damage or increase costs, however they may arise, resulting from loss or theft of a staff travel facility.
  6. RST may request that the primary cardholder pay for secure carriage (e.g. registered post) of the staff travel facility where there has been more than 1 occurrence of loss of staff travel facilities in the post.
  7. RST reserve the right to refuse to issue a replacement staff travel facility where it is reasonable for us to do so. Normally this will be in cases where there is suspected or actual fraud, or a travel irregularity, or where there is an issue with eligibility.

Section 4: STAFF TRAVEL CARD - LEISURE TRAVEL IN GB

This section defines the key conditions of issue and use that are specific to the Staff Travel Card.

  1. A Staff Travel Card permits privilege rate and, in some cases, free, leisure only travel. It must not be used for residential, duty or business travel or for trading purposes. However, it may be used to purchase privilege-rate tickets for travel between a temporary place of residence and place of employment for a period not exceeding 14 days.
  2. The Staff Travel Card is pre-printed on the reverse of the card with a key to the endorsements to indicate services and routes on which they may or may not be used by the holder. The endorsement(s) printed on the front of the Staff Travel Card identify which of these pre-printed endorsements apply to the holder.
  3. To obtain free leisure travel, the boxes printed on the Staff Travel Card are used as follows:
    1. Before commencing a free journey, the date (day and month) of the journey must be entered in ink in the first available box on the card (marked as “DAY” and “MTH”). The date must be entered using Arabic numerals, with zero in front of single digits, e.g. 07/08 for 7th August. For the avoidance of doubt, the date must be completed in ink; completing a box in pencil is prohibited.
    2. Each dated box allows free travel from the time that the box was dated on the first day until midnight on the following day. For example, a box dated 07/08 allows journeys from the time that the box was completed on 7th August until 24.00hrs on 8th August.
    3. In addition to this free travel will be permitted on overnight journeys starting between 22.00 and 24.00 on the previous day to the date entered on the card. These exceptional circumstances apply only to sleeper services and where the journey finishes after 04.30 the next day.
    4. During the period of free travel, the travel does not have to be continuous: any number of journeys may be undertaken.
    5. Alterations to the date entered are not permitted under any circumstances; and dates must also not be overwritten. If you make a mistake, that allocation of free travel is forfeited, the error must be blocked out, and the correct date entered in the next box.
    6. If a Staff Travel Card is being used without a box being dated, Revenue Protection Staff will cancel the next available box and require the holder to date and use the following box.
    7. If a card is being used with the wrong date entered, Revenue Protection Staff will cancel the next available box and require the holder to date and use the following box.
    8. If there are no empty boxes left, any attempt to travel free will be classed as a Travel Irregularity.
  4. Revenue Protection Staff may at any time retain possession of a Staff Travel Card if it has been, or they suspect that it has been, used in a manner that does not comply with the Conditions of Issue or Use.
  5. The Staff Travel Card is valid for use between the dates printed on the face of the card. All eligibility for free and privilege rate travel ceases at midnight on the expiry date or valid until date. ;For the avoidance of doubt, the Staff Travel Card cannot be used for travel on the day after the expiry date even if a box has been dated on the expiry date, e.g. a Staff Travel Card expiring on 30th June and with a box dated 30/06 may only be used for travel on 30th June and not on 1st July.
  6. Where ticket-issuing facilities are available and in working order, privilege rate tickets must be purchased prior to travel.
  7. If there are no ticket-issuing facilities available prior to departure, then privilege rate tickets should be purchased at the first available opportunity on board (or at an interim or destination station).
  8. Replacement of Staff Travel Cards will be subject to a pro-rata reduction of the number of boxes in accordance with the Facility Rules..

Section 5: TOC PRIVILEGE CARD - LEISURE TRAVEL IN GB

This section defines the key conditions of issue and use that are specific to the TOC Privilege Card.

  1. The TOC Privilege Card is issued under the TOC New Entrant Leisure Travel Arrangement, which is subject to annual rolling review by the participating TOCs.
  2. A TOC Privilege Card permits privilege rate leisure only travel. It must not be used for residential, duty or business travel or for trading purposes. However, it may be used to purchase privilege-rate tickets for travel between a temporary place of residence and place of employment for a period not exceeding 14 days.
  3. Where ticket-issuing facilities are available and in working order, privilege rate tickets must be purchased prior to travel.
  4. If there are no ticket-issuing facilities available prior to departure, then privilege rate tickets should be purchased at the first available opportunity on board (or at an interim or destination station).

Section 6: PRIVILEGE SEASON TICKET - RESIDENTIAL TRAVEL IN GB

This section defines the key conditions of issue and use that are specific to the Privilege Season Ticket.

  1. The Privilege Season Ticket allows the holder to travel on National Rail and may allow travel on London Underground services. Its use is, therefore, additionally subject to Transport for London regulations.  For the avoidance of doubt, this does not include the services of Open Access Operators.
  2. A Privilege Season Ticket will only be authorised by RST if the primary cardholder has applied on the correct form that has been received by RST at least 7 days before the proposed start date of the season ticket.
  3. Privilege Season Tickets may be purchased for eligible family members of primary cardholders solely for use for travel to and from an educational establishment as specified at the time of application. They must not be used for residential, duty or business travel or for trading purposes, e.g. commuting to work (except eligible child dependants that are earning under the income limit provided that the full cost of travel is paid by the primary cardholder).
  4. RST, National Rail and London Underground reserve the right to cancel, or refuse to issue or to renew, a Privilege Season Ticket.
  5. The minimum period for a Privilege Season Ticket is one month, and the maximum period is one year.
  6. If the holder of a Privilege Season Ticket ceases, during the period of validity, to be eligible for any reason or it is not required for the purpose for which it was issued (e.g. as a result of change of residence, work location or duties, leaving service, or leaving education), the ticket must be surrendered immediately. A refund may be due to the primary cardholder.
  7. If a Privilege Season Ticket is used in contravention of any of the foregoing, it will be classed as a Travel Irregularity and, additionally, an on-the-spot charge of a Penalty Fare, or the full ordinary fare for the class of carriage used for the particular journey (according to circumstances) will be charged, as if no payment had been made for the ticket.

Section 7: REDUCED RATE SEASON TICKET - RESIDENTIAL TRAVEL IN GB

This section defines the key conditions of issue and use that are specific to the Reduced Rate Season Ticket.

  1. The Reduced Rate Season Ticket allows the holder to travel on the services of the TOCs which participate in a reciprocal arrangement for this purpose. For the avoidance of doubt, this does not include the services of TfL, including through services, or Open Access Operators.
  2. A Reduced Rate Season Ticket will only be authorised by RST if the primary cardholder has applied on the correct form that has been received by RST at least 7 days before the proposed start date of the season ticket.
  3. Reduced Rate Season Tickets may be purchased for eligible family members of primary cardholders solely for use for travel to and from an educational establishment as specified at the time of application. They must not be used for residential, duty or business travel or for trading purposes, e.g. commuting to work (except eligible child dependants that are earning under the income limit provided that the full cost of travel is paid by the primary cardholder).
  4. RST and National Rail reserve the right to cancel, or refuse to issue or to renew, a Reduced Rate Season Ticket.
  5. The minimum period for a Reduced Rate Season Ticket is one month, and the maximum period is one year.
  6. If the holder of a Reduced Rate Season Ticket ceases, during the period of validity, to be eligible for any reason or it is not required for the purpose for which it was issued (e.g. as a result of change of residence, work location or duties, leaving service, or leaving education), the ticket must be surrendered immediately. A refund may be due to the primary cardholder.
  7. If a Reduced Rate Season Ticket is used in contravention of any of the foregoing, it will be classed as a Travel Irregularity and, additionally, an on-the-spot charge of a Penalty Fare, or the full ordinary fare for the class of carriage used for the particular journey (according to circumstances) will be charged, as if no payment had been made for the ticket.
  8. The Reduced Rate Season Ticket is an additional benefit to the TOC New Entrant Leisure Travel Arrangement, which is subject to annual rolling review by the participating TOCs.

Section 8: INTERNATIONAL TRAVEL - LEISURE TRAVEL OUTSIDE GB

This section defines the key conditions of issue and use that are specific to the reciprocal arrangements for free, reduced rate and concessionary travel outside of Great Britain.

  1. The International Reduced Rate Card (known as FIP Card) is issued to eligible primary cardholders and their eligible family members for reciprocal reduced rate travel on the principal national railways of Europe, and for certain minor and/or private railways, that are members of the FIP (the staff travel division of the UIC) and that have agreed to provide reduced rate travel.
  2. An International Coupon is issued to eligible primary cardholders and their eligible family members for reciprocal free travel on the principal national railways of Europe, and for certain minor and/or private railways, that are members of the FIP (the staff travel division of the UIC) and that have agreed to provide quota-controlled free travel. The International Coupon is quota controlled on both a personal and family basis and will vary across FIP Undertakings and from calendar year to calendar year.
  3. Non-FIP travel (both within and outside of Europe) is issued in various formats to eligible primary cardholders and their eligible family members for free or reduced rate travel on their services. There are restrictions relating to eligibility for both primary cardholders and family members (generally safeguarded staff only).
  4. An International Coupon will only be authorised by RST if the primary cardholder has applied on the correct form that has been received by RST at least 21 days before the proposed start date of the international journey.
  5. If the holder of any International staff travel facility ceases, during the period of validity, to be eligible for any reason or it is not required, the staff travel facility must be surrendered immediately to RST. No refund is due to the primary cardholder for any tickets purchased or paid reservations made.
  6. International Coupons are issued for a validity period of 3 months, except where the travel date is during December in which case the expiry date of the Coupon will be 31 March the following year.
  7. If a primary cardholder has unused quota for an FIP Undertaking at the end of a calendar year, then the unused quota for that FIP Undertaking can be used for travel in the first 3 months of the following year provided that:
    1. the application for travel is received by RST by 31 December, and
    2. the primary cardholder specifically requests that the expiring year's quota is used, and
    3. the expiry date of the International Coupon is 31 March the following year
    If an application is received after 31 December or the primary cardholder has not requested use of the expiring year's quota, then the quota applicable to the date of travel will be used.
  8. Each International Coupon is valid for travel only in the country and on the services specified on the Coupon (subject to any restrictions).
  9. If an International Coupon has been used on a railway adjoining or bordering the railway of issue, it may not be used again for any further journeys on this railway after the return journey has been made to the issuing railway (i.e. if you return to GB). For the avoidance of doubt, adjoining railways are those which are linked to GB by another FIP member, including ferries and Eurostar. Therefore, the adjoining railways are SNCF, SNCB, NS, NIR, CIE (France, Belgium, Holland, N. Ireland, Republic of Ireland) but not Denmark or Norway. Part-used coupons for non-adjoining countries may therefore still be used.
  10. It is the responsibility of the primary cardholder to identify and select the undertakings, administrations and countries for which travel is required.
  11. To obtain free International leisure travel, the boxes printed on the International Coupon are used as follows:
    1. Before commencing a free journey, the date (day and month) of the journey must be entered in ink in the first available box on the card. The date must be entered using Arabic numerals, with zero in front of single digits, e.g. 07/08 for 7th August. For the avoidance of doubt, the date must be completed in ink; completing a box in pencil is prohibited.
    2. Each dated box allows free travel from the time that the box was dated on the first day until midnight on the following day. For example, a box dated 07/08 allows journeys from the time that the box was completed on 7th August until 24.00hrs on 8th August.
    3. During the period of free travel, the travel does not have to be continuous: any number of journeys may be undertaken.
    4. Alterations to the date entered are not permitted under any circumstances; and dates must also not be overwritten. If you make a mistake, that allocation of free travel is forfeited, the error must be blocked out, and the correct date entered in the next box.
    5. If an International Coupon is being used without a box being dated, Revenue Protection Staff, ticket inspector, or the local equivalent, will cancel the next available box, charge the full fare for the journey and require the holder to date and use the following box.
    6. If an International Coupon is being used with the wrong date entered, Revenue Protection Staff, ticket inspector, or the local equivalent, will cancel the next available box, charge the full fare for the journey and require the holder to date and use the following box.
    7. If there are no empty boxes left, any attempt to travel free will be classed as a Travel Irregularity.
  12. International Coupons that have been lost, stolen or damaged in any way cannot be replaced under FIP Regulations.
  13. International Duty Coupons are provided separately and are not subject to quota.

Section 9: ALL OTHER TRAVEL FACILITIES

This section defines the key conditions of issue and use that are specific to all other unspecified staff travel facilities.

  1. The staff travel facilities are subject to the standard terms and conditions of issue and use issued with them and to the appropriate conditions of issue and use related to that product defined in sections 1, 2 and 3 above.
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