Eligibility of Family Members

Updated - 24 October 2016

This page provides an overview of the eligibility criteria that are applied in respect of family members and the necessary evidential documentation that is necessary to support any application. As it is an overview, it cannot contain all variations that may need to be considered for eligibility.  Therefore, where there is a dispute over eligibility, the source documents for eligibility shall take precedence over this overview.

Section 1: GENERAL ELIGIBILITY CONDITIONS

  1. The issue of travel facilities to any eligible family member is solely at the discretion of the primary cardholder.
  2. The issue of travel facilities to an eligible Spouse, Civil Partner or Partner is solely at the discretion of the Employee. For the avoidance of doubt, if the Employee is deceased and their Spouse, Civil Partner or Partner does not receive staff travel facilities as their eligible family member at the time of the Employee's death, then, the Spouse, Civil Partner or Partner is not eligible for staff travel facilities.
  3. An Employee can request staff travel facilities for only one eligible Spouse, Civil Partner or Partner at any one time.
  4. All staff travel facilities held by an existing Spouse, Civil Partner or Partner of an Employee (and all staff travel facilities held by a child dependant that receives staff travel facilities due to eligibility established through the Spouse, Civil Partner or Partner) must be returned to RSTL before a further Spouse, Civil Partner or Partner may be added. If a staff travel facility cannot be returned, then the Employee must wait until all of the staff travel facilities held by the existing Spouse, Civil Partner or Partner (and their child dependants) have expired (i.e. the latest expiry date of any staff travel facility has passed).
  5. RST 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.  For this reason, copies of the documents are acceptable and preferable, unless otherwise stated.

Section 2: SPOUSE

  1. One legal Spouse is eligible to receive staff travel facilities from the same day as the Employee's eligibility commences, or the date of their marriage, whichever is the later.
  2. Staff travel facilities will only be issued to an eligible Spouse upon completion by the Employee of an Add Partner Form and by providing of a copy of the Marriage Certificate that is evidence of the legal marriage issued by a governmental authority.
  3. If the Marriage Certificate is not in English, then the Employee must supply an official or certified translation of the full Marriage Certificate at their own expense.
  4. The eligibility for staff travel facilities for a Spouse ceases upon legal separation or divorce. In these circumstances, all unexpired staff travel facilities that have been issued to the ex-Spouse must immediately be returned to RST.

Section 3: CIVIL PARTNER

  1. One legal Civil Partner is eligible to receive staff travel facilities from the same day as the Employee's eligibility commences, or the date of their civil partnership, whichever is the later.
  2. Staff travel facilities will only be issued to an eligible Civil Partner upon completion by the Employee of an Add Partner Form and by providing of a copy of the Civil Partnership Certificate that is evidence of the legal civil partnership issued by a governmental authority.
  3. If the Civil Partnership Certificate is not in English, then the Employee must supply an official or certified translation of the full Civil Partnership Certificate at their own expense.
  4. The eligibility for staff travel facilities for a Civil Partner ceases upon formal dissolution or annulment of the civil partnership. In these circumstances, all unexpired staff travel facilities that have been issued to the ex-Civil Partner must immediately be returned to RST.

Section 4: PARTNER (NOT A SPOUSE OR CIVIL PARTNER)

  1. One Partner is eligible to receive staff travel facilities from the same day as the Employee's eligibility commences, or the date of acceptance by RST of a Partner Declaration Form, whichever is the later.
  2. Staff travel facilities will only be issued to an eligible Partner upon completion by the Employee of an Add Partner Form and by providing of a copy of, and RST accepting, a Partner Declaration Form, that is completed in accordance with the instructions issued by RST, and is evidence of the partnership.
  3. If any part of the Partner Declaration Form is not completed in English, then the Employee must supply an official or certified translation of the Partner Declaration Form at their own expense.
  4. The eligibility for staff travel facilities for a Partner ceases when terms of the Statutory Declaration on the Partner Declaration Form are no longer valid, i.e. the Employee and Partner are no longer living together (in the same single location) and/or there is no longer a close and meaningful relationship between the Employee and Partner. In these circumstances, all unexpired staff travel facilities that have been issued to the ex-Partner must immediately be returned to RST.

Section 5: CHILD DEPENDANTS - GENERAL

  1. The use of the word "Dependant" in this section refers in each case to an eligible:
    1. biological child of the Employee,
    2. biological child of the eligible Spouse, Civil Partner, or Partner,
    3. legally adopted child of the Employee,
    4. legally adopted child of the eligible Spouse, Civil Partner, or Partner,
    5. fostered child of the Employee where the child has been continually fostered by the Employee for 12 months or more,
    6. fostered child of the eligible Spouse, Civil Partner, or Partner, where the child has been continually fostered by the Spouse, Civil Partner, or Partner for 12 months or more,
    7. child in the care of the Employee where the child is subject to a Special Guardianship Order, Residence Order or is a Ward of Court, or
    8. child in the care of the Spouse, Civil Partner, or Partner, where the child is subject to a Special Guardianship Order, Residence Order or is a Ward of Court.
  2. A Dependant is eligible to receive staff travel facilities from the same day as the Employee's eligibility commences, or the date of acceptance by RST of an Add Child Form and any further required evidence of eligibility, whichever is the later.
  3. Staff travel facilities will only be issued to an eligible Dependant upon completion by the primary cardholder of an Add Child Form and by providing of a copy of the required evidence. These are:
    1. for the biological child of the Employee, the full birth certificate showing the parent's names that provides the eligibility connection to the Employee,
    2. for the biological child of the Spouse, Civil Partner, or Partner, the full birth certificate showing the parent's names that provides the eligibility connection to the Spouse, Civil Partner, or Partner,
    3. for the legally adopted child of the Employee, the adoption certificate showing the parent's names that provides the eligibility connection to the Employee,
    4. for the legally adopted child of the eligible Spouse, Civil Partner, or Partner, the adoption certificate showing the parent's names that provides the eligibility connection to the Spouse, Civil Partner, or Partner,
    5. for the fostered child of the Employee, legal documentation from the fostering authority showing the parent's names that provides the eligibility connection to the Employee,
    6. for the fostered child of the eligible Spouse, Civil Partner, or Partner, legal documentation from the fostering authority showing the parent's names that provides the eligibility connection to the Spouse, Civil Partner, or Partner,
    7. for a child in the care of the Employee where the child is subject to a Special Guardianship Order, Residence Order or is a Ward of Court, legal documentation from the court showing the parent's names that provides the eligibility connection to the Employee,
    8. for a child in the care of the Spouse, Civil Partner, or Partner, where the child is subject to a Special Guardianship Order, Residence Order or is a Ward of Court, legal documentation from the court showing the parent's names that provides the eligibility connection to the Spouse, Civil Partner, or Partner.
  4. If any part of the documentation required by RST is not completed in English, e.g. a birth or adoption certificate, then the primary cardholder must supply an official or certified translation of the document at their own expense.
  5. To be eligible to receive staff travel facilities, the Dependant must be:
    1. dependent upon the primary cardholder, and
    2. continuously and permanently living with the primary cardholder (except when temporarily living away from home in connection with education as a student), and
    3. unmarried or not in a similar relationship (and has never been married or in a similar relationship), and
    4. under 25 years of age with an income that does not exceed the weekly income limit, or
      25 years of age or over with no income at all (including any benefit), or
      permanently and substantially disabled, as defined by the Equality Act 2010, who has never been able to follow any employment and is eligible for state benefits.
  6. Additionally, to be eligible to receive staff travel facilities, a Dependant that is not a biological child of the Employee, must not receive support or income from the other biological or legal parent, work or benefits which total more than the current weekly income limit.
  7. In the circumstance that the Dependant is no longer eligible for staff travel facilities, all unexpired staff travel facilities that have been issued to the Dependant must immediately be returned to RST.

Section 5a: GENERAL NOTES ON ELIGIBILITY FOR DEPENDANTS

  1. An application for a Dependant that is supported by a short birth certificate (i.e. one that does not contain the parent's names) cannot be accepted as eligibility is only established when the eligibility connection to the parent is evidenced.
  2. Eligibility for a Dependant that is not the biological child of the Employee ceases if the eligibility was established through a Spouse, Civil Partner or Partner and that Spouse, Civil Partner or Partner is themselves no longer eligible for staff travel facilities.
  3. Eligibility for a Dependant is ceased permanently if:
    1. the Dependant is no longer continuously and permanently resident with the primary cardholder, or
    2. the Dependant marries, or commences a similar relationship, irrespective of the place of residence, or
    3. the Dependant has income that is in excess of the current weekly limit from employment, and/or their other legal parent, and/or benefits, and/or support or funding for education that is not from the primary cardholder or the Student Loan Company Ltd.

Section 5b: SPECIAL NOTES FOR DEPENDANTS AGED BETWEEN 0 AND 15 YEARS

  1. National and TOC Specific staff travel facilities are not normally issued to Dependants under the age of 5 years as they are entitled to travel free on these services.  National and TOC Specific staff travel facilities may however be issued to Dependants at the age of 4 years if they are required to support the issue of International staff travel facilities.
  2. International staff travel facilities are not normally issued to Dependants under the age of 4 years as they are entitled to travel free on these services.

Section 5c: SPECIAL NOTES FOR DEPENDANTS AGED BETWEEN 16 AND 24 YEARS

  1. When a Dependant is aged between 16 and 24 years, RST require a declaration of continued eligibility (Child Declaration Form) to be completed by the primary cardholder and accepted by RST every year to establish continuing eligibility for the Dependant.
  2. A Dependant aged between 16 and 24 years only remains eligible to staff travel facilities if they:
    1. attend an educational establishment on a full time basis for school or advanced education, or
    2. attend an educational establishment for school or advanced education or are undertaking an apprenticeship, and
      have a gross income below the weekly limit from employment and/or their other legal parent, and/or benefits, and/or support or funding for education that is not from the primary cardholder or the Student Loan Company Ltd, or
    3. have a gross income below the weekly limit from employment and/or their other legal parent, and/or benefits, and/or support or funding for education that is not from the primary cardholder or the Student Loan Company Ltd, or
    4. are permanently and substantially disabled, as defined by the Equality Act 2010, and have never been able to (and will not be able to) follow any employment and are eligible for state benefits.
  3. If a Child Declaration Form is not completed by the primary cardholder, or is not accepted by RST as sufficient proof of continued eligibility, then eligibility to staff travel facilities will cease (or will not commence) for the Dependant.
  4. RST reserve the right to request evidence of the Dependant's continued eligibility to staff travel facilities.  This includes, but is not limited to, copies of:
    1. attendance at an educational establishment,
    2. wage slips or pay slips covering the last 3 months (i.e. the last 3 monthly wage slips or the last 13 weekly pay slips),
    3. benefits awards or statements dated within the last 6 months,
    4. evidence of previous, current and continued unemployment, 
    5. the RST statutory declaration of no income or benefits.
      For the avoidance of doubt, an acceptance letter to a future course or institution is not evidence of attendance at an educational establishment.  In addition, the RST statutory declaration of no income or benefits will only be accepted when all other options have been exhausted.  Further, except where the Dependant has been in full time education from age 16 through to 21 when the provision of evidence is at the discretion of RST, all Child Declaration Forms must be supported by the required evidentiary documentation. 
  5. If a Dependant has a permanent and substantial disability and is unable to undertake any form of paid employment in the future, then once RST accept evidence of this supplied by the primary cardholder in the form of a letter from the Dependant's doctor, and confirm acceptance in writing, no further Child Declaration Form will be required unless the Dependant's circumstances change.
  6. If a Dependant ceases to be eligible to staff travel facilities by virtue of employment in which they have earned more than the weekly limit, then they will not be eligible to receive staff travel facilities in the future owing to a reduction in their earnings to below the weekly limit.
  7. If a Dependant ceases to be eligible to staff travel facilities by virtue of leaving the primary cardholder's home whatever the reason (subject to certain exceptions), then they will not be eligible to receive staff travel facilities in the future by returning to live at the primary cardholder's home.
  8. If a Dependant has previously ceased to be eligible to staff travel facilities by virtue of employment in which they have earned more than the weekly limit but has continuously and permanently lived at the primary cardholder's home (subject to certain exceptions), then they may regain eligibility to receive staff travel facilities once they commence a full-time non-remunerative education course.

Section 5d: SPECIAL NOTES FOR DEPENDANTS AGED 25 YEARS AND OVER

  1. When a Dependant is aged 25 years or over, RST require a declaration of continued eligibility (Child Declaration Form) to be completed by the primary cardholder and accepted by RST every year to establish continuing eligibility for the Dependant.
  2. A Dependant aged 25 years and over only remains eligible to staff travel facilities if they:
    1. attend an educational establishment on a full time basis for advanced education, AND
      have no income whatsoever, including unemployment or supplementary benefit, except income from the primary cardholder or the Student Loan Company Ltd., or
    2. have no income whatsoever, including unemployment or supplementary benefit, except income from the primary cardholder, or
    3. are permanently and substantially disabled, as defined by the Equality Act 2010, and have never been able to (and will not be able to) follow any employment and is eligible for state benefits.
  3. If a Child Declaration Form is not completed by the primary cardholder, or is not accepted by RST as sufficient proof of continued eligibility, then eligibility to staff travel facilities will cease (or not commence) for the Dependant.
  4. RST reserve the right to request evidence of the Dependant's continued eligibility to staff travel facilities.  This includes, but is not limited to, copies of:
    1. attendance at an educational establishment,
    2. evidence of previous, current and continued unemployment, 
    3. the RST statutory declaration of no income or benefits.
      For the avoidance of doubt, an acceptance letter to a future course or institution is not evidence of attendance at an educational establishment.  In addition, the RST statutory declaration of no income or benefits will only be accepted when all other options have been exhausted.  Further, all Child Declaration Forms must be supported by the required evidentiary documentation. 
  5. If a Dependant has a permanent and substantial disability and is unable to undertake any form of paid employment in the future, then once RST accept evidence of this supplied by the primary cardholder in the form of a letter from the Dependant's doctor, and confirm acceptance in writing, no further Child Declaration Form will be required unless the Dependant's circumstances change.
  6. For the avoidance of doubt, a Dependant aged 25 years and over only remains eligible for staff travel facilities whilst they have no income or benefits from any source except the primary cardholder, or an eligible Spouse, Civil Partner or Partner that resides continuously and permanently with the primary cardholder or the Student Loans Company Limited.
  7. If a Dependant ceases to be eligible to staff travel facilities by virtue of leaving the primary cardholder's home whatever the reason (subject to certain exceptions), then they will not be eligible to receive staff travel facilities in the future by returning to live at the primary cardholder's home.  For the avoidance of doubt, even if the Dependant has no income and is attending a full time education course they will not regain eligibility to staff travel facilities as they have not lived continuously and permanently with the primary cardholder.

Section 6: WIDOW(ER)S - CLARIFICATION OF ELIGIBILITY CONDITIONS

  1. A Widow(er) ceases to be eligible to receive staff travel facilities through their late Spouse, Civil Partner or Partner record if they are re-marry, or begin a similar relationship. In these circumstances, all unexpired staff travel facilities that have been issued to the Widow(er), and their dependants, must immediately be returned to RST.

Section 7: HOUSEKEEPERS

  1. A Housekeeper will not be eligible for staff travel facilities if the Employee is married or in a Civil Partnership or a similar relationship irrespective of whether the Spouse, Civil Partner or Partner is receiving staff travel facilities, unless the Employee's Spouse, Civil Partner is permanently incapacitated and unable to travel.
  2. A Housekeeper of an Employee may be eligible for staff travel facilities if they:
    1. are permanently resident with the Employee in the Employee's own property, and
    2. act as a bona-fide permanent resident housekeeper to the Employee, and
    3. do not act as a housekeeper for any other person, and
    4. are entirely dependent upon the Employee, provided that their gross unearned income does not exceed the current Housekeeper's income limit and they have no earned income, and
    5. are a close personal relative of the Employee, i.e. mother, father, sister, brother, son or daughter, and
    6. are not married or in a Civil Partnership or similar relationship, and
    7. do not own, part-own, or have any financial interest in the Employee's residence.
  3. The eligibility of staff travel facilities for a Housekeeper is entirely at the discretion of RST
  4. Staff travel facilities will only be issued to an eligible Housekeeper upon completion by the Employee of a Housekeeper Application Form, and by RST accepting, the Housekeeper Application Form, that is completed in accordance with the instructions issued by RST, and all evidentiary documentation supplied in support of the application.
  5. If any evidence supplied in support of the Housekeeper Application Form is not completed in English, then the Employee must supply an official or certified translation of the evidence at their own expense.
  6. The eligibility for staff travel facilities for a Housekeeper ceases when the Housekeeper:
    1. is no longer permanently resident with the Employee, or
    2. is no longer entirely dependent upon the Employee, or
    3. has a gross unearned income that exceeds the current Housekeeper's income limit, or
    4. has any earned income, or
    5. owns, part-owns, or has any financial interest in the Employee's residence.
  7. The eligibility for staff travel facilities for a Housekeeper ceases when the Employee:
    1. is married, or
    2. is in a Civil Partnership.
  8. If the Employee is deceased, then the Housekeeper may only continue to be eligible to receive staff travel facilities if they:
    1. do not act as a housekeeper for any other person, and
    2. have a gross unearned income does not exceed the current Housekeeper's income limit and they have no earned income, and
    3. do not own, part-own, or have any financial interest in the Employee's residence, and
    4. remain unmarried and not in a Civil Partnership or other similar relationship, and
    5. have been receiving staff travel facilities as a Housekeeper through the Employee's record, and
    6. are at least 50 years of age at the time of the Employee's death.
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