Conditions of Issue and Use

Updated - 18 September 2018

These Conditions of Issue and Use are for all Rail Staff Travel National, International and TOC and Group specific rail staff travel facilities (cards, passes, coupons and other facility letters and documents).

This page contains the sections on:

 

Section 1: Introduction

  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 Delivery Group), and the use of "you", "your" and "primary cardholder" refers in each case to the Employee, retired Employee and/or Widow(er) that is eligible for rail staff travel facilities.
  2. Rail staff travel facilities are defined by the Facility Rules and/or the concessionary travel facilities rules and/or the product specific (including TOC and Group Specific) rules and/or the FIP Regulations. FIP refers to the group of European transport undertakings and the rules under which they exchange travel facilities.  We are part of this group.
  3. The use of the words "rail staff travel facilities" and "rail 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. These are issued to and are subject to either:
    • the Facility Rules and/or
    • any exchange of concessionary travel facilities and/or
    • TOC specific rules and/or
    • Group specific rules and/or
    • the FIP Regulations
  4. Where there is any dispute relating to eligibility, the Facility Rules take precedence. These are available in summary form in the ‘Where Can I go’ document.
  5. The FIP regulations are available in summary form in the ‘Travel Tips for Europe’ document.
  6. All travel using rail staff travel facilities is additionally subject at all times to the National Rail Conditions of Travel
  7. All travel using rail staff travel facilities is additionally subject to any restrictions which are published online at Where Can I Go and Restrictions.
  8. All rail staff travel facilities issued remain the property of RST. If requested rail staff travel facilities must be returned immediately to RST by signed for post at your own expense.
  9. By applying for and using any rail staff travel facilities, you agree to these Conditions of Issue and Use.
  10. Applying for and using rail staff travel facilities authorises RST to use your personal information and that of your family (if they have rail staff travel facilities) for the purposes of providing rail staff travel facilities. If you no longer want RST to process your data you should contact us immediately. See www.raildeliverygroup.com/rst for details.
  11. RST reserve the right to amend these Conditions of Issue and Use at any time and the most up to date version will always be available on this page.

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Section 2: General Information that covers all Rail Staff Travel Facilities

  1. The issue of rail staff travel facilities to an Employee is solely at the discretion of the Employer who will act in accordance with these Conditions of Issue and Use and those outlined in section 1.3.
  2. The issue of rail staff travel facilities to an eligible family member is solely at the discretion of the primary cardholder.
  3. In addition, it is the primary cardholder's responsibility to ensure that any family members are aware of and abide by these Conditions of Issue and Use.
  4. It is the primary cardholder's responsibility to ensure that any family members are aware of what data that the primary cardholder is providing to us and that they should contact us immediately if they no longer want their data to be processed by RST.   
  5. It is the primary cardholder's responsibility to provide RST with the necessary evidence of eligibility as required by RST (including ongoing eligibility) for each family member. If this is not provided then rail staff travel facilities will not be issued until this is provided.
  6. When sending documents to us (e.g. birth or marriage certificates), you should only send copies and not the originals.  RST are not liable for the loss or damage to any documents that are sent to us.  We can only accept this information from the primary cardholder.
  7. We can only issue rail staff travel facilities for you and your family when we have received all of the required information from you.
  8. It is the primary cardholder's responsibility to ensure that any rail 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.
  9. If any rail staff travel facilities are received for which you or anyone in your family is no longer eligible, you must return them to RST using signed for post as soon as possible. Allowing family members who are not eligible to retain rail staff travel facilities is deemed a travel irregularity and the primary cardholder and all of their dependants could lose their rail staff travel facilities permanently.
  10. Use of any rail staff travel facilities is deemed acceptance of these Conditions of Issue and Use. Where rail staff travel facilities are issued to children under the age of 16, the primary cardholder must ensure that they aware of and abide by these Conditions of Issue and Use.
  11. All rail staff travel facilities are issued for the sole use of the holder named on the rail staff travel facility. They are not transferable under any circumstances. The holder must not sell (or attempt to sell), copy, transfer, dispose of, lend or offer the benefit of the rail staff travel facilities to any other person. Any attempt to do so will be deemed a Travel Irregularity.
  12. Rail staff travel facilities (e.g. cards, passes or coupons) must be shown on request, together with any Photo Identity Card or other supporting documents where these are required. They must be shown and/or handed over upon request to a member of staff, or agents, of any carrier on whose service a journey is undertaken using issued rail staff travel facilities. You must hold valid rail staff travel facilities throughout the entire journey and keep them available for inspection at all times.
  13. All active employees and their eligible family members aged 16 or over must have a Photo Identity Card, which must be shown on demand in conjunction with any other cards or passes used for leisure or residential travel. A rail Photo Identity Card is obtainable free of charge from most national rail stations.
  14. All retired employees and their eligible family members do not need a Photo Identity Card unless travelling with a season ticket.
  15. All rail staff travel facilities can only be used in the class of travel for which they are issued.
  16. When travelling using rail staff travel facilities, priority should be given to public fare paying passengers. Whenever possible, cardholders should travel on lightly loaded trains. If a train is crowded, cardholders should allow public 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 to vacate their seat for a public fare paying passenger and they are expected to do so. However, if the cardholder is a retired employee or widow(er) (or their eligible family members), then they should not be asked to surrender their seat in these circumstances.
  17. Once eligibility for rail staff travel facilities ceases, all rail staff travel facility documents must be returned immediately to RST by signed for post.
  18. All rail staff travel facilities may only be used by the holder for the extent of use, routes, validity and purpose (as appropriate) defined on the card, pass, coupon or other rail staff travel facilities document issued and subject to the relevant rules, regulations and conditions of issue and use under which they have been issued.
  19. Any unauthorised use of rail staff travel facilities will be classed as a Travel Irregularity, and may result in the withdrawal of rail 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 rail staff travel facility, as appropriate.

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Section 3: Lost, Stolen or Damaged/Defaced Rail Staff Travel Facilities

  1. Loss, non-receipt, theft, or damage to any rail staff travel facilities must be reported immediately to RST - see below for more information.
  2. If rail staff travel facilities are lost, stolen, damaged or defaced the primary cardholder must complete a Replacement Form. The form can be submitted online or you can phone RST and request one is posted or emailed to you. Even if you phone, you still need to complete a Replacement Form.
  3. If rail staff travel facilities are lost, defaced, damaged or lost in the post and they were sent to you more than three months before you report the loss, you need to pay for the replacements. There is a charge for each card that needs to be replaced.  The current charge is displayed on the useful Information page of this website.  It is then your responsibility to phone RST so we can take payment and replace the card.
  4. If any rail staff travel facilities are stolen the replacements will be issued free of charge once the Replacement Form is received and proof of theft from an appropriate police force is also received.
  5. If any rail staff travel facilities are lost in the post and you let RST know within three months of them being sent, you be sent replacements for free once you have submitted a Replacement Form. If you only let RST know after three months has passed, then you will need to pay for the replacements.
  6. If your current rail staff travel facility has been damaged, defaced, spoiled or altered in any way you must let RST know.  We will usually issue a replacement if you return your current rail staff travel facility, complete a Replacement Form and pay the replacement fee. Only then can a replacement card or cards be issued.
  7. RST may request that the primary cardholder pay for delivery of the rail staff travel facility by registered post where there has been more than one occurrence of loss of rail staff travel facilities in the post. If this is declined, then RST may refuse to send any replacements.
  8. Where a rail staff travel facility allows instances of free travel:
    1. any replacements issued due to the card being lost or stolen will not have the same amount of free travel issued
    2. any replacements issued due to the card being damaged or defaced (and the rail staff travel facility is returned to RST where the number of instances can be determined), then the replacement will be issued with the same remaining instances as the damaged or defaced document
    3. and the rail staff travel facility is an International Coupon, then under the FIP Regulations no replacements are permitted.
  9. RST are not liable for any forms, letters, emails or any rail staff travel facilities that are lost, damaged or delayed or any emails that are not received by you or RST. This includes any delay in rail staff travel facilities being received in the post.
  10. RST is not liable for any fares paid while waiting for forms to be processed or rail staff travel facilities to be received.
  11. RST may refuse to issue a rail staff travel facility at its discretion. Usually this will be in cases where there is suspected or actual fraud, a Travel Irregularity, or where there is an issue with eligibility.
  12. If you find a card or pass that you have reported as lost and received a replacement for, you cannot use the card or pass that has been reported as lost.

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Section 4: Staff Travel Card - Safeguarded Leisure Travel in Great Britain (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 will have endorsement(s) number(s) printed on the front of it which identify which endorsements apply to the holder. The reverse of the Staff Travel Card has a key to the endorsements to indicate services and routes on which they may or may not be used by 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 indelible 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. The date must be completed in indelible ink; completing a box in erasable ink, erasable pen or 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).

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Section 5: TOC Privilege Card - Non-Safeguarded 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).
  5. Revenue Protection Staff may at any time retain possession of a TOC Privilege 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.

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Section 6: Privilege Season Ticket - Safeguarded 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 for Safeguarded staff only. Its use is, therefore, additionally subject to Transport for London conditions of carriage.   For the avoidance of doubt, this does not include the services of Open Access Operators.
  2. If you are an Active or Retired Safeguarded Employee, then you (and any eligible Dependant) can get a discounted season ticket for use on National Rail and TfL (rail) services. If you are an Active Non-Safeguarded Employee, then you (and any eligible Dependant) can get a discounted season ticket for use on National Rail services only - see section 8.
  3. A Privilege Season Ticket will only be authorised by RST if the primary cardholder has applied on the correct form (Residential Travel form) and it has been received by RST at least 15 days before the proposed start date of the season ticket.
  4. 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).
  5. RST, National Rail and Transport for London/London Underground reserve the right to refuse to issue or to renew, or cancel a Privilege Season Ticket.
  6. The minimum period for a Privilege Season Ticket is one month, and the maximum period is one year. You can have a season ticket for any period between these times. However you will need to reapply every time you require a new ticket.
  7. If the holder of a Privilege Season Ticket ceases, during the period of validity, to be eligible for rail staff travel facilities 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. Please check at the issuing station.
  8. If a Privilege Season Ticket is used in contravention of any of the clauses above, it will be classed as a Travel Irregularity.  Additionally, a Penalty Fare may be issued, 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.

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Section 7: Reduced Rate Season Ticket - Non-Safeguarded 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 (Residential Travel form) and it has been received by RST at least 15 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 refuse to issue or to renew, to cancel 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. You can have a season ticket for any period between these times. However you will need to reapply every time you require a new ticket.
  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 clauses above, it will be classed as a Travel Irregularity. Additionally, 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. There is no guarantee that it will continue from year to year and it can be withdrawn at any time.

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Section 8: TOC and Group Specific Cards and Passes

  1. TOCs may issue cards and passes for use on their own or their Group’s services. These are subject to any additional terms and conditions that the TOC or Group set when they are issued. Any misuse of these will be reported to the employing TOC as a Travel Irregularity.

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Section 9: 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. FIP stands for “Groupement pour les Facilites de Circulation Internationales due Personnel des Chemins de Fer”. It is a group of European transport undertakings and the rules under which they exchange travel facilities.  We are part of this group.
  2. 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 International Union of Railways (UIC) and that have agreed to provide reduced rate travel.
  3. 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 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.
  4. 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 eligibility is for safeguarded staff only).
  5. An International Coupon will only be authorised by RST if the primary cardholder has applied on the correct form (either International Coupons Application - Employee and Family Members or International Coupons Application - Employee only depending on whether travel is just for the cardholder or their dependants) and it has been received by RST at least 21 days before the proposed start date of the international journey.
  6. If the holder of any International rail staff travel facility ceases, during the period of validity, to be eligible for any reason or it is not required, the rail 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.
  7. 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.
  8. If a primary cardholder has an 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.

  1. Each International Coupon is valid for travel only in the country and on the services specified on the Coupon (subject to any restrictions).
  2. 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, Northern Ireland, Republic of Ireland) but not Denmark or Norway. Part used coupons for non-adjoining countries may therefore still be used.
  3. It is the responsibility of the primary cardholder to identify and select the undertakings, administrations and countries for which travel is required.
  4. 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 indelible ink in the first available box on the coupon. The date must be entered using Arabic numerals, with zero in front of single digits, e.g. 07/08 for 7th August. The date must be completed in indelible ink; completing a box in erasable ink, erasable pen or pencil is prohibited.
    2. Each dated box on the coupon 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 inspectors, 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 inspectors, 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.
  5. International Coupons that have been lost, stolen or damaged in any way cannot be replaced under FIP Regulations.
  6. International Duty Coupons are provided separately and are not subject to quota.

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Section 10: All Other Travel Facilities

This section defines the key conditions of issue and use that are specific to all other rail staff travel facilities that have not been specified.

  1. All rail staff travel facilities are subject to the standard terms and conditions of issue and use. These will be provided at the time of issue.
  2. They are also subject to the appropriate conditions of issue and use related to that rail staff travel facility defined in sections 1, 2, 3 above.

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