Forms

Updated - 15 November 2018

This page contains the information and forms that you, as an Employee, need to:

Christmas and New Year Holiday

The RST contact centre will be operating a normal service up to and including Friday 21 December 2018. We will then be closed for the Christmas and New Year period and re-open on Wednesday 2 January 2019.

Forms submitted after Friday 21 December 2018 on-line, by e-mail or by post will not be dealt with until Wednesday 2 January 2019.

Important Information

Employers should notify RST of changes using Employer Spreadsheets.

Forms marked as "Online" can be submitted immediately through your browser (How To - Submit Online). This is the preferred method and the most secure way for you to submit information to us which may contain your personal details.

Otherwise forms can be emailed to us (How To - Send by Email). When submitting by email do not use your NI Number in naming the form or on the email submitting the form.  If a form does not exactly fit your circumstance, e.g. for widow(er)s, please fill in the form as much as you can and submit. If you require further assistance though, please contact us directly.

To avoid some of the more common issues when submitting forms follow our guide How To - Avoid Form Rejections. Always use the latest forms from this page - earlier versions (or other company's versions) will not be accepted.

By applying for and using any staff travel facilities, you agree to abide by the Conditions of Issue and Use and have read our Privacy Notice.

Note: As an Employee, you should already be in receipt of your own travel facilities before you use any of the forms on this page.

Family Members Forms

Add Spouse or Partner
Online
(XX02a)
  • For a Spouse - you must attach a Marriage Certificate.
  • For a Civil Partner - you must attach a Civil Partnership Certificate.
  • For a Common Law Spouse or Partner - you must attach a completed and stamped Partner Declaration.
  • Please submit documents as a JPG, JPEG or PDF file of less than 1Mb.
Add Child Dependant
Online
(XX02b)
  • For children that are adopted, fostered or subject to guardianship or residency order, you must attach the Adoption Certificate, Foster Order, Special Guardianship Order or Residency Order.
  • For your own or your Spouse/Partner's child, you must attach a Full (long) Birth Certificate. A Full birth certificate is needed as the short version does not provide Parents' details which are needed to establish eligibility. Copies of the Full Birth Certificate can be obtained from the issuing authority.
  • For children aged 16 or over, you must also submit a Child Declaration.
  • Please submit documents as a single JPG, JPEG or PDF file of less than 1Mb.
Child Declaration
Online
(XX05)
  • For children aged 16 or over only
  • Please check the eligibility code on the form and submit proof of eligibility (if required) as a JPG, JPEG or PDF file of less than 1Mb.
Partner Declaration
(XX03)
  • For Common Law Spouse an Partner applications if you are not married or in a civil partnership
  • This form must be sent with the Add Spouse or Partner form
  • The form must be fully completed following the instructions on the rear.
  • The form must also be signed and stamped by a solicitor
Child Declaration of No Income
(XX13)
  • Use to evidence that a Child dependant has no income or benefits
  • Bank statements and letters from HMRC or DWP do not provide evidence of no income
  • The form must also be signed and stamped by a solicitor

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Residential and Season Ticket Travel Forms

Employee Residential Travel
(XX01)
  • RST will issue the correct facilities, i.e. Residential Pass, Privilege Season Ticket, Reduced Rate Season Ticket.
  • Please apply at least 7 days in advance.
  • Authorised season ticket forms will be returned approx 7-10 days in advance.
Dependant Season Ticket
(XX31)
  • RST will issue the correct facilities, i.e. Dependant Season Ticket.
  • Please apply at least 7 days in advance.
  • Authorised season ticket forms will be returned approx 7-10 days in advance.

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International Travel Forms

Travel Tips for Europe contains more details of how to use these international travel benefits.

Important information for all International Travel facilities
For any international travel, the first name and last names on the International Travel Document must match the names on your passports (applies to you and all eligible family members). If they do not match, you may be refused travel when abroad.

So, if:

  • the names on your Staff Travel Card or TOC Privilege Card are different to your passport names, or
  • RST have not previously issued International Travel Documents in the correct passport name

then you must not submit this form online.  In these circumstances, please complete the form, attach it to an email and send it to RST confirming the passport names to be used for all family members.

FIP Card Request
Online
(XX09a)
  • Use this form to apply for a new FIP Card only.
  • Use the forms below for International Coupons and Non-FIP travel.
  • If you already hold an FIP Card, these will be automatically renewed by RST, so there is no need to re-apply.

Important information for International Free Coupons

Please look after your Coupons and keep them secure. Once issued by RST, coupons cannot be replaced if they are lost or damaged.

  • Online applications must be made at least 2 weeks before the start date and can be made a maximum of 3 months in advance.
  • Email and postal applications must be made at least 3 weeks before the start date and can be made a maximum of 3 months in advance.
  • Applications made less than 3 weeks before the start date will be declined. To avoid disappoint, please apply in plenty of time.
  • Applications made over 3 months in advance can only be made by emailing or posting the completed forms to RST. Alternately, wait until nearer the time.
  • The annual quota of Coupons is applied to a family group (not individually). Therefore, Coupons will automatically be issued to all eligible family members for family applications.

To ensure that the Coupons are issued as accurately as possible, i.e. to take account of your current eligibility and details, they are issued nearer to the travel date but in good time for you to receive them before you travel.  They will generally be issued approximately 2 weeks before your indicated date of travel.  One of the main reasons for this is that under the FIP Regulations we are unable to replace Coupons that are lost, stolen or damaged. Therefore, this reduces the time period that any one of these unfortunate incidents could occur.

International Coupons Application - Employee and Family members
Online
(XX09c)
  • Use this form to apply for International Coupons when the Employee and Family members travelling
  • Coupons will automatically be issued to Family members if they are eligible at the time of application
  • FIP Cards will be issued to yourself and all eligible family members with your first Coupons if you do not already hold them
  • Coupons will be issued approximately 2 weeks before your indicated date of travel
  • Requests to use the remaining quota from the current year can only be made by email and:
    • Must be submitted to RST by 31st December 2018, and
    • Must state that the "2018 Quota is to be used", and
    • Coupons will expire on 31 March 2018
International Coupons Application - Employee only
Online
(XX09b)
  • Use this form to apply for International Coupons ONLY when NO other Family members travelling
  • An FIP Card will be issued with your first Coupons if you do not already hold one
  • Coupons will be issued approximately 2 weeks before your indicated date of travel
  • Requests to use the remaining quota from the current year can only be made by email and:
    • Must be submitted to RST by 31st December 2018, and
    • Must state that the "2018 Quota is to be used", and
    • Coupons will expire on 31 March 2018
Non-FIP Travel Request
Online
(XX09d)
Available to Safeguarded Employees only
A minimum of 6 weeks notice is required for most non-FIP applications (some requests will require a longer notice period, e.g. 10 weeks) as some documents are issued by external organisations.

Use this form to apply for:

  • Non-European Railways Letters of Introduction
  • Non-FIP European Railways Letters of Introduction
  • Amtrak Vouchers
  • Irish Ferries - you must provide dates and sailing times
International Duty Travel
(XX08)
  • The reason for the request must be documented on the form
  • All applications must be counter-signed by an authorised representative of your employer

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Change of Details Forms

Change of Address
Online
(XX15)
  • For changes between UK addresses only.
  • Changes to or from a non-UK addresses should be notified by email or post.

If you have not moved and have just changed your contact details, then please use the Change of Contact Details form (below).

QAS Data Check
Online
(XX22)
  • For use to verify data where requested by RST due to an issue with your address
  • Please complete this form only when requested to do so by RST
Change of Contact Details
Online
(XX21)
  • For changes of your personal email address, and/or
  • Changes of your UK home or mobile phone numbers.

If you have changed address as well as your contact details, then please submit a Change of Address form (above) only

Employee Card Not Required
Online
(XX23)
  • Use to notify us of:
    • The death of an Employee, or
    • Employee permanently no longer able to travel due to illness, incapacity or other reason
  • Please also return any unexpired Cards and Passes to us in the post for cancellation
Dependant Card Not Required
Online
(XX24)
  • Use to notify us of:
    • The death of a Dependant, or
    • Dependant no longer entitled (eg. owing to divorce, separation, child starting work), or
    • Dependant permanently no longer able to travel due to illness, incapacity or other reason
  • Please also return any unexpired Cards and Passes to us in the post for cancellation
Employee Change of Name
Online
(XX25)
  • Use to notify us of:
    • Your change of name, or
    • Your change of passport name
  • Please also return any unexpired Cards and Passes to us by “signed for” delivery for reissue
Dependant Change of Name
Online
(XX26)
  • Use to notify us of:
    • Your Dependant's change of name, or
    • Your Dependant's change of passport name
  • Please also return any unexpired Cards and Passes to us by “signed for” delivery for reissue
Retired Data Check
Online
(XX12)
  • For use to verify data for newly Retired Safeguarded Employees
  • Please complete this form only when requested to do so by RST following your retirement

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Card and Pass Forms

If you wish to pay for any item by credit or debit card:

  • you should submit the Replacement form and then contact us in office hours to make payment
  • your card details will only be used for the transaction in question and will not be stored by RST. This is for your protection.
  • Please do not include your credit or debit card details on the form
Replacements
(XX10)
  • For lost, stolen, damaged or defaced Cards and Passes
  • Replacements for stolen Cards and Passes must have a crime report from the police attached
  • Do not include your payment card details on the form
TfL Privilege Oyster Application
Online
(XX19)
  • Only available to Safeguarded Staff (Active or Retired) and their eligible family members
  • RST will automatically issue an approved form for the employee - eligible family members can be requested on the form
  • If you already have a Priv Oyster Card there is no need to reapply for the discount each year - please take your current Staff Travel Card to a TfL station to have the discount renewed
  • Dependant only applications should be made via email or post
Isle of Man Steam Packet Application
Online
(XX16)
  • Only available to full-time Active Safeguarded Employees only
  • Please apply at least 15 days in advance.

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Ongoing Eligibility Forms

Annual Proof of Unemployment
Online
(XX07)
  • Use by Retired/Redundant Safeguarded Employees that are required to provide annual proof of continued eligibility on the grounds of unemployment
  • Copies of documentary evidence must be sent with the form.

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Other Forms

Free tickets
Online
(XX14)
Safeguarded Employees only
  • Only in exceptional circumstances - each request may require individual supporting documentation
  • Please apply at least 10 days in advance.
Refund Form
(XX11)
  • Only used for an application for a refund in respect of Staff Tickets (residential journeys only)
  • Processing of refunds may take up to 6-8 weeks
TfL Gate Permit
(XX17)
Active Employee Relinquishing Travel
(XX27)
Housekeeper
(XX06)
  • Application for Housekeepers of Employees
  • Check all of the eligibility rules before applying
  • The form must be fully completed following the instructions on the document
  • The form must also be signed and stamped by a solicitor
Attica Ferries Bari
(90030)
Attica Ferries Ancona
(90031)

 

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