Forms

Updated 3 July 2021

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

Important Information

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

If you are applying for a spouse, partner or child for the first time, please also upload a current passport style photograph using our Photo Upload Page to prevent a delay in the issue of passes. (This requirement does not apply to Safeguarded employees).

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 form XX03 (see below).
  • 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 18 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 18 or over (may additionally be used for dependants age 16-17 at RST's discretion)
  • 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 and Partner applications if you are not married or in a civil partnership. You must be co-habiting at the same address, and the declaration is required to prove this. (If you are not co-habiting at the same address, you do not meet the eligiility requirements).
  • 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)
  • Issued on request only - please contact RST
  • 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

Residential Travel, Season Ticket and Flexi Season application Forms

Employee Residential Travel (online) (XX01)
  • Please ensure that the start date on your residential travel application gives us at least 7 business days for us to generate the authorisation.
  • Before you submit your form, please check that you are requesting a valid journey for which a ticket can be issued. You can do this using the National Rail Season Ticket Calculator
  • If approved, RST will issue either a Residential Pass or a Privilege Season Ticket authorisation form/Reduced Rate Season Ticket authorisation form.
  • If you are sent a Season Ticket authorisation form, you must take this to a station booking office to purchase the ticket. You must have your photo ID with you. This should be your public Photo ID card 
  • For a new season ticket, if the start date is a Saturday, Sunday or Monday (also Tuesday after a Bank Holiday), the ticket can be purchased from noon on the previous Friday. If the start date is another day, the ticket can only be purchased after noon on the previous day. Please do not try and buy one outside of these timescales.
  • For a renewal which has no break in continuity from an existing priv season ticket, you may purchase the renewal anytime up to seven days in advance.
  • You need to apply for a new authorisation form every time you need a new Priv-rate or reduced-rate Season Ticket.
Dependant Season Ticket (online) (XX31)
  • Please apply at least 7 days in advance.
  • If approved, RST will issue a Dependant Season Ticket authorisation form.
  • Season ticket authorisation forms will be returned to you approx 7 days in advance.
  • If you are sent a Season Ticket authorisation form, you must take this to a station booking office to purchase the ticket. You must have your photo ID with you.
  • For a new season ticket, if the start date is a Saturday, Sunday or Monday (also Tuesday after a Bank Holiday), the ticket can be purchased from noon on the previous Friday. If the start date is another day, the ticket can only be purchased after noon on the previous day. Please do not try and buy one outside of these timescales.
  • For a renewal which has no break in continuity from an existing priv season ticket, you may purchase the renewal anytime up to seven days in advance.
  • You need to apply for a new authorisation form every time you need a new Priv-rate or reduced-rate Season Ticket.
Employee Priv-rate Flexi Season Application (online) (XX32)
  • Please ensure that the start date on your season ticket gives us at least 7 business days for us to generate the authorisation.
  • Before you submit your form, please check that you are requesting a valid journey for which a Flexi Season can be issued. You can do this using the National Rail Season Ticket Calculator
  • Please note that Flexi Season tickets are not available for journeys entirely within the London Fare Zones Area, so if the journey is wholly within a Travelcard Zone or Zones then ticket office staff cannot sell a Flexi Season ticket.  They are also not available on rail journeys entirely within the Scotrail network, the Transport for Wales network and the MerseyRail travel area. They are also not available for journeys wholly on London Overground or MTR Elizabeth Line. They are not available on Open Access Operators.
  • You will need a public ITSO Smartcard when you go to buy your Priv-rate Flexi Season. You should check the FAQs for where to get these.
  • If approved, RST will issue an Employee Season Ticket authorisation form.
  • If you are sent a Season Ticket authorisation form, you must take this to a station booking office to purchase the ticket. You must have your photo ID with you. This can be a TOC specific smartcard with a photo incorporated, a 2021/22 Rail Staff Leisure Card or a BTP Warrant Card.
  • You need to apply for a new authorisation form every time you need a new Priv-rate Flexi Season.
Dependant Priv-rate Flexi Season Application (online) (XX33)
  • Please ensure that the start date on your season ticket gives us at least 7 business days for us to generate the authorisation.
  • Before you submit your form, please check that you are requesting a valid journey for which a Flexi Season can be issued. You can do this using the National Rail Season Ticket Calculator
  • Please note that Flexi Season tickets are not available for journeys entirely within the London Fare Zones Area, so if the journey is wholly within a Travelcard Zone or Zones then ticket office staff cannot sell a Flexi Season ticket.  They are also not available on rail journeys entirely within the Scotrail network, the Transport for Wales network and the MerseyRail travel area. They are also not available for journeys wholly on London Overground or MTR Elizabeth Line. They are not available on Open Access Operators.
  • Flexi Seasons can only be issued to child dependants aged 16 and over who are in full time education.
  • You will need a public ITSO Smartcard when you go to buy your Priv-rate Flexi Season. You should check the FAQs for where to get these.
  • If approved, RST will issue a  Dependant Season Ticket authorisation form.
  • If you are sent a Flexi Season authorisation form, you must take this to a station booking office to purchase the ticket. You must have your photo ID with you. This can be a TOC specific smartcard with a photo incorporated or a 2021/22 Rail Staff Leisure Card.
  • You need to apply for a new authorisation form every time you need a new Priv-rate Flexi Season.

International Travel Forms

The Travel Tips for Europe document on Where can I go contains more details of how to use these international travel benefits.

Important information for all International Travel facilities
The names on the International Travel Documents must match the names on your passports. If they do not match, you may be refused travel when abroad. So, if:

  • the names on your Staff Travel Card or Rail Staff Leisure 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. 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.
  • 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

Applications for coupons must be made at least 3 weeks before your outward travel date.

International Coupons Application - Employee and Family members (online) (XX09c)
  • Use this form to apply for International Coupons when both the Employee and Family members are travelling
  • The annual quota of coupons applies to a family group (not an individual). For a family application, coupons will be issued to all eligible family members, (subject to the allowances for family members from each carrier). 
  • If you order more than 6 coupons, RST will request an outline itinerary to justify the application.
  • FIP Cards will be issued to yourself and all eligible family members if you do not already hold them
  • Coupons will be posted approximately 2 weeks before your indicated date of travel.
  • Once coupons are posted by RST, they cannot be replaced if they are lost or damaged, or if you are unable to use them, and RST cannot accept them back under any circumstance.
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 if you do not already hold one
  • If you order more than 6 coupons, RST will request an outline itinerary to justify the application
  • Coupons will be posted approximately 2 weeks before your indicated date of travel
  • Once posted by RST coupons cannot be replaced if they are lost or damaged, or if you are unable to use them. RST cannot accept them back under any circumstance.
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. For TOC employees this is your Rail Staff Travel Committee representative.
  • If your duty travel requirements on a specific carrier exceed the facility provided by one coupon, please contact RST before making your application on this form, as we may be able to provide alternative more flexible facilities.

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
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 email a photo of any unexpired Cards, cut into 4 with the name and number clearly showing 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 email a photo of any unexpired Cards, cut into 4 with the name and number clearly showing for cancellation
Employee Change of Name (online) (XX25)

 

  • Use to notify us of:
    • Your change of name, or;
    • Your change of passport name
  • Please email a photo of the passes cut into 4 with the name and numbers clearly showing to enable reissue (passes needed for work or residential travel are excluded from this)
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 email a photo of any unexpired Cards, cut into 4 with the name and number clearly showing to enable reissue
Retired Data Check (online) (XX12)
  • Use this form to verify that Rail Staff Travel has the correct data for retired employees and their spouse/partner.
  • Use this form to update your contact details such as phone number and e-mail address.
  • We need this data so that we can contact you and verify your identify should we need to.
  • If you are resident outside the UK, you may not be able to enter your phone number(s). If this is the case, please submit the form without your phone numbers.
  • If you are unable to complete the form because you do not have a UK National Insurance (NI) number, please e-mail us for assistance.
  • If you are unable to complete the form because you are a widow(er) and do not know the employee National Insurance number, please e-mail us for assistance. 
Change of Details (online) (XX21)
  • For a change of email address or phone number

If you have moved address please complete the Change of Address form (XX15).

If you are unable to complete the form because you are a widow(er) and do not know the employee National Insurance number, please contact us by e-mail for assistance.

Card and Pass Forms

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

  • you should submit the Replacement form and then we will phone you between 09.00 and 16.00 so you can 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

Please note that the Replacements Form (XX10) has now been replaced by the XX34 and XX35 below.

Replacement of Lost or Damaged Cards (online) (XX35)
  • For lost, damaged or defaced Cards and Passes
  • Do not include your payment card details on the form
  • A member of the team will call you to take payment based on the dates and times provided on the submitted form
Replacement of Faulty or Stolen Cards (online) (XX34)
  • For faulty or stolen Cards and Passes
  • This form can also be used if the cards have been destroyed or damaged in a fire or flood.
  • Replacements for stolen Cards and Passes must have a crime number
  • Replacements for faulty cards must have clear colour images attached of the Card and Pass
TfL Privilege Oyster Application (online) (XX19)
  • Use this form for RST to issue you with approval to have the priv discount set on your Oyster Card.
  • 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 the employee only needs the approval form for eligible family members, please complete the form as normal. RST will be aware if the employee only requires it for family members.
  • If you already have an Oyster Card with the priv discount set there is no need to reapply for the discount each year - please take your current Staff Travel Card to a London Underground station by 30 June to have the discount renewed
  • If you do not renew the discount by 30 June each year, it expires from the Oyster card and a new approval form is required from RST
  • Adding the priv discount does not affect any credit held on the Oyster card.
  • A temporary arrangement was put in place in 2020 to allow the discount to be renewed after 30 June 2020 on presentation of both the old and new Staff Travel Cards. This arrangement has now ended
  • 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
  • Please apply at least 15 days in advance

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.

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)

Issued on request only - please contact RST

Housekeeper (XX06)

Due to a system upgrade the forms will be unavailable on Monday 15 March from 17.00 to 21.00 hrs. Please do not submit any forms during this time.

Issued on request only - please contact RST

  • 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)

Please refer to Travel Tips for Europe for more information

Attica Ferries Ancona (90031)

Please refer to Travel Tips for Europe for more information

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