Forms

Updated - 17 July 2017

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

Employers should notify RST of changes using Employer Spreadsheets.

Forms marked as "Online" can be submitted immediately through your browser (How To - Submit Online).

Otherwise forms can be emailed to us (How To - Send by Email).

Important Information

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

Please ensure that you always use the latest forms from this page - earlier versions (or other company's versions) will not be accepted. 

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.

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 - formerly 1602a)
  • 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 - formerly 1602b)
  • For your own or your Spouse/Partner's child, you must attach a Full (long) Birth Certificate.
  • 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.
  • If you cannot obtain a Full Birth Certificate, you must attach a Short Birth Certificate AND a completed and stamped New Child Declaration - No Birth Cert.
  • 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 - formerly 1605)
  • For children aged 16 or over only
  • Please submit proof of eligibility (if required) as a JPG, JPEG or PDF file of less than 1Mb.
Partner Declaration
(XX03 - formerly 1603)
  • 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
  • Please ensure that the form is fully completed following the instructions on the rear.
  • The form must also be signed and stamped by a solicitor
New Child Declaration - No Birth Cert
(XX04 - formerly 1604)
  • For use as a last resort where you cannot obtain a full birth certificate for a child being added to your record
  • It is generally cheaper to get a copy of the original from
Child Declaration of No Income
(XX13 - formerly 1613)
  • Use to evidence that a Child dependant has no income or benefits
  • Note that bank statements and letters from HMRC or DWP do not provide evidence of no income

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Residential Travel Forms

Residential Travel
(XX01 - formerly 1601)
  • RST will issue the correct facilities, i.e. Residential Pass, Privilege Season Ticket, Reduced Rate Season Ticket.
  • Please apply at least 15 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 - formerly 1609a)
  • 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. Coupons cannot be replaced if they are lost or damaged once issued.

  • 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.
International Coupons Application - Employee only
Online
(XX09b - formerly 1609b)
  • 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
International Coupons Application - Employee and Family members
Online
(XX09c - formerly 1609c)
  • 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
Non-FIP Travel Request
Online
(XX09d - formerly 1609d)
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
  • For the Isle of Man Steam Packet, please use Free Tickets Application
International Duty Travel
(XX08 - formerly 1608)
  • 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 - formerly 1615)
  • 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).

Change of Contact Details
Online
(XX21 - formerly 1621)
  • 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
Retired Data Check
Online
(XX12 - formerly 1612)
  • 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
QAS Data Check
Online
(XX22 - formerly 1622)
  • 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

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Card and Pass Forms

Replacements
(XX10 - formerly 1610)
  • For lost, stolen, damaged or defaced Cards and Passes
  • Replacements for stolen Cards and Passes must have a crime report from the police attached
  • Please do not include your payment card details on the form
TfL Privilege Oyster Application
Online
(XX19 - formerly 1619)
  • Only available to Safeguarded Staff (Active or Retired ) and their eligible family members

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Ongoing Eligibility Forms

Annual Proof of Unemployment
(XX07 - formerly 1607)
  • 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.
  • The form must be signed and stamped by a solicitor

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Other Forms

Free tickets
(XX14 - formerly 1614)
Safeguarded Employees only
  • Only in exceptional circumstances - each request may require individual supporting documentation
  • Also for applications for Isle of Man Steam Packet tickets
Refund Form
(XX11 - formerly 1611)
  • Only used for an application for a refund in respect of Staff Tickets (residential journeys only)
  • Please note that the processing of refunds may take up to 6-8 weeks
TfL Gate Permit
(XX17 - formerly 1617)
P&O Ferries
(90020)
  • Application for travel concessions on the Dover - Calais P&O Ferries
  • Can be booked directly with P&O by phone - See the Where Can I Go page
Attica Ferries
(90030)
  • Contact This email address is being protected from spambots. You need JavaScript enabled to view it. (Bari)
Attica Ferries
(90031)
  • Contact This email address is being protected from spambots. You need JavaScript enabled to view it. (Ancona)
Housekeeper
(XX06 - formerly 1606)
  • Application for Housekeepers of Employees
  • Please check all of the eligibility rules before applying
  • Please ensure that the form is fully completed following the instructions on the rear.
  • The form must also be signed and stamped by a solicitor

Additional Information

Sending Certificates and payments to RST

  • 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
  • A Full birth certificate is requested because the short version does not provide sufficient information. Parents' details are needed in order to establish eligibility. Copies of the Full Birth Certificate can be obtained from the issuing authority.
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