Rail Staff Travel
Restrictions
Rules for staff travel use
Contents
Introduction - Winter 2025-26
These are the restrictions in force on the use of free and staff leisure and residential discounted (priv rate) staff travel facilities for Winter 2025. This covers the timetable period Sunday 14 December 2025 to Saturday 16 May 2026,
Any restrictions relating to barred services do not apply to those using duty travel facilities, i.e. Duty Authority to Travel cards, Freight Duty Cards, and other passes which are endorsed for Duty Travel. However, staff using duty travel facilities must abide by restrictions on complimentary refreshments, lounge access and seat reservations.
These restrictions do not apply to visitors from Europe who hold FIP facilities issued by a European Railway employer.
Please also refer to the Rail Staff Travel guides for detailed information about rail staff travel facilities.
The staff travel restrictions may be updated as the national or local travel situation evolves or timetables change.
Holders of Rail Staff Travel facilities must ensure they check for the latest version of these Staff Travel restrictions before attempting any journey using their facilities.
Facilities codes
A = All First Class National Rail free and privilege travel facilities (including privilege season tickets)
B = All First Class National Rail free travel facilities
C = All First Class National Rail privilege travel facilities (including privilege season tickets)
D = All First Class National Rail free and privilege travel facilities (including privilege season tickets) in First Class accommodation (may be used in STD accommodation)
E = All STD National Rail free and privilege travel facilities (including privilege season tickets)
F = All STD National Rail free travel facilities
G = All STD National Rail privilege travel facilities (including privilege season tickets)
Exceptions
A = All Lines Passes, X = Gold Status Passes, Y = Silver Status Passes, Z = Blue Status Passes
Index
STD = Standard class travel
Days
M = Monday, T = Tuesday, W = Wednesday, Th = Thursday, F = Friday, Sa = Saturday, Su = Sunday
Restrictions on all services - Winter 2025-26
Information for holders of Duty Authority to Travel (DAT) Cards
During periods of disruption and/or service cancellations where passenger restrictions are relaxed, employees travelling with a DAT card and holding the supporting diagram evidence are permitted to use any available services including normally restricted services. However, employees must not occupy seats if members of the public are standing at any point during their journey.
Information for holders of Staff Travel Cards or Rail Staff Leisure Cards
As required by the National Rail Conditions of Travel Part C section 6 (with the exception that privilege tickets are not available from Ticket Vending machines), you must buy your staff discounted (priv rate) tickets in advance before boarding the train. If you don’t you will be charged the STD single fare for the journey or a penalty fare if appropriate.
Where the facility to purchase a staff discounted (priv rate) ticket does not exist at the station where you start your journey, you should actively seek to obtain a ticket at the first available opportunity, either on the train or from gate-line staff, or the next available ticket office.
When you intend to purchase a staff discounted (priv rate) ticket and start your journey from a station within a Penalty Fare area, and no ticket facilities are available, a promise to pay at the public rate must be obtained for the journey you intend to make before boarding the train where these are available from a Ticket Vending machine using your preferred method of payment (card or cash).
If you are unable to purchase a promise to pay, either because the Ticket Vending machine will not accept your preferred method of payment, or the Ticket Vending machine is not working, then you should buy a Ticket from the conductor on the train if there is one available; at an interchange station provided there is sufficient time before your connecting service; or, if neither of these is possible, at your destination.
Information for holders of the RST Online Leisure Card
You must purchase your staff discounted (priv rate) ticket from RST Online before passing the ticket inspection point at a station or boarding any train.
Some operators do not accept the RST Online Leisure Card. The entries below for each operators list those who do not accept the RST Online Leisure Card.
General – upgrades
If you have STD class rail staff travel facilities you cannot purchase tickets for travel in First class. The only options to upgrade are if the TOC offers weekend First Class upgrades and they are purchased on the day on board the train, or by using the Seatfrog app. Some TOCs allow upgrades using Seatfrog. Where this is permitted it is indicated in each operator section below.
If you have First Class rail staff travel facilities you can purchase tickets for either STD or First Class travel.
General – seat and berth reservations
Only a limited number of reservations may be available for staff travel on sleeper services.
Reservations are not permitted for staff discounted (priv rate) or free travel on some TOC services, except where the service requires a mandatory reservation. Please refer to the specific pages for further details.
When travelling using your staff travel facilities, priority should be given to fare-paying passengers. Whenever possible, cardholders should travel on lightly-loaded trains. If a train is crowded it is expected that when boarding a train all staff travel facilities holders should stand back to allow fare-paying passengers to obtain seats first.
Active Staff and dependants must vacate seats on request where fare paying passengers are standing.
Retired Staff and dependants may be asked to vacate their seat but they do not have to.
General – miscellaneous
Travel in Business Class is generally not allowed; see specific TOC entries for further information.
Trains shown in the passenger timetable with U (pick up only) stops cannot be used for alighting and those with S (set down only) stops cannot be used for joining at the stations designated.
If travelling in First Class, you should check for restrictions on accepting complimentary refreshments. Although catering staff may offer you food and drink, you can only accept what is permitted in the information below. If you do not, then you are at risk of committing a Travel Irregularity.
TOC specific restrictions for Winter 2025-26
If a TOC is not specifically listed below, then there are no TOC specific restrictions. Only the general restrictions outlined above apply.
Please note the restrictions that apply to all operators’ services in the Restrictions on all services section above, in addition to the information below.
Lounge access
Holders of National Rail and Avanti West Coast First Class staff travel facilities may use the First Class lounge facilities.
The Avanti West Coast website has further information regarding First Class lounge facilities and opening times.
Catering on Avanti West Coast
First Class travel facilities holders may partake of complimentary tea, coffee and soft drinks on Avanti West Coast services:
- Avanti West Coast pass holders with either Family and Retired Leisure Cards endorsed 1L, or ID Cards endorsed 1U are entitled to complimentary non-alcoholic beverages and food for leisure travel (subject to availability, with priority of food for paying customers first)
- Avanti West Coast pass holders with either Family and Retired Leisure Cards endorsed 2L, or ID Cards endorsed 2U are entitled to complimentary non-alcoholic beverages and food, for leisure Weekend Travel Only travel (subject to availability, with the priority of food being used for paying customers first)
- Retired & other TOC First Class Pass & Status Pass holders may partake of complimentary non-alcoholic beverages, but not food.
For category 3 detailed above, travel facilities holders may purchase a catering voucher at £8.00 per person from the Onboard Shop (please check with the Service Manager in First Class before purchase to ensure there is sufficient food available). This can be presented to the Service Manager in First Class for the full First Class menu offering for the train you are travelling on, excluding alcoholic drinks.
The catering voucher can only be used on the train on which it was purchased. The First Class menu is not available in Standard Premium accommodation.
Standard Premium accommodation on Avanti West Coast
Standard Premium tickets are not available for discounted purchase by holders of any Staff Travel Facilities. Those holding Standard Class facilities (Standard class priv-rate ticket or Staff Travel Card with a dated box) can upgrade to Standard premium using Seatfrog or by purchasing a public rate upgrade on board from the train manager.
First Class accommodation remains available to holders of First Class staff travel facilities. Holders of First Class staff travel facilities are welcome to sit in Standard Premium if First Class is busy. Reservations can be made at the ticket office before travel.
Seatfrog upgrades on Avanti West Coast
First Class and Standard Premium Seatfrog upgrades are permitted for holders of Rail Staff Travel facilities. First Class upgrades, specifically, entitles the holder to partake in the full complimentary service without having to purchase a catering voucher from the onboard shop.
Information provided by: Head of Commercial Strategy Analysis, Avanti West Coast, 5th floor, 338 Euston Road, London, NW1 3BT.
Please note the restrictions that apply to all operators’ services detailed in the Restrictions on all services section above in addition to the information below.
Discounted tickets bought with the RST Online Leisure Card are not valid on Caledonian Sleeper services. For all other card holders, Caledonian Sleeper does not have any service specific restrictions.
Travel in a sleeper berth
Holders of STD Class facilities can only travel in Classic accommodation.
Holders of First Class facilities can travel in either Club or Classic accommodation
Safeguarded staff using a Gold Status Pass should note that the number of free places is limited per service. Once this free allocation is exhausted staff may still purchase 75% discounted tickets.
All bookings on Caledonian Sleeper using Staff Travel facilities can only be made 8 weeks before the train operates. This advance booking horizon may be reduced during periods of service disruption.
There is no free or discounted travel in the Caledonian Double.
Travel in seated accommodation
There is no free or discounted travel in the overnight seated accommodation.
Staff Travel facilities may be used on daytime legs between
- Kingussie – Inverness
- Edinburgh – Fort William
- Fort William – Edinburgh.
Seat reservations are mandatory but these can only be made no earlier than 7 days before travel. This applies to all travel facilities including 75% discounted tickets, season tickets or residential passes.
Information provided by: Retail and Pricing Manager, Caledonian Sleeper, 1 Union Street, Inverness, IV1 1PP.
Please note the restrictions that apply to all operators’ services detailed in the Restrictions on all services section above in addition to the information below.
Catering on CrossCountry services
Acceptance of alcohol or complimentary food is not permitted on any CrossCountry service.
Active and retired staff with First Class travel facilities may partake of complimentary tea, coffee and soft drinks.
Active and retired employees of CrossCountry trains should refer to the internal Staff Travel Usage document provided by the company regarding their entitlements.
Seatfrog upgrades on CrossCountry services
Seatfrog upgrades are permitted for Rail Staff Travel facilities holders. Travel facilities holders who have a Seatfrog upgrade are entitled to partake of the full complimentary catering offer.
Information provided by: Pricing Manager, CrossCountry, 5th Floor, Cannon House, 18 Priory Queensway, Birmingham, B4 6BS
Please note the restrictions that apply to all operators’ services detailed on the Restrictions on all services above, in addition to the information below.
On special non-timetabled loco-hauled services that EMR may operate from time to time, rail staff travel facilities will not be valid.
Reservations on EMR
Assigned seat reservations are available on EMR Intercity services.
Active First Class pass holders and their dependants may not book seats in advance. This restriction does not apply to retired staff and their dependants.
Catering on EMR
Complimentary: Tea, coffee, and mineral water are available for all First Class travel facility holders.
Longer Journeys Only: For £4.00 per person, per journey, you can enjoy fruit juice, breakfast items, sandwiches, or snacks. Please pay your First Class Host directly. For clarification of short/long journeys, please speak to a member of staff on board
Additional Options: A wider range of snacks and other items can also be purchased from the standard onboard trolley service.
Seatfrog upgrades on EMR services
Seatfrog upgrades are permitted for Rail Staff Travel facilities holders. This includes a selection of complimentary food, tasty snacks and refreshments served at your table. Available Monday to Saturday only.
Information provided by: Pricing Implementation Manager, East Midlands Railway, Locomotive House, Locomotive Way, Pride Park, Derby DE24 8PU
Please note the restrictions that apply to all operators’ services detailed in the Restrictions on all services section above, in addition to the information below.
Discounted tickets bought with the RST Online Leisure Card are not valid on Elizabeth Line services, except when crossing London between Liverpool Street and Paddington on a ticket containing the Cross-London marker
Please note the restrictions that apply to all operators’ services detailed in the Restrictions on all services above, in addition to the information below.
Discounted tickets bought with the RST Online Leisure Card are not valid on Grand Central services.
Seatfrog upgrades on Grand Central services
Seatfrog upgrades are permitted for Rail Staff Travel facilities holders.
Those with a seatfrog upgrade are eligible for the First Class complimentary catering offer
Catering on Grand Central services
First Class pass holders may partake of hot drinks, water and light snacks provided as part of the First Class complimentary offer (subject to availability).
All other retail products are available to purchase either via the QR code or at the buffet car.
Those with Seatfrog upgrades and Priv First Class ticket holders may always make use of the at seat service.
Information provided by: Pricing & Retail Manager, Grand Central Rail, Suite 2A, 20 George Hudson Street, York, YO1 6WR
Please note the restrictions that apply to all operators’ services detailed in the Restrictions on all services above, in addition to the information below.
Catering on Greater Anglia
On trains with a café bar service, rail industry colleagues can obtain a discount on selected catering items on presentation of a valid staff travel pass.
The complimentary refreshments served in First Class or from the café bar on InterCity services are not available to staff travel holders regardless of the level of facilities held.
Seatfrog upgrades on Greater Anglia services
Seatfrog upgrades are permitted for holders of Rail Staff Travel facilities.
Those with seatfrog upgrades may participate in the complimentary refreshments available to First Class passengers.
Information provided by: Head of Revenue, Greater Anglia, Floor 11, One Stratford Place, Montfitchet Road, London E20 1EJ.
Please note the restrictions that apply to all operators’ services detailed in the Restrictions on all services section above, in addition to the information below.
Capacity on GWR services
A number of GWR services are very busy, and those using free or discounted staff travel facilities of any kind should avoid travelling on those services, wherever possible.
As a general guide the following services are expected to be busy during the currency of the timetable covered by this document:
- Services arriving at London Paddington between 1000 and 1100 on Tuesdays to Thursdays
- Services departing London Paddington between 1900 and 2000 on Thursdays and Fridays
- Services from London to Devon/Cornwall between 1030 and 1230 on Thursdays and Fridays
- Long distance services arriving at London Paddington between 1030 and 1330 on Saturdays
- Long-distance services departing London Paddington between 1630 and 2000 on Sundays
Lounge access
Holders of National Rail and GWR First Class staff travel facilities may use the First Class lounge facilities where they are available.
Access to Lounges for all customers (including facilities holders) is subject to capacity and admission is at the sole discretion of the Lounge Host.
At busy times, those using free or discounted staff travel facilities should avoid or vacate the Lounge to allow space for fare-paying customers.
First class free pass facilities holders may avail themselves of complimentary tea, coffee, water, juice, and biscuits provided in the lounge. Complimentary items are subject to availability, and priority must be given to fare-paying passengers.
Regardless of the type of free First Class staff travel facilities held, acceptance of other complimentary catering items provided in the lounge (including sandwiches, hot food, chilled food, alcoholic drinks) is not permitted.
Travel facilities holders who have Priv/FIP discounted First Class tickets, a Seatfrog upgrade, or who have purchased an onboard upgrade, are entitled to partake of the full complimentary lounge catering offer.
Seatfrog onboard upgrades on GWR services
Seatfrog upgrades are permitted for Rail Staff Travel facilities holders. Those travelling using staff facilities may also purchase on board first class upgrades where these are made available. Staff who have purchased an upgrade are entitled to enjoy the full onboard first class offer.
Catering on GWR
First class free pass facilities holders may accept tea, coffee, water, juice and biscuits on Great Western Railway services. Complimentary items are subject to availability, and priority must be given to fare-paying passengers. Onboard Customer Hosts retain ultimate discretion over which items (if any) may be offered to holders of free travel facilities.
However, regardless of the type of free First Class staff travel facilities held, acceptance of other complimentary catering items (including sandwiches, hot or chilled food, and alcoholic drinks) is not permitted. Other items can be purchased from onboard Customer Hosts using card payment. Cash payments are not accepted.
Travel facilities holders who have Priv/FIP discounted First Class tickets, a Seatfrog upgrade, or who have purchased an onboard upgrade, are entitled to partake of the full complimentary catering offer.
Information provided by: Head of Revenue, Great Western Railway, Milford House, 1 Milford Street, Swindon SN1 1HL.
Please note the restrictions that apply to all operator’s services detailed in the Restrictions on all services section above, in addition to the information below.
Business First accommodation is not available to any holders of Staff Travel facilities.
Please note the restrictions that apply to all operator’s services detailed in the Restrictions on all services section above, in addition to the information below.
Discounted tickets bought with the RST Online Leisure Card are not valid on Hull Trains services.
Reservations on Hull Trains
Reservations are not possible for staff, except when a service is subject to mandatory reservations. Standard class pass holders should board the train using Carriage A. All seats in Carriage A will be un-reservable.
First Class pass holders should use any seats marked available.
Catering on Hull Trains
Holders of First Class staff passes may partake of complimentary tea, coffee, water and biscuits/light snacks as available. However, acceptance of any other food or drink on board the train is not permitted unless a catering voucher has been purchased from the On Board Manager; the catering voucher is priced at £4.00 and the receipt for this should be retained and shown to the First Class host.
Vouchers purchased on one train are not valid for use on another and are not refundable. In all cases, priority of stock will be given to full fare paying passengers, and the provision of food and drink to holders of staff passes and Priv discounted tickets is not guaranteed for shorter journeys, although every effort will be made to serve all passengers.
Staff and their dependents who have purchased PRIV discounted First Class fares, or a Weekend First upgrade, are entitled to partake of the full catering offer without the need to purchase the voucher.
Information provided by: Product and Inventory Manager, Ground Floor, Cherry Court, 36 Ferensway, Hull, HU2 8NH
Please note the restrictions that apply to all operators’ services detailed in the Restrictions on all services section above, in addition to the information below.
Catering on LNER services
Holders of First Class free travel facilities may partake of tea, coffee, water, fruit juice, biscuits and snacks. Catering vouchers can also be purchased for £5.00 from the Café Bar, the train manager on board, or the travel centre prior to travel, which will enable passengers to partake of the full LNER catering offer.
Regardless of the type of First Class free staff travel facilities held, acceptance of complimentary food, fizzy or alcoholic drinks is not permitted unless a catering voucher has already been purchased. In all cases, the voucher should be handed to the member of the on-board crew before ordering or accepting food and drink. Vouchers are valid for any LNER service on the date shown on the coupon.
For passengers travelling using First Class LNER leisure boxes, the complimentary food offer is also available, however fare paying passengers should be prioritised. This offer does not include alcoholic drinks unless a catering voucher has already been purchased. In all cases the voucher should be handed to the member of the on-board crew before ordering or accepting food or drink. Vouchers are valid for any LNER service on the date shown on the coupon in any direction of travel after purchase.
LNER staff should refer to internal briefing material in respect of purchasing the £5 catering voucher across various channels.
Passengers who have purchased Priv/FIP Privilege First Class fares or the LNER Weekend First Upgrade products are entitled to partake of the full catering offer without the need to purchase a catering voucher.
Seatfrog upgrades on LNER services
Seatfrog upgrades are permitted for holders of Rail Staff Travel facilities. This will entitle the holder to partake of the full catering offer without the need to purchase a catering voucher.
Lounge access
Station lounges run by LNER may at times be restricted to LNER customers only. This restriction also applies to people travelling using staff travel facilities.
Information provided by: Pricing Manager, London North Eastern Railway, West Offices, Station Rise, York, YO1 6GA.
Please note the restrictions that apply to all operators’ services detailed in the Restrictions on all services section above, in addition to the information below.
Discounted tickets bought with the RST Online Leisure Card are not valid on London Overground services.
Please note the restrictions that apply to all operators’ services detailed in the Restrictions on all services section above, in addition to the information below.
Reservations on ScotRail services
Active staff and dependants must not make First Class seat reservations on Mondays to Fridays except when a service is subject to mandatory reservations. Please make use of any unreserved seats, unless they are required by fare paying customers. This restriction does not apply to retired staff and their dependants.
Catering on Scotrail services
Where catering is provided staff travelling on free or privilege rate First Class tickets may accept complimentary tea, coffee, hot chocolate, water and biscuits only. Any other items available can be purchased from the on board catering staff.
Information provided by Revenue Manager Inter7city and scenic, ScotRail, Atrium Court, 50 Waterloo Street, Glasgow G2 6HQ
Please note the restrictions that apply to all operators’ services detailed in the Restrictions on all services section above, in addition to the information below.
Reservations on TransPennine Express services
First Class seat reservations for active staff and dependants are not permitted except when a service is subject to mandatory reservations. This restriction does not apply to retired staff and their dependants.
Catering on TransPennine Express services
Holders of First Class free travel facilities may partake of tea, coffee, water, fruit juice and biscuits. There is no entitlement to alcoholic drinks and other food served on board.
Seatfrog upgrades on TransPennine Express services
Seatfrog upgrades are permitted for Rail Staff Travel facilities holders.
Information provided by: Pricing Manager, TransPennine Express, 7th Floor, Bridgewater House, 60 Whitworth Street, Manchester M1 6LT.
Please note the restrictions that apply to all operators’ services detailed in the Restrictions on all services section above, in addition to the information below.
Catering on Transport for Wales services
Meals can be purchased on the day of travel from on-board staff (where facilities exist). Where seats are available, holders of STD Class travel facilities may travel in First Class accommodation upon payment of the relevant upgrade for the journey being made. Meals can then be purchased on the day of travel from on-board staff (where facilities exist). Further details can be found at tfw.wales/ways-to-travel/rail/food-and-drink
Seatfrog upgrades on Transport for Wales services
Seatfrog upgrades are permitted for holders of Rail Staff Travel facilities.
Further details can be found at tfw.wales/ways-to-travel/rail/travel-information/seatfrog
Under 16 travel
Children aged 11-15 can travel for free on TfW trains during off-peak times and under 11s can travel for free on our services at any time, both when accompanied by a fare-paying adult.
Holders of free-travel passes are excluded from this offer due to the ‘fare-paying’ adult requirement.
Further detail, including the hours when off-peak travel applies, can be found at tfw.wales/ways-to-travel/rail/savings-and-offers/kids-go-free
Information provided by: Head of Commercial Insight & Analytics, Transport for Wales, 3 Llys Cadwyn, Pontypridd CF37 4TH
Staff Travel Restrictions for Summer 2026
Introduction - Summer 2026
These rules apply to the use of free travel, staff leisure travel, and residential discounted (priv rate) staff travel facilities for the timetable period Sunday 17 May 2026 to Saturday 12 December 2026. The staff travel restrictions may be updated as the national or local travel situation evolves or timetables change. Holders of Rail Staff Travel facilities must ensure they check for the latest version of these Staff Travel restrictions before attempting any journey using their facilities.
Restrictions on barred services do not apply to people using duty travel facilities, such as Duty Authority to Travel cards, Freight Duty Cards, or other passes marked for Duty Travel. However, staff travelling on duty must still follow the rules on complimentary refreshments, lounge access, and seat reservations.
These restrictions do not apply to visitors from Europe who hold FIP facilities issued by a European Railway employer.
Please also see to the Rail Staff Travel guides for full details about rail staff travel facilities.
Facilities codes
- A = All First Class National Rail free and privilege travel facilities (including privilege season tickets)
- B = All First Class National Rail free travel facilities
- C = All First Class National Rail privilege travel facilities (including privilege season tickets)
- D = All First Class National Rail free and privilege travel facilities (including privilege season tickets) in First Class accommodation (may be used in STD accommodation)
- E = All STD National Rail free and privilege travel facilities (including privilege season tickets)
- F = All STD National Rail free travel facilities
- G = All STD National Rail privilege travel facilities (including privilege season tickets)
Exceptions
- A = All Lines Passes, X = Gold Status Passes, Y = Silver Status Passes, Z = Blue Status Passes
Index
- STD = Standard class travel
Days
- M = Monday, T = Tuesday, W = Wednesday, Th = Thursday, F = Friday, Sa = Saturday, Su = Sunday
Restrictions on all services - Summer 2026
Information for holders of Duty Authority to Travel (DAT) Cards
When services are disrupted or cancelled and passenger restrictions are relaxed, employees with a DAT card or Freight Duty Card and the required diagram evidence may use any available train, including services that are normally restricted. However, employees must not take a seat if any member of the public is standing at any point in the journey.
Information for holders of Staff Travel Cards or Rail Staff Leisure Cards
You must buy your staff‑discounted (privilege rate) ticket before you get on the train. This is required by the National Rail Conditions of Travel Part C section 6. Privilege tickets cannot be bought from Ticket Vending Machines. If you board without a valid staff‑discounted ticket, you will be charged the full standard single fare, or a penalty fare if one applies.
If the station you start your journey from does not have any way to buy a staff‑discounted ticket, you must make every reasonable effort to buy one as soon as you can. This could be from staff on the train, staff at the gate line, or the next ticket office you reach.
If you are travelling from a station in a Penalty Fare area and you plan to buy a staff‑discounted ticket but no ticket facilities are available, you must get a “promise to pay” notice at the public rate from a Ticket Vending Machine before boarding, using your preferred payment method (card or cash).
If you cannot get a “promise to pay” because the machine does not accept your payment method or is not working, you should buy a ticket from the conductor on the train (if there is one). If that is not possible, you should buy a ticket at an interchange station, provided you have enough time before your connection. If none of these options are available, you must buy your ticket at your destination station.
Information for holders of the RST Online Leisure Card
You must buy your staff‑discounted (privilege rate) ticket on RST Online before you go through any ticket gates at a station or before you get on a train.
Some train operators do not accept the RST Online Leisure Card. This document shows which operators do not accept it.
General – upgrades
If you have Standard Class rail staff travel facilities, you cannot buy tickets to travel in First Class. The only way to upgrade is if the train operator offers a weekend First Class upgrade, which you must buy on the day on board the train, or by using the Seatfrog app. Some train operators do not allow Seatfrog upgrades. Any exceptions are shown in this document.
If you have First Class rail staff travel facilities, you may buy tickets for either Standard Class or First Class travel.
General – seat and berth reservations
Only a small number of reservations are available for staff travel on sleeper services.
Reservations are not allowed for staff‑discounted (priv rate) or free travel on some train operators’ services, unless the service requires a mandatory reservation. Please see the relevant pages in this document for details.
When using staff travel facilities, fare‑paying passengers must be given priority. Staff travel cardholders should use quieter trains where possible. If a train is busy, staff travel users are expected to let fare‑paying passengers take seats first.
Active staff and their dependants must give up their seats if asked, when fare‑paying passengers are standing.
Retired staff and their dependants may be asked to give up their seats, but they are not required to do so
General – miscellaneous
Travel in Business Class is usually not permitted. Please refer to the specific train operator pages for details.
Trains marked in the timetable with U (pick‑up only) cannot be used for getting off, and trains marked with S (set‑down only) cannot be used for joining at those stations.
If you are travelling in First Class, you must check whether complimentary refreshments are restricted. Catering staff may offer food or drink, but you may only accept what is allowed under the rules in this booklet. If you accept anything not permitted, you may be committing a Travel Irregularity.
Avanti West Coast
Lounge access
People who hold National Rail or Avanti West Coast First Class staff travel facilities may use the First Class lounges.
More information about lounge locations and opening times is available on the Avanti West Coast website.
Catering on Avanti West Coast
If you hold First Class travel facilities, you may receive free tea, coffee and soft drinks on Avanti West Coast trains:
- Holders of Avanti West Coast passes with a Family or Retired Leisure Card marked 1L, or an ID Card marked 1U
You may receive free non‑alcoholic drinks and food when travelling for leisure. This is subject to availability. Food is offered to paying customers first.
- Holders of Avanti West Coast passes with a Family or Retired Leisure Card marked 2L, or an ID Card marked 2U
You may receive free non‑alcoholic drinks and food at weekends only when travelling for leisure. This is subject to availability. Food is offered to paying customers first.
- Holders of Retired or other Train Operating Company (TOC) First Class Passes and Status Passes
You may receive free non‑alcoholic drinks only. Food is not included.
If you are in category 3 (above), you may buy a catering voucher for £8.00 per person from the Onboard Shop. Before buying, check with the First Class Service Manager to make sure food is available.
The voucher can be given to the First Class Service Manager in exchange for the full First Class menu for your train.
- Alcoholic drinks are not included.
- The voucher can only be used on the same train where it was bought.
- First Class food is not available in Standard Premium.
Standard Premium accommodation on Avanti West Coast
Staff Travel Facility holders cannot buy discounted Standard Premium tickets.
If you have Standard Class facilities (a Standard Class priv-rate ticket or a Staff Travel Card with a dated box), you may upgrade to Standard Premium by:
- using Seatfrog, or
- buying a public‑price upgrade on board from the Train Manager.
First Class Staff Travel Facilities on Avanti West Coast
If you hold First Class staff travel facilities, you can continue to use First Class accommodation. If First Class is full, you may sit in Standard Premium instead.
You can make seat reservations at a ticket office before you travel.
Seatfrog upgrades on Avanti West Coast
Holders of Rail Staff Travel facilities are allowed to use Seatfrog to bid for upgrades to First Class or Standard Premium on Avanti West Coast. If you upgrade to First Class using Seatfrog, you are entitled to the full complimentary First Class service. You do not need to buy a catering voucher from the onboard shop.
Information provided by: Head of Commercial Strategy Analysis, Avanti West Coast, 5th floor, 338 Euston Road, London, NW1 3BT.
Caledonian Sleeper
Discounted tickets bought with an RST Online Leisure Card cannot be used on Caledonian Sleeper services.
All other staff travel card holders may use Caledonian Sleeper trains, as there are no additional service‑specific restrictions for them.
Travel in a sleeper berth
Holders of Standard Class staff travel facilities may only travel in Classic accommodation.
Holders of First Class staff travel facilities may travel in either Club or Classic accommodation.
Safeguarded staff with a Gold Status Pass should be aware that each service has a limited number of free places. Once these free places have been used, staff may still travel by buying tickets at 75% discount.
All Caledonian Sleeper bookings made using Staff Travel facilities can only be made up to 8 weeks before the date of travel. This booking window may be reduced during times of service disruption.
There is no free or discounted travel available in Caledonian Double accommodation.
Travel in seated accommodation
There is no free or discounted travel available in the overnight seated accommodation.
Staff Travel facilities may be used on the daytime legs of the Caledonian Sleeper route between:
- Kingussie – Inverness
- Edinburgh – Fort William
- Fort William – Edinburgh
Seat reservations are mandatory for all travel on these daytime legs. Reservations can only be made up to 7 days before travel. This rule applies to all types of Staff Travel facilities, including:
- 75% discounted tickets
- Season tickets
- Residential passes
Information provided by: Retail and Pricing Manager, Caledonian Sleeper, 1 Union Street, Inverness, IV1 1PP.
CrossCountry
Catering on CrossCountry services
Active and retired staff who hold First Class travel facilities may receive free tea, coffee and soft drinks. First Class Duty Pass holders are eligible for free tea, coffee, soft drinks and food.
Acceptance of alcohol is not permitted on any CrossCountry service.
Active and retired CrossCountry employees should refer to the company’s internal Staff Travel Usage document for full details of their entitlements.
Seatfrog upgrades on CrossCountry services
Seatfrog upgrades are allowed for holders of Rail Staff Travel facilities. If you upgrade through Seatfrog, you are entitled to receive the full complimentary catering service.
Information provided by: Pricing Manager, CrossCountry, 5th Floor, Cannon House, 18 Priory Queensway, Birmingham, B4 6BS
East Midlands Railway
Rail Staff Travel facilities are not valid on any special, non‑timetabled loco‑hauled services that EMR may operate from time to time.
Reservations on EMR
Assigned seat reservations are available on EMR Intercity services.
Active First Class pass holders and their dependants cannot book seats in advance. This restriction does not apply to retired staff or their dependants, who may make seat reservations.
Catering on EMR
Complimentary Items: All First Class staff travel facility holders may receive free tea, coffee, and mineral water.
Longer Journeys: For £4.00 per person, per journey, you may buy fruit juice, breakfast items, sandwiches, or snacks. Please pay the First Class Host directly.
If you are unsure whether your journey counts as “short” or “long,” ask a member of the onboard staff.
Additional Options: A wider range of snacks and other items is available to buy from the standard onboard trolley service.
Seatfrog upgrades on EMR
Seatfrog upgrades are allowed for holders of Rail Staff Travel facilities. A Seatfrog upgrade includes a selection of complimentary food, snacks, and refreshments, served at your table. This service is available Monday to Saturday only.
Information provided by: Pricing Implementation Manager, East Midlands Railway, Locomotive House, Locomotive Way, Pride Park, Derby DE24 8PU
Elizabeth line
Discounted tickets bought with an RST Online Leisure Card are not valid on Elizabeth Line services, except when travelling across London between Liverpool Street and Paddington on a ticket containing the Cross-London marker.
Grand Central
Discounted tickets bought with the RST Online Leisure Card are not valid on Grand Central services.
Seatfrog upgrades on Grand Central services
Seatfrog upgrades are allowed for holders of Rail Staff Travel facilities.
If you upgrade using Seatfrog, you are entitled to receive the full First Class complimentary catering service.
Catering on Grand Central services
First Class pass holders may receive hot drinks, water, and light snacks as part of the complimentary First Class offer, subject to availability.
All other food and drink can be bought either by using the QR code or from the buffet car.
Passengers with Seatfrog upgrades and Priv First Class tickets may always use the at‑seat service
Information provided by: Pricing & Retail Manager, Grand Central Rail, Suite 2A, 20 George Hudson Street, York, YO1 6WR
Greater Anglia
Catering on Greater Anglia
On trains that have a café bar, rail industry colleagues can get a discount on selected catering items by showing a valid staff travel pass.
The complimentary refreshments offered in First Class or from the café bar on InterCity services are not available to staff travel pass holders, no matter what level of facilities they have.
Seatfrog upgrades on Greater Anglia
Seatfrog upgrades are allowed for holders of Rail Staff Travel facilities. If you upgrade using Seatfrog, you may receive the complimentary refreshments available to First Class passengers.
Information provided by: Head of Revenue, Greater Anglia, Floor 11, One Stratford Place, Montfitchet Road, London E20 1EJ.
Great Western Railway
Capacity on GWR
A number of GWR services are very busy, and those using free or discounted staff travel facilities of any kind should avoid these services, wherever possible.
As a general guide the following services are expected to be busy during the timetable period covered by this document:
- Services arriving at London Paddington between 1000 and 1100 on Tuesdays to Thursdays
- Services departing London Paddington to Cheltenham Spa or Worcester Shrub Hill (via Swindon) between 1630 and 2000 on Thursdays, and services on other routes departing London Paddington between 1900 and 2000 on Thursdays
- Services from London to Devon/Cornwall between 1030 and 1300 on Thursdays and Fridays
- Long distance services arriving at London Paddington between 1030 and 1330 on Saturdays
- Long-distance services departing London Paddington between 1630 and 2000 on Sundays
Lounge access
Holders of National Rail and GWR First Class staff travel facilities may use First Class lounges, where available.
Access to lounges for all customers, including staff travel facility holders, is subject to capacity, and admission is at the discretion of the Lounge Host.
During busy times, staff using free or discounted travel facilities should avoid using the lounge or should leave the lounge to make space for fare‑paying customers.
First Class free pass holders may receive complimentary tea, coffee, water, juice and biscuits in the lounge. These items are subject to availability, and fare‑paying customers are prioritised.
Regardless of the type of First Class free pass held, staff travel users must not take any other complimentary catering items from the lounge. This includes sandwiches, hot food, chilled food, and alcoholic drinks.
Travel facility holders with Priv or FIP discounted First Class tickets, a Seatfrog upgrade, or an onboard‑purchased upgrade may receive the full complimentary lounge catering offer.
Seatfrog onboard upgrades on GWR
Seatfrog upgrades are allowed for holders of Rail Staff Travel facilities. Staff travelling on a staff travel facility may also buy First Class upgrades on board, when these are available. Anyone who buys an upgrade is entitled to the full onboard First Class service.
Catering on GWR
First Class free pass holders may receive tea, coffee, water, juice and biscuits on Great Western Railway services.
These complimentary items are subject to availability, and fare‑paying customers must be prioritised.
Onboard Customer Hosts have the final decision on which items, if any, may be offered to free pass holders.
However, regardless of the type of First Class free pass held, staff travel users must not take any other complimentary catering items. This includes:
- sandwiches
- hot food
- chilled food
- alcoholic drinks
Other items may be bought from the Onboard Customer Host using card payment only. Cash is not accepted.
Travel facility holders with Priv or FIP discounted First Class tickets, a Seatfrog upgrade, or an onboard‑purchased upgrade may receive the full complimentary First Class catering offer.
Information provided by: Head of Revenue, Great Western Railway, Milford House, 1 Milford Street, Swindon SN1 1HL.
Hull Trains
Discounted tickets bought with the RST Online Leisure Card are not valid on Hull Trains services.
Reservations on Hull Trains
Staff travel facilities holders cannot make seat reservations unless a service requires mandatory reservations.
Standard Class pass holders should board the train in Carriage A, where all seats are unreservable.
First Class pass holders may use any seat that is shown as available.
Catering on Hull Trains
Holders of First Class staff passes may receive tea, coffee, water and biscuits/light snacks, when available.
They may not take any other complimentary food or drink unless they buy a catering voucher from the On Board Manager.
The voucher costs £4.00, and the receipt must be kept and shown to the First Class Host.
Vouchers:
- are valid only on the train where they were bought,
- cannot be used on another train, and
- are non‑refundable.
Full‑fare passengers always receive priority for food and drink. Complimentary items for staff pass holders and Priv discounted ticket holders cannot be guaranteed on shorter journeys, although staff will try to serve all passengers where possible.
Staff and dependants who hold Priv discounted First Class tickets or a Weekend First upgrade may receive the full First Class catering offer without needing to buy a voucher.
Information provided by: Product and Inventory Manager, Ground Floor, Cherry Court, 36 Ferensway, Hull, HU2 8NH
London North Eastern Railway
Catering on LNER
Holders of First Class free travel facilities may receive tea, coffee, water, fruit juice, biscuits and snacks.
A catering voucher can be bought for £5.00 from the Café Bar, the Train Manager, or a Travel Centre before travel.
This voucher allows access to the full LNER First Class catering offer.
Regardless of the type of First Class free travel facility held, staff travel users must not accept any complimentary food, fizzy drinks, or alcoholic drinks unless they have already bought a catering voucher.
The voucher must be given to a member of the on‑board crew before ordering or accepting food or drink.
Vouchers are valid on any LNER service on the date printed.
Passengers travelling using First Class LNER leisure boxes may also receive the complimentary food offer, but fare‑paying passengers must be prioritised.
This offer does not include alcoholic drinks unless a catering voucher has been purchased.
The voucher must be handed to the crew before ordering or accepting any items.
Vouchers are valid on any LNER service in any direction on the date shown.
LNER staff should refer to internal briefing material for guidance on buying the £5 catering voucher through different channels.
Passengers who have purchased Priv or FIP First Class discounted fares, or an LNER Weekend First Upgrade, may receive the full First Class catering offer without needing to buy a voucher.
Seatfrog upgrades on LNER
Seatfrog upgrades are allowed for holders of Rail Staff Travel facilities. If you upgrade through Seatfrog, you may receive the full First Class catering offer without needing to buy a catering voucher.
Lounge access
LNER‑run station lounges may sometimes be restricted to LNER customers only.
When this happens, the restriction also applies to people travelling using staff travel facilities.
Information provided by: Pricing Manager, London North Eastern Railway, West Offices, Station Rise, York, YO1 6GA.
London Overground
Discounted tickets bought with the RST Online Leisure Card are not valid on London Overground services.
ScotRail
Reservations on ScotRail
Active staff and their dependants must not make First Class seat reservations from Monday to Friday, unless the service has mandatory reservations.
They should use any unreserved seats, but must give them up if required by fare‑paying customers.
This restriction does not apply to retired staff or their dependants, who may make First Class reservations.
Catering on Scotrail
Where catering is available, staff travelling on free or privilege‑rate First Class tickets may accept tea, coffee, hot chocolate, water and biscuits only.
Any other items must be purchased from the onboard catering staff.
Information provided by Revenue Manager Inter7city and scenic, ScotRail, Atrium Court, 50 Waterloo Street, Glasgow G2 6HQ
TransPennine Express
Reservations on TransPennine Express
Active staff and their dependants cannot make First Class seat reservations, except on services where reservations are mandatory.
This restriction does not apply to retired staff or their dependants, who may make First Class reservations.
Catering on TransPennine Express services
Holders of First Class free travel facilities may receive tea, coffee, water, fruit juice and biscuits.
They are not entitled to any alcoholic drinks or other food served on board.
Seatfrog upgrades on TransPennine Express
Seatfrog upgrades are allowed for Rail Staff Travel facilities holders.
Information provided by: Pricing Manager, TransPennine Express, 7th Floor, Bridgewater House, 60 Whitworth Street, Manchester M1 6LT.
Transport for Wales
Catering on Transport for Wales
Meals can be bought on the day of travel from the onboard staff, where catering is available.
If seats are available, holders of Standard Class staff travel facilities may sit in First Class by paying the appropriate upgrade fare for the journey. Meals can then be purchased from the onboard staff, where facilities exist.
Further information is available on the TfW website.
Seatfrog upgrades on Transport for Wales
Seatfrog upgrades are allowed for holders of Rail Staff Travel facilities.
Further details can be found on the Seatfrog page on the TfW website.
Under 16 travel on TfW
Children aged 11–15 can travel for free on TfW trains during off‑peak times, and children under 11 can travel for free at any time, as long as they are accompanied by a fare‑paying adult.
This offer does not apply to holders of free‑travel staff passes, because these passes do not meet the requirement to be a fare‑paying adult.
More information, including the specific off‑peak hours, is available here on the TfW website.
Information provided by: Head of Commercial Insight & Analytics, Transport for Wales, 3 Llys Cadwyn, Pontypridd CF37 4TH