RAIL STAFF TRAVEL:

CONDITIONS OF ISSUE AND USE, AND

APPLICATION FORMS


This page provides:

  • a link to the Conditions of Issue and Use to which you are subscribing by submitting a form and by using the facilities, and
  • forms that you may need to:
    • apply for various travel facilities, or
    • notify RSTL of a change of circumstances.

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

Conditions of Issue and Use

RSTL's Online Web-forms

These web-forms are completed online and submitted to RSTL in one go, saving you time and money.

There is no longer any need for you to print or save the forms, or to scan or email.

Just complete the forms on your screen and press Submit.

How to complete:

  1. Click on the form you need.  The form is displayed in your browser.
  2. Complete the fields on the form – the forms have mandatory fields and some require specific formats.
  3. Press the Submit button.
  4. A confirmation screen will be displayed after correctly submitting your form.
    You will immediately receive a green confirmation screen.  Please do not send any additional email, e.g. asking for ocnfirmation as this will only delay the processing of your form.

-

PURPOSE FORM NUMBER
Add Spouse or Partner
  • In respect of Spouse - you must attach a Marriage Certificate
  • In respect of Civil Partners - you must attach a Civil Partnership Certificate
  • In respect of Common Law Spouse or Partner - you must attach a completed and stamped 1603 Partner Declaration
  • Attach documents as a JPG, JPEG or PDF file of less than 1Mb
1602a
Add Child Dependant
  • In respect of your own or your Spouse/Partner's Child - you must attach a Full Birth Certificate
  • In respect of 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 completed and stamped 1604 Child Declaration
  • Attach documents as a single JPG, JPEG or PDF file of less than 1Mb
  • For Children aged 16 or above, you must also submit a Child Aged 16+ Declaration - 1605.
1602b
Change of Address
  • UK Addresses only - Non-UK addresses should be notified by email or post
1615
Child Aged 16+ - DECLARATION
  • Attach proof of eligibility (if required) as a JPG, JPEG or PDF file of less than 1Mb
1605

 

INTERNATIONAL TRAVEL FORMS FORM NUMBER
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 elgible family members).

If they do not match, you may refused travel when abroad.

So, if:
  • the names on your Staff Travel Card or TOC Privilege Card are different to your passport names, or
  • RSTL have not previously issued International Travel Documents in the correct passport name
then you MUST NOT submit this form online.

In these circumstances, complete the form, attach it to an email and send it to RSTL at rstl@atoc.org confirming the Passport Names to be used for all family members.

Application for International Reduced Rate Card (FIP Card)
  • Use this form to apply for a new FIP Card only
  • Use a separate form (below) for:
    • International Coupons
    • Non-FIP travel
If you already hold an FIP Card, these will be automatically renewed by RSTL, so there is no need to re-apply.
1609a
Additional Important Notes 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 3 weeks before the Start Date
  • can be made a maximum of 3 months in advance

Further information:
  • 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 printing the forms and emailing or posting them to RSTL. 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.
Application for International Coupons - EMPLOYEE ONLY APPLICATIONS - NEW FORM
  • Use this form to apply for International Coupons where there are NO Dependants travelling
  • Use a separate form (below) for:
    • Family applications for International Coupons
    • Non-FIP travel
1609b
Application for International Coupons - EMPLOYEE AND FAMILY APPLICATIONS - NEW FORM
  • Use this form to apply for International Coupons where the Employee and Dependants are travelling
  • Use a separate form for:
    • Employee only applications for International Coupons
    • Non-FIP travel
1609c
Application for Non-FIP International Travel - Safeguarded Employees only - NEW FORM
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
  • Use a separate form for:
    • International Coupons
    • Isle of Man Steam Packet - use 1614 Free Ticket application
1609d

Alternatively, you can print the forms from your browser, complete and send by post or email to RSTL.


Please note that only the forms above can currently be submitted online.  All other forms are still in the standard format and are listed below.


RSTL Standard Forms

The forms listed below can either be emailed or posted to RSTL.

How to complete

  1. Click on the form you need
  2. Save it to your desktop
  3. Open the form in Word
  4. Complete the fields as required
  5. Save the form as a Word document (as your own Lastname_Form number_your NI number)
  6. Active Staff only - If you submit the form by email, you don’t need to sign it. Type your name in the signature box and provided the email comes from a work mailbox that matches the employee named on the form, it will be accepted
  7. Put the FORM NUMBER of your application in the subject line of the email - this helps to ensure it is correctly identified when it reaches us.

Where to send

  • Retired staff - send forms directly to RSTL
  • Active TOC staff - send forms directly to RSTL
  • Active Non-TOC Staff - Forms MUST be sent to your usual travel facilities contact point – in most cases, this will be via your employer.
  • Network Rail staff MUST go via the Safeguarded Helpdesk - contact details are here
  • BTP staff MUST go via the HR Business Centre - contact details are here

When to send

Please allow sufficient time to process your application before you need your cards or passes, especially if your employer needs to authorise a form and you then need to take the form to a ticket office.

How to submit

  • RSTL is committed to reducing its paper usage, so prefers to receive forms by email whenever possible (including from employers).
  • Please use our central email address – rstl@atoc.org so that you receive an automatic receipt.
  • We realise not everyone can do this, so posted forms are also accepted.

What else to send

  • Photos (for Status Passes and Chiltern, ScotRail, c2c, Freight, etc. Passes)
    • Digital photos should be uploaded directly to RSTL - Photo Upload here
    • Digital photos can also be accepted as JPEGs by email.
    • You must follow the instructions on the photo upload page regarding photo requirements and quality.
  • Certificates, cheques, SAEs (full details on the forms in question)
    • If you wish to pay for any item by credit or debit card, you should submit the form and then contact us in office hours to arrange payment.  Your card details will only be used for the transaction in question and will not be stored by RSTL. This is for your protection.
    • A FULL birth certificate is requested because the short versions do not provide sufficient information. Parents' details are needed in order to establish entitlement.
    • Certificates can be scanned and sent by email along with the forms to which they refer.
    • Please do not send originals - we cannot guarantee to return them and cannot be held liable for any loss.

The following forms are available:

PURPOSE FORM NUMBER
Residential facilities (RSTL will issue the correct cards and passes)
  • Residential Pass
  • Privilege Season Ticket
  • Reduced Rate Season Ticket
(Please apply at least 15 days in advance - authorised forms will be returned approx 7-10 days in advance)
1601
DECLARATIONS:
New Partner 1603
New child
  • If no full birth certificate is available
1604
Older child with no income or benefits 1613
Housekeeper 1606
Retired but annual proof of eligibility required 1607
INTERNATIONAL TRAVEL:
Duty Travel
  • MUST be authorised by your Employer
1608
GENERAL:
Replacements – for Lost or Stolen Cards and Passes 1610
Refunds 1611
Data check for Retiring Staff 1612
Free tickets - Safeguarded Staff only
  • Only in exceptional circumstances
  • Isle of Man Steam Packet tickets
1614
Notification of a death 1616
OTHER COMPANIES FORMS:
TfL Gate Permit
  • Issued on request only - please contact RSTL
1617
TfL Privilege Oyster
  • Safeguarded Active or Retired only
1619
P&O Ferries 90020
Attica Ferries 90030
Attica Ferries 90031

Note:

As an Employee, you cannot personally apply for travel facilities for the first time.  The initial notification comes to RSTL from your employer.  Thereafter, you can apply for any of the above services using the forms indicated.

All current application forms are now prefixed with the calendar year indicating they are current versions.  Only this year's Forms can be accepted.


How to contact us

Email: rstl@atoc.org

Tel: 0800 652 1700

Postal address: Rail Staff Travel, PO Box 72071, London EC1P 1JD