Travel to Work Scheme - Questions and Answers

Here you can find the answers to questions about the Travel to Work Scheme.

General questions

What is the NUH Travel to Work Scheme?

The NUH Travel to Work Scheme is an initiative that allows NUH staff to take advantage of the discounted advance travel pass rates offered by most transport operators without having to pay the full amount in one go. Instead NUH buys the ticket on behalf of the employee, at the discounted rate, and then this is taken back from the member of staff's salary in monthly instalments for the duration of the pass.

 

Which transport operators are participating in the NUH Travel to Work Scheme?

Operators taking part in the NUH travel to Work Scheme are:

 

How much can I save if I join the Travel to work scheme?

This varies, as it depends on your regular means of commute. However, a calculation is provided for indicating the cost of purchasing 12 monthly passes compared to an annual pass acquired via the Travel to Work Scheme.

 

How do I know which is the right travel to work scheme?

Consult the operator’s website for information on public transport connections. Alternatively you can also use the Triptimes website. Triptimes is an online journey planner for Nottingham, including timetables for local bus operators.

 

Can I use an NUH Travel to Work Scheme pass to commute other than to work?

Yes. The travel to work passes are not restricted to commutes to the Trust. They allow you to use the network of the transport operator (or multiple operators in the case of the Kangaroo pass) to commute during any allowed time in any day. You may want to use it as well as part of your regular commute for shopping, entertainment, etc.

Application questions and answers

Who is ineligible to participate in the NUH Travel to Work Scheme?

Staff not directly employed by the Trust. Staff with Locum, Bank and Honorary employment status are not eligible to apply to the NUH Travel to Work Scheme,

 

When can I apply?

All travel passes start on the 1st of the month. Application forms must be received by the 13th of the month before the month you wish the travel pass to start - i.e. to obtain a travel pass for 1 November, applications must be submitted by 13 October.

How do I apply?

Click here to apply for your permit now.

If you are a training doctor, your fixed terms contract end date on ESR will reflect your placement dates. Therefore if you are applying for this scheme, please provide evidence of your full rotation at NUH to enable us to review your application against the criteria. You can obtain information on your placement dates from your clinical manager.

Submit the information by email to travel@nuh.nhs.uk stating your application reference number in the Subject line.

 

How long will it take to get my travel pass?

This depends on the date of your application. All travel passes start on the 1st of the month. Application forms must be received by the 13th of the month before the month you wish the travel pass to start..

 

What happens after I submit an application?

You will receive a confirmation email acknowledging your application. After each application window deadline (13th of the month), all applications received will be validated for eligibility. Applications from eligible staff are sent to the travel operator. The travel operators will process the pass to be ready towards the end of the month.

 

How do I get my pass?

The transport operators each have a different procedure for collecting travel passes. You will usually be able to collect your pass at least three days before the start of the pass.

Nottingham City Transport
Once your application has been approved, you will receive an email with an attached joining letter. Please print the letter and take your existing easy rider card (if you have one) and the letter to NCT’s Travel Centre in Nottingham city centre to get the travel loaded on to your current easy rider card or a new easy rider card if you don't already have one. Before collecting your pass, please contact the travel operator after the 26th of the month to verify that your pass is ready for collection.

NOTE: If your pass is not collected within ONE month, the application will be cancelled, and you will need to re-submit an application to get a new pass. 

Trent Barton
Once your application has been approved, your travel pass will be sent to you by post. Please ensure you provide a correct address.

Tramlink
Once your application has been approved, you will receive an email with an attached joining letter. Please print the letter and take it to NET Travel Centre in Nottingham city centre (4 King Street, Nottingham, NG1 2AS).

NOTE: If your pass is not collected within ONE month, the application will be cancelled, and you will need to re-submit an application to get a new pass.

Robin Hood Card
Once your application has been approved, you will receive an email with an attached ‘joining letter’. Please print the letter and take your City Card (if applicable) and the letter to Victoria Bus Station to receive your Robin Hood. You can collect your pass from the 25th of the month.

NOTE: If your pass is not collected within ONE month, the application will be cancelled, and you will need to re-submit an application to get a new pass.

yourbus
yourbus will post your season ticket to the address provided on your application form. Please ensure you provide a correct address.

East Midlands Trains
East Midlands Trains will post your season ticket to the address provided on your application form. Please ensure you provide a correct address.

 

I have applied but I have changed my mind. How can I withdraw my application?

If you have submitted an application but changed your mind (e.g. you want to apply for a pass with a different operator, submitted two applications, etc.), you can withdraw your application before the 13th of the month.

Send an email to travel@nuh.nhs.uk with the subject [WITHDRAW MY APPLICATION]. Quote the application reference number, and indicate the reason for the cancellation.

Example:

To: travel@nuh.nhs.uk

Subject: [WITHDRAW MY APPLICATION No. A4F824L9]

Body:

To whom it may concern,

I would like to request a cancellation to my recent application No. A4F824L9. The reason for cancellation is that __________________________.

Name, Last Name 

After the 13th of the month, your pass will be processed, and you will need to cancel the issued pass. Please refer to cancellations.

 

Can I get a pass for somebody else?

No. Only applicants are entitled for a non-transferrable travel pass. A travel pass/card is not transferrable and any mis-use of the travel to work scheme cards will be handled directly by the operator, and may result in a cancellation of the pass, and a potential banning (temporary or otherwise) from joining the travel scheme again.

 

I’ve lost my travel pass. How do I get a replacement?

In case of travel pass loss, please contact the relevant transport operator to request a new card. Please note that there may be a small charge for this that you will pay directly to the transport operator. 

Payment

How do I pay for my pass?

Passes acquired via the NUH Travel to Work Scheme are deducted from the staff net salary for 12 months (except East Midlands Trains passes, which are deducted in 10 months).

 

Can I pay for my pass via salary sacrifice?

No. Travel to work schemes are not subject to salary sacrifice. All payments will be processed via salary deduction.

 

When do I start paying for my travel pass?

Deductions will be taken directly from your net salary. The first deduction will be taken in the first month of the travel pass. If your travel pass starts on 1 August, the first payment will be deducted in the payslip of the month of August.

At the end of the 12 month period your salary deductions will stop. If you have an annual pass the travel pass will no longer be valid. It is your responsibility to re-apply to the scheme to arrange a new pass.

Note: East Midlands Trains passes are deducted in 10 months. In months 11 and 12 the pass is still valid, but no further deductions will take place.

 

What happens if fares go up?

When you join the scheme the travel pass price is frozen for 12 months, so your monthly deductions will remain the same throughout the 12 months. You will not bear the cost of any fare rises within the 12 month period.

 

Can I join more than one travel to work scheme?

Yes, you can, but please bear in mind that the Trust offers a multi-operator pass: The Robin Hood Card. If your commute is within the Robin Hood Card boundary, a Robin Hood seasonal card might be better than two other passes.

Cancellations and leaving the Trust

Can I cancel my pass?

Yes, you can. You must notify the NUH Travel to Work Scheme Management team (travel@nuh.nhs.uk). A cancellation charge will apply in accordance with each transport operator’s T&Cs. This cancellation charge will be deducted from your salary, along with your last travel payment for the cancellation month.

Please note that some operators require the travel card to be returned to effectively cancel the pass.

Please contact the team for more information.

Tram link Passes and NCC Passes (Robin Hood Cards)
Post the travel card to:
Travel to Work
Estates and Facilities Admin 
Estates Building (rear of Linden Lodge)
City Hospital 
Hucknall Road, Nottingham NG5 1PB

East Midlands Trains
Print the Cancellation Note and post it SPECIAL DELIVERY along with your pass to:
FAO: The Sales Team
East Midlands Trains
1 Prospect Place, Millennium Way, Pride Park, Derby, DE24 8HG

East Midlands Trains will contact NUH at the end of the month to confirm the pass has been returned and the applicable cancellation fee.

The Travel Cards must be returned to effectively stop salary deductions.

 

When will my cancellation take effect?

  • Cancellation must be received by the 6th of the month.
  • Cancellations received by the 6th of the month will be processed for cancellation for the end of the month.

Please note: the final deduction will be for the scheduled deduction of that month plus any applicable cancellation fees.  Example: if you submit a cancellation for your pass on 3 June, your pass will expire at midnight on 30 June. Your payslip in June will reflect:

  • A deduction of the travel pass for the month of June
  • A deduction for any applicable cancellation fees.

Cancellations received after the 6th of the month will be processed the following month, making the cancellation effective on the last day of that following month.

 

What happens if I leave the Trust?

For staff leaving the Trust, their pass will be automatically cancelled and any applicable cancellation charge will be deducted from their final salary. Passes cannot be retained at the end of employment. 

 

What happens if I go on maternity/paternity leave?

  • Paid maternity/paternity leave: You can continue to use your travel pass. The Trust will continue doing regular monthly deductions.
  • Unpaid extended maternity/paternity leave: You need to notify travel@nuh.nhs.uk to cancel your pass in line with the cancellation process. You will be charged the appropriate fee. If you wish to continue with the scheme on your return to the Trust, you will need to resubmit a new application form the month before. Remember that all passes start on the 1st of the month, applications for which need to be received before the 14th of the previous month.

 

What are the cancellation charges for each scheme?

Each travel operator has its own policy on cancellations. The following information reflects the operator’s cancellation fees as at October 2018.

All cancellation fees are taken on top of the last travel deduction for the cancellation month. So, for example, if your cancellation fee for cancelling a £35.42 per month pass was £20.63, you would be deducted a total of £56.04 in your final salary payment before you leave the scheme.

Nottingham City Transport
Cancellations are subjected to a 10% charge of the remaining balance.
Example: You acquired a pass that cost £540 for which you are deducted £45 per month. Seven months later you decide to cancel the pass. You have five outstanding months. The cancellation charge is: £45.00 x 5 x 10% = £22.50

Trent Barton
Cancellations of Trent Barton passes are subject to a unique cancellation charge of £15.00.

Tramlink
Cancellations are subjected to a cancellation charge of £10 plus 10% of the remaining balance of the pass.
Example: You acquired a pass that cost £425 for which you are deducted £35.42 per month. Nine months later you decide to cancel the pass. You have three outstanding months. The cancellation charge is £35.41 x 3 x 10% = £10.63 plus £10.00. Total charge = £20.63

Robin Hood Pass
If your pass commenced on or after the 1st January 2018:
Cancellations are subject to a cancellation charge of £10 plus 10% charge of the remaining balance of the pass.
Example: You acquired a pass that cost £600 for which you are deducted £50 per month. Five months later you decide to cancel the pass. You have seven outstanding months. The cancellation charge is £50.00 x 7 x 10% = £35.00 plus £10.00. Total charge = £45.00.
If you pass started prior to the 1st January 2018 you will be charged a flat rate of £10 for the cancellation administration fee.  

East Midlands Trains
For East Midlands Trains passes, the cancellation requires the return of the travel pass to East Midlands Trains. East Midlands Trains will calculate and inform of the applicable cancellation fees upon return of the travel ticket to their offices. You must print the Cancellation Note and post it SPECIAL DELIVERY along with your pass to:

FAO: The Sales Team
East Midlands Trains
1 Prospect Place, Millennium Way, Pride Park, Derby, DE24 8HG

East Midlands Trains will contact NUH at the end of the month to confirm that the pass has been returned and the applicable cancellation fee.

yourbus
Cancellations of Trent Barton passes are subject to a unique cancellation charge of £10.00.

Further information

I have more queries. Who should I contact?

For queries related to applications, please email your query to travel@nuh.nhs.uk. For queries related to travel routes and benefits offered by each scheme, please refer to our FAQ section or contact the operator directly.

 

How do I contact the transport operators?

Nottingham City Transport

  • Address: NCT Travel Centre, 5 South Parade, Old Market Square, Nottingham, NG1 2JS.
  • Tel: 0115 950 6070
  • Website: See www.nctx.co.uk/contact for further details, including opening times of the Travel Centre

 

Trent Barton

 

Tramlink

 

Robin Hood (issued by Nottingham City Council)

 

East Midlands Trains

 

yourbus

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