Rules governing enrolment in the Societe nationale des Chemins de fer belges (SNCB) 'third-party payment scheme' for European Parliament staff based in Brussels

Preamble
1. Eligibility
2. Types of season ticket covered by the financial contribution
3. Amount of financial contribution
4. Ordering procedure
5. Processing of personal data
6. Loss or theft of the season ticket
7. Cancellation and reimbursement of the season ticket
8. Scope
9. Entry into force
Rules governing enrolment in the Societe nationale des Chemins de fer belges (SNCB) 'third-party payment scheme' for European Parliament staff based in Brussels Preamble

The European Parliament is keen to reduce its carbon footprint and is seeking, as part of its Mobility Plan, to encourage its staff to use public transport. To that end, Parliament has signed, for its staff based in Brussels, a 'third-party payment system' agreement with the public transport operator SNCB under which Parliament will contribute 50% of the cost of individual season tickets. These rules lay down the internal procedures for implementing this agreement with the SNCB.

1. Eligibility

This financial contribution will be granted, on request, to European Parliament staff based in Brussels who are in active employment. Officials, temporary officials and contract staff with an initial contract of at least six months from the first day of the season ticket's validity are eligible, as are accredited parliamentary assistants with a contract of at least six months from the first day of the season ticket's validity. Parliament staff who wish to enrol in the scheme but who already have an SNCB season ticket may only make an application after having cancelled their ticket and requested pro-rata reimbursement from the SNCB. Temporary officials, contract staff and accredited parliamentary assistants whose contracts end before expiry of the season ticket (i.e. in less than 12 months) must, if their contracts are not renewed, cancel season tickets taken out under this scheme and request pro-rata reimbursement from the SNCB, and immediately inform the relevant department within Parliament (e-mail: SNCB-Abonnements), who will then request from the SNCB pro-rata reimbursement of Parliament's contribution. Parliament staff who already hold an STIB or De Lijn season ticket under the third-party payment scheme and wish to take out an SNCB season ticket under these rules must first cancel their STIB or De Lijn ticket and inform the relevant department within Parliament (Mobility service). Similarly, staff holding an SNCB season ticket under these rules and wishing to take out an STIB or De Lijn season ticket under the third-party payment scheme must cancel their SNCB ticket and inform the relevant department within Parliament (Mobility service). The granting of the financial contribution covered by these rules is not conditional on foregoing access to European Parliament car parks. Only season tickets for routes of 65 kilometres or less from the place of work can be considered (see the attached full list of the SNCB stations concerned).

2. Types of season ticket covered by the financial contribution

The public transport operator covered by the contribution arrangements is the SNCB. A contribution to the cost of the season ticket will be granted only in respect of the purchase by eligible staff members of a personal SNCB season ticket entitling the holder to secondclass travel on the Belgian rail network. Only annual season tickets are eligible for the financial contribution. The financial contribution is limited to one personal season ticket per person on the route indicated on the application form.

3. Amount of financial contribution

The financial contribution is 50% of the cost of the season ticket, excluding VAT. Parliament also covers the administrative costs arising in connection with the season ticket. The beneficiary will be charged the amount specified in the SNCB's official price list (Recueil officiel des tarifs) for producing the MOBIB card.

4. Ordering procedure

a) Beneficiaries should download and fill in the application form from DG INLO's pages on Parliament's intranet and specify the route for which they require a season ticket. b) They should then go to office ATR -1L034 with the completed form and a copy of it. Staff at the office will check the application to ensure it is eligible and then stamp the two copies. The office will be staffed from 14.15 to 16.00 on Tuesdays and Thursdays (subject to exceptions). c) Beneficiaries should then go to the station of their choosing with the completed, stamped form and their MOBIB card. Beneficiaries without a MOBIB card can buy one at an SNCB ticket office (entirely at their own expense). Beneficiaries should then pay 50% of the price of the season ticket at the station; Parliament will pay the other 50% directly to the SNCB.

5. Processing of personal data

For the contract signed with the SNCB to come into effect, the beneficiary will be required to provide certain personal details: their full name, sex, address, date of birth, e-mail address and personal number. As part of the ordering procedure, the beneficiary will provide these details on the application form downloaded from DG INLO and consent to the processing of these data by the European Parliament and the SNCB. Within the European Parliament, the Directorate-General for Infrastructure and Logistics is responsible for the processing of data. The processing of these data by the SNCB is governed by the Belgian Law of 8 December 1992 on the protection of privacy with regard to the processing of personal data and its implementing decisions. The SNCB undertakes not to transfer any data to third parties.

6. Loss or theft of the season ticket

In the event of loss or theft of the season ticket, the beneficiary must immediately inform the relevant department within Parliament (e-mail: SNCB-Abonnements) and obtain a duplicate from an SNCB ticket office.

7. Cancellation and reimbursement of the season ticket

The beneficiary may, at any point, request the cancellation of the annual season ticket and the reimbursement of the remaining balance, in accordance with the applicable general conditions of the SNCB. The beneficiary must then immediately inform the relevant department within Parliament (e-mail: SNCB-Abonnements) so it can request pro-rata reimbursement of Parliament's contribution from the SNCB.

8. Scope

Parliament will grant this financial contribution for season tickets taken out after the entry into force of these rules, without retroactive effect and subject to the availability of resources. The season ticket may also be used for private travel on the route to which it refers. These rules govern questions relating to Parliament's financial contribution to the cost of season tickets. The beneficiary, as a user of the SNCB network, remains entirely and personally responsible for observing the rules applicable to users thereof.

9. Entry into force

These rules came into force on the 14th of November 2011. The Directorate-General for Infrastructure and Logistics is responsible for implementing the procedures referred to in these rules.