Guidance for TCAs and Bus Operators on the use of concessionary travel passes in England

Purpose

1. This Technical Advice Note (TAN) seeks to establish wherever possible, a common set of operational standards relating to the use of concessionary passes in England. It recommends how Travel Concession Authorities (TCAs) and Bus Operators should work together to ensure effective operation after 1 April 2008.

2. TAN 4 has been prepared and endorsed by the Operations and Technology (Ops & Tech) Working Group of the Department for Transport, including representatives of both the CPT and local government.

Introduction

3. From 1 April 2008, there will be a number of different passes in circulation throughout England. Below is a summary of the pass issuing options:

 Smartcard passes - All English TCAs, excluding London, will be issuing new ITSO smartcard passes to a common design. There are two types of pass - one for disabled people and one for older people. TCAs have space to add something which identifies the issuing Authority, and will be able to add any other symbols they wish, for example, to show that “Companions” are eligible in the local area or to draw attention to other local enhanced entitlement. TCAs are generally free to put what they want on the back of the pass, but must include a contact phone number and a reference to terms and conditions. TCAs may also put additional information or products on the back of their passes, not directly related to public transport (eg library tickets).

 Temporary passes - Some TCAs are likely to issue temporary cardboard passes to a common design, These will be used where an eligible person is not able to receive their smartcard passes as detailed above.  Temporary passes are only valid until 30 September 2008, and only if they are used with a valid local pass,

 Existing local passes - Until 30 September 2008, eligible people can continue to use their existing passes, but only in their local area (which can include any wider arrangements, such as county-wide schemes)

 “Discretionary” passes - TCAs may continue to issue discretionary passes to their own design for people who do not qualify for an England wide pass (for example young people or other disabled groups).  Such discretionary passes will be valid only in the Scheme area where issued (unless otherwise agreed with neighbouring Schemes), and be valid for local travel only.

 Companion passes - Some TCAs offer companions free travel in their local area (which can include any wider arrangements, such as county-wide schemes). This local enhancement might be indicated on the pass as mentioned above, or the TCA might issue a separate pass to companions. If separate passes are issued, they will not look like the England-wide pass and must only be used in the local areas in which they are valid and when the Companion pass holder is accompanying an eligible pass holder.

 Freedom Passes - London “Freedom Passes” will continue to be issued in Smartcard format (albeit to non-ITSO standard) and will be stickered with the "rose" logo and bus hologram to show that they are valid for England-wide travel. Where Freedom Passes have been issued as discretionary passes they will be restickered to say that they are valid in London only. Restickered Freedom Passes will not be valid for travel across England after 31 March 2010 when passes complying with the England-wide design will have to be issued.

4. Annex 1 shows the images of these passes and sets out what drivers and other staff should be looking for to confirm validity (eg stickers, holograms, colour strips, pass numbers, dates etc). TCAs are encouraged to add their own local passes and circulate to bus operators in their area.

General Conditions of Use - Smartcard Passes

5. All passes must have a message on the back saying that they are issued subject to relevant terms and conditions. Whilst the passes need not say what the terms and conditions are, it is recommended that TCAs should publish the relevant terms and conditions on their websites and that they should include the following provisions:

 Use of the pass is subject to the terms and conditions of the Scheme and to the conditions of carriage of the individual Operator on whose vehicle the journey is being made.

 The pass remains the property of the issuing TCA and is not transferable. It may only be used by the named holder and may not be used by anyone else. Should its use be attempted by anyone who is clearly not the person in the photograph, the pass may be withdrawn.

 The pass must be produced for inspection on each journey whether demanded or not.

 Where vehicles are fitted with ITSO Smartcard reading equipment, which will be clearly identified with an ITSO symbol (see Annex 1), pass holders will be required to place their pass on the smartcard reader until its validity is confirmed. If a pass fails to operate electronically, discretion should be applied by the driver in relation to entitlement.  Where travel is permitted the driver will record the transaction by manual key entry. Either automatic recording by the ITSO card reader or this manual key entry will trigger reimbursement of the Operator by the TCA. It should be noted that at the beginning of the new arrangements, there will be very few ITSO enabled electronic ticket machines (ETMs) in operation.

Where these ETMs do exist, local instructions will be issued to Operating staff reminding them that pass holders should be asked to present their passes to the smartcard reader

 Where vehicles are not fitted with ITSO Smartcard reading equipment, pass holders should continue to show their pass to the driver / other staff for visual inspection as required. This includes all London's buses where the smartcard readers are not currently able to read ITSO passes.  Pass holders must hand over their pass to transport company or TCA staff (or their agents) for checking by portable Smartcard readers or any other means if requested.

 The pass is not valid if it is out of date, illegible, damaged or altered.

 The pass is only valid for travel at the times, and on the services set out in the conditions of the Scheme or in other notices, with an acknowledgement that services and timetables are subject to alteration.

 If the pass holder changes their principal residence, they are required to surrender their pass to the original issuing authority and apply for a new pass from the TCA where their new home is located.

 Use of the pass gives no priority over other passengers.