Employee FAQ’s

About TravelHub and How TravelHub Works

How do Employees get a Bike or Ticket with TravelHub?

The Cycle To Work and Travel Pass Schemes

What is the Cycle to Work Scheme?
What is the Travel Pass Scheme?
Who can apply for the tax exemption?
How does it work?
How is Revenue involved in the running of the Schemes?
How many employees in a firm can be covered by it?
What is the timeframe involved?
Are there any eligibility criteria for employees?
What is the payback period?
I want to join the scheme – what next?
How often can an employee apply for a bike or ticket?

Savings and Money Matters

What is a salary sacrifice arrangement and how do I make my savings?
Is there any limit on the price of the ticket / bike I can obtain?
Is the ticket / bike mine straight away?
What happens if the bike gets stolen before I’ve paid for it?
What happens if I leave my job before I’ve finished paying for my ticket / bike?
What happens if I go on unpaid leave?
And maternity/paternity/parental/sickness leave?
What happens if I am made redundant or my contract is terminated?
What happens if I change my mind after joining the scheme?
How will salary sacrifice affect my pension?

Getting a Bike

What equipment is covered?
How many times a week do I have to use the bike for work?
Do I have to keep a record of my commuting mileage?
Is it my responsibility to insure my bike?
What’s the best way to insure the bike?
Can I get a bike from TravelHub mail order?
Do I need to maintain the bike myself?

Getting a Ticket

FAQ Answers

About TravelHub and How TravelHub Works

How does an Employer organise a Bike or Ticket for an Employee with TravelHub

The scheme is administered through the Employer microsite, which is created when the Employer registers:

1. You register online and create a company account.

2. You circulate the supplied link for the microsite to your staff.

3. They choose their mode of travel from Walk, Car, Bike, Coach, Bus, Luas or Train and view the information required.

For Tax Saver Tickets and Cycle to Work Scheme:

4. Employees visit the microsite and choose their preferred mode of travel from Bike, Coach, Bus, Luas or Train.

5. Your employee either:

A. Visits the bike shop and obtains a quote for their bike and submits the details online or

B. Selects their preferred ticket and submits application.

6. TravelHub will invoice you for the ticket / bike package and a Purchase Agreement is sent to the employee for completion.

7. Once payment is made for the ticket / bike package by the company:

A. The ticket will be sent to the employee or

B. A secure voucher will be sent to the employee to collect their bike and accessories.

8. The employee then starts to pay back the loan from gross salary, via salary sacrifice, in line with each employer’s scheme guidelines.

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How does an Employee go about getting a tax-free ticket / bike through TravelHub?

The scheme is administered through the Employer microsite on TravelHub.ie, which is created when the Employer registers. For Tax Saver Tickets and Cycle to Work Scheme:

1. The employee visits the Microsite for their employer and chooses their preferred mode of travel from Bike, Coach, Bus, Luas or Train.

2. The employee either:

A. Visits the bike shop and obtains a quote for their bike and submits the details online or

B. Selects their preferred ticket and submits their application.

3. TravelHub will invoice the Employer for the ticket / bike package and the Employee completes their Employer’s Purchase Agreement.

4. Once payment is made for the ticket / bike package by the company:

A. The ticket will be sent to the employee or

B. A secure voucher will be sent to the employee to collect their bike and accessories.

8. The employee then starts to pay back the loan from gross salary, via salary sacrifice, in line with the Employer’s scheme guidelines.

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How do Employers use TravelHub to manage the Cycle to Work and Travel Pass Schemes for their Employees?

TravelHub is an independent company created to help both employers and employees take advantage of the Green Transport Plan Initiative and the associated tax benefits of the scheme.

TravelHub use their industry experience and trade contacts to get you to work with the ticket or bike of your choice.

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Which Employer can use TravelHub?

Any Employers who have Employees who pay Irish PAYE tax can run the Cycle to Work and Travel Pass Schemes with TravelHub

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Why use TravelHub?

TravelHub customers enjoy the widest selection of Travel Operators and Cycle shops in the country, over 300, and therefore can choose the best for quality and value-for-money.

TravelHub provide a single point of contact for employers and employees wishing to take up the scheme. TravelHub will assist you in setting up and running a successful Cycle to Work / Travel Pass scheme at no cost to the employer. We can help you to get a scheme going in no time, offering great customer service and access to all the leading operators and shops. The result? Better scheme uptake, and a host of organisational and individual gains.

TravelHub is also fully supported nationwide and liase with Travel Operators and independent bike dealers providing up-to-date literature and point-of-sale material.

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What support will TravelHub offer to you when the scheme is running?

TravelHub will offer full support for handling your queries, and advice on choice of Operator or Bike Shop for your staff. TravelHub partners (the cycle shops in your area or Travel Operators) will be your local port of call for test riding etc. Once the bike package is purchased these local bike shops will also handle servicing and any warranty issues.

Where is the Employee’s voucher

Bike to Work Ltd checks its bank statements and post once a day, and releases vouchers by email for any payments received. Our bank, AIB, has advised us that they can take up to three working days to credit payments to our account depending on the bank which sends the money.
If your organisation made payment more than three working days ago, please confirm:

  • If the payment was made by cheque or internet bank transfer?
  • Who the cheque was made payable to, or to which sort code and account number the bank transfer went to.
  • The total amount of the payment.
  • The date it was sent.
  • The invoices it applied to

We can then do a further search.

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The Cycle To Work and Travel Pass Schemes

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What is the Cycle to Work Scheme?

The travel initiative allows employees to purchase a ticket, bike and associated equipment tax free. This is the carrot the Government is using to get motorists out of their cars and cycling or using public transport to work. Two schemes are in operation, the Cycle to Work scheme and the Travel Pass scheme. Both schemes operate the same way and allow employers to purchase tickets and / or bikes tax free for their employees.

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What is the Travel Pass Scheme?

The travel initiative allows employees to purchase a ticket, bike and associated equipment tax free. This is the carrot the Government is using to get motorists out of their cars and cycling or using public transport to work. Two schemes are in operation, the Cycle to Work scheme and the Travel Pass scheme. Both schemes operate the same way and allow employers to purchase tickets and / or bikes tax free for their employees.

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Who can apply for the tax exemption?

The scheme must be operated by an employer. The ticket / bicycle can be funded by either the employer or through salary sacrifice of the employee, but it must be purchased by the employer. If employers pay for the ticket / bicycle, they can claim it as a tax exempt benefit-in-kind. Where funded by salary sacrifice there will be savings on tax, PRSI and USC. The scheme means an effective saving of at least 52 per cent on the cost of a ticket  new bicycle for a top rate taxpayer.

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How does it work?

The employee would choose a ticket / bicycle and any associated safety equipment (the scheme is limited to a maximum value of €1,000 for bicycles, there is no limit for tickets) and the employer would purchase same on behalf of the employee.

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How is Revenue involved in the running of the Schemes?

It is not envisaged that there will be a notification process involved, but the purchase of tickets / bicycles by employers for employees will be subject to the normal Revenue audit procedure with the normal obligations on employers to maintain records.

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How many employees in a firm can be covered by it?

There is no limit on the amount of employees in a company that can avail of the scheme provided that the employer agrees to participate in the scheme.

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What is the timeframe involved?

Both schemes are currently ongoing. Each month there will be a deadline for applications, which will be the payroll deadlines, as per your companies policy.
Employees should have their vouchers / tickets shortly after the application deadline.

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Are there any eligibility criteria for employees?

The Scheme is open to all salaried full- and part-time employees.
To take advantage of the tax breaks that result from salary sacrifice please also note: You need to be an Irish taxpayer.

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What is the payback period?

This is as agreed with the Employer outlined in the Employer’s scheme guidelines.

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I want to join the scheme – what next?

Contact your employer for the company microsite, all instructions can be found in the microsite.

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How often can an employee apply for a bike or a ticket?

Employees can apply for a bike once every five years, i.e. once in each period of five calendar years. For example: if an employee got a bike anytime in 2009; they will be able to get another bike from January 2014. Employees can apply for a bike and a public transport ticket if they are using both modes to commute to work.

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Savings and Money Matters

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What is a salary sacrifice arrangement and how do I make my savings?

A salary sacrifice happens when an employee gives up the right to receive part of the pay due to them under their contract of employment in return for the employer’s agreement to provide some form of non-cash benefit, in this case the purchase of a ticket / bicycle and related equipment. You are paying back the purchase of your goods from gross – rather than net – salary following the purchase, in line with the Employer’s scheme guidelines on repayments.

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Is there any limit on the price of the ticket / bike I can obtain?

There is no limit on the price of the tickets purchased.

There is no limit on the price of the bike, but you will only be able to tax relief up to a maximum of €1,000 for bikes. The balance of the purchase will be liable to tax in the standard way.

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Is the ticket / bike mine straight away?

Yes, the ticket / bike remain the property of the employee but the employee has an obligation to pay back the purchase price, minus the savings in tax, to the employer within 12 months, in line with the Employer’s scheme guidelines.

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What happens if the bike gets stolen before I’ve paid for it?

It will still be down to you to complete the full payment even if you no longer possess the bike. It is very important to insure the bike, and any goods fitted to the bike, to safeguard against the losses following theft. You can obtain safety equipment from Bike to Work partnering shops, where you can ask for approved ‘Secure’ D-locks and cable locks to conform to insurance companies requirements.

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What happens if I leave my job before I’ve finished paying for my ticket / bike?

Under the terms of the purchase agreement, the agreement to pay your loan is “non-cancellable”. This means that you will need to settle all outstanding monies before you leave. The outstanding balances will be deducted from your final salary payment.

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What happens if I go on unpaid leave?

This will be subject to the Employer’s guidelines on the scheme. In some Employers, during approved unpaid leave such as maternity leave, the hire agreement period will be extended by the number of months when the salary was not paid and the Employer was not able to collect payments.

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What happens during maternity/paternity/parental/sickness leave?

Your reduced income may also have an effect on the following:

This will be subject to the Employer’s guidelines on the scheme. In some Employers, during maternity/paternity/parental/adoption leave: you will continue to have the ticket / bike and equipment on loan during your absence with your gross salary still at the reduced level according to the salary sacrifice arrangements. You will continue to have deductions made from any payments you are receiving and/or will accrue a debt that will be recovered as soon as you return to work and receive a payment from your employer.

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What happens if I am made redundant or my contract is terminated?

If you leave the Employer before the final deduction has been made from your salary you will be obliged to pay the remaining amount in full.

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What happens if I change my mind after joining the scheme?

Under the unique terms of the scheme it is not possible for you to cancel the repayment. You are therefore committed to making the salary sacrifice for the duration of the repayment period. If your employment is terminated during the repayment period you will still be liable to complete payments identified in the repayment agreement. This means that you must be sure you are happy entering the scheme and with the selection you have made.

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How will salary sacrifice affect my pension?

Your pension contributions are payable on your full salary. Consequently, your pension and related benefits are not affected by the sacrifice.

Getting a Bike

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What equipment is covered?

The list of equipment covered under the Cycle to Work scheme is exhaustive.
It includes:

  • cycle helmets
  • bells
  • horns
  • lights
  • mirrors
  • mud guards
  • reflective clothing panniers
  • luggage carriers and straps.

Also covered are locks and chains, pumps, puncture repair kits and cycle toolkits.

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How many times a week do I have to use the bike for work?

There is no requirement for you to cycle to work for a specified number of days throughout the year and there is no special requirement for you to record your trips. You can also use the bike for leisure at weekends and on holiday.

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Do I have to keep a record of my commuting mileage?

The Department of Transport does not expect employees to keep a record of mileage.

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Is it my responsibility to insure my bike?

Yes, even though you are still paying for your bike through salary sacrifice.

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What’s the best way to insure the bike?

Household policies are usually much cheaper than specialist policies but you must ensure that the insurer covers the bike when in storage away from your home. You also need to check that there’s no upper limit on a claim (if you have a reasonably expensive bike). If your bike cannot be covered on your home insurance then specialist insurers are available.

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Can I get a bike from TravelHub mail order?

TravelHub partner shops are capable of supplying bike packages mail order from their shops, under the Government’s green travel plan. However, there are distinct advantages when buying from your local bike shop that will be the first port of call for advice, servicing, after sales and warranty.

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Do I need to maintain the bike myself?

You are responsible for maintaining the bike for your own use. Your local shop will be able to advise you about necessary servicing depending on how you use your bike. They are also likely to give your bike a first free service once you have bedded it in.

Getting a Ticket

 
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