*Update 24.10.2024 We’re aware of OIB now accepting cross-border commuter passes reimbursement requests via myPMO, but Luxembourg-based colleagues are to use the same method as before [1].*
Original article: Brussels-based officials, temporary staff or Contract Agents, Generation 2004 has heard your dissatisfaction regarding the process of (partial) ticket reimbursement via Mobility.net [2] loud and clear…
Picture this: You enrolled[1] in the Mobility.net system all those months ago and have had to wait until your third monthly ticket expires before being eligible to submit a request for the Commission to contribute to your travel costs. You have now finally crossed the absolute-minimum 3-month threshold and can proceed to submit an application for partial reimbursement[2]. You scanned all your tickets and submitted the relevant requests and then you wait ….. Four months pass and you realised you still have not received anything … You contact OIB [3]only to have your request immediately refused… Sound familiar? Unfortunately, this scenario is all too common for many colleagues in recent months.
Let’s be honest: navigating through any EU institution reimbursement process is super annoying. The rigidity and unfriendliness of the outdated IT systems often leave many of us scratching our heads. Encoding omissions, often minor, result in reimbursements being blocked or rejected. To say nothing of the ever-present fear of having missed a step[1] somewhere and being left to pay everything on your own.
We have seen complaints about prolonged delays and the lack of responsiveness from OIB. It is frustrating to have our requests linger in limbo for months or to have them rejected without clear explanation, or no explanation whatsoever, as a matter of fact.
It should not be this difficult to access the financial support we are entitled to!
It is crucial that staff are able to benefit from the reimbursement scheme without any restrictions.
Generation2004 has already contacted OIB [4] requesting an update of the eligible-ticket list and adjustments in Mobilty.net to make the process smoother. We also requested better response and a more client-oriented approach.
Mobility.net will be phased out before the end of 2024, with reimbursement activity shifting from OIB to PMO and a new, hopefully much more intuitive and user-friendly system.
We’d like to see such a system reduce overhead all round: time, energy, user intervention.
Why not apply the lessons learned from other improvements around the Commission :
- automate new staff enrolment?
- have them provide supporting documents when submitting first claim[3]
- include codes and info stating why a claim was not approved and what to do?
- the JSIS does this [5], why not OIB?
- have a telephone number available?
- MyPMO single number [6] can do it, why not OIB?
- allow claims to be modified on the day of submission to allow for correction?
- The JSIS does this [7], why not OIB?
Why so many barriers to participation?
Currently, in order to use this entitlement a colleague must:
- be aware of this right;
- exercise this right via prior enrolment in a specific system;
- have the money available to buy the ticked outright and the capacity to wait at least several months for partial reimbursement;
- subsequently purchase a transport ticket (which must conform with those on an outdated approved list [8], tickets which may or may not currently exist)
- keep all expired tickets (potentially for months for submission and presumably for longer in case of an audit)
- comply with the time limit of 12 months post-expiry for upload to the system.
If you miss any one of these steps you miss out. Is this ‘an organisation that cares for its staff and supports it to deliver’?[4]
We’ve also written to OIB [9] on the mobility plan in general, making mention of the wonderful example of free public transport country-wide in Luxembourg [10] and how it frees up resources for everyone: no admin, no auditing, no enrolment.
But before OIB embarks on this transition, we would like to hear from you. Have you encountered roadblocks with Mobility.net? Were you left in the dark about why your request was rejected? Or did you receive no reaction from OIB and simply give up? Did you even know that this partial reimbursement was a possibility?
It might be also a good idea to verify the status of any requests you submitted. Indeed, many colleagues having uploaded their tickets do not even realise they are stuck…
As always, we would love to hear from you. Please share with us [11] your Mobility.net experience or leave a comment below.
If you appreciate our work, please consider becoming a member of Generation 2004 [12].
————————————————————————————————————
[1] Mobility.net is particularly opaque and unforgiving: the user has to request inclusion.
‘Enrolment in the system is the primary condition to receiving a contribution. It is only from the enrolment date that season tickets will be taken into account.’ Mobility.net [2]
‘You have requested the refund of a pass whose validity dates precede your enrolment in Mobility.net. You are therefore not eligible for this reimbursement.’ Staff Matters>Reimbursement of commuting expenses [8]
[2] The maximum contribution is 50% only. Still, it is better in your pocket than in someone else’s pocket and we’re seeing that anything that is not used (and even things that are used) are disappearing [13]: please use what you’re entitled to!
‘If you have monthly passes, you must wait until your third pass expires before you submit an application for contribution.’ Staff Matters>Reimbursement of commuting expenses [8]
‘… a contribution request can be sent only if all reimbursement requests for terminated eligible tickets (key card – Brupass 10 ticket etc ) are covering a minimum period of 3 months of transport.’ (Mobilty.net [2] warning)
[3] We are behind the Central Staff Committee (CSC) request for the automation of the transfer of >12 days of annual leave where it is a right [14]. This is ongoing (since 2021!), but HR does agree that automation here would stop people missing out and reduce the administrative overhead involved.
[4] HR Strategy workplace and wellbeing pillar: Summary of Workshop Feedback until 21 October 2020
Older updates
*Update 18.07.2024 DG HR reply [15] to our note Reimbursement of public transport tickets – implications linked to a new IT system. [16]Of course, we will also follow up other pending issues raised by Generation 2004.
Update 24.04.2024 Free transport for France-based frontaliers working in Luxembourg [17].
Update 09.04.2024 We have sent a follow-up [18] (with user testimonies [19]) to the HR response of 15.03.2024 [20].
Update 19.03.2024 Luxembourg-based colleagues who live in Germany, France or Belgium you too are entitled to a contribution to your costs [21], up to a ceiling.