This portal is designed for road transport operators who have to comply with the EU rules on posting of drivers established in Directive (EU) 2020/1057
They apply to drivers who are carrying out the following operations:
cross-trade operations – transport operations carried out between two Member States, or between a Member State and a third country, all of which are outside of the operator’s registered country.
cabotage operations – domestic transport operations for hire or reward carried out on a temporary basis in a Member State outside of the operator’s registered country.
From 21 February 2022, there will be a four-day cooling-off period after three permitted operations in seven days. During this time, the operator cannot perform cabotage again in the same EU country with the same vehicle.
Before posting a driver in another Member State you must submit a posting declaration to the authorities of the Member State in which your driver will be posted.
At the very latest, this should be at the start of the posting, otherwise, you may be fined.
You can submit a posting declaration through the Internal Market Information (IMI) system
You will first have to create an account. To do this you will need the following:
Company information
name
address
country of registration
email address
VAT number
registration number
RTOL number
Transport manager information
Name
office address
email address
telephone number
CPC certificate number
Driver information
full name
date of birth
email address
home address
driving licence number
driver card number
internal reference number (for example, their employee number)
ID document (for example, a passport) – you’ll need the document number, the issue date, the expiry date, and which country issued it
start date of the drivers’ employment contract with you
applicable law (what country’s law they’re employed under)
When you’ve created your account, you will then be able to make a posting declaration and register your journeys. You will also be able to upload your drivers’ details in a bulk file
From 2 February 2022, enforcement authorities in EU countries, including Iceland, Liechtenstein, and Norway, will be able to ask you (as the operator) via the IMI system for:
copies of the documents that drivers have to carry
documents about the driver’s pay during the journey, their employment contract, and timesheets for their work
You must upload the information you’re asked for via the IMI system within 8 weeks. Failure to do so may result in you receiving a premises inspection by the WRC and the RSA.
From 2 February 2022, your driver must carry an electronic or paper copy of the completed posting declaration made through the Internal Market Information (IMI) system must be made available to enforcement officers on request.
As normal, your drivers will need to bring:
vehicle and trailer documents
driver documents – including tachograph records
export documents – including an electronic or paper copy of the consignment note (CMR)
Important: Failure to carry and supply a valid copy of the documents listed above could result in your driver being fined.
Yes. To help in the enforcement of these new posting rules, from 2 February 2022 drivers must record border crossing information in their tachograph records.
How to record border crossings:
Enter the symbol of the country after crossing the Member State border. This should be done at their first stop – the nearest possible stopping place at or after the border.
If the crossing of the border of a Member State takes place on a ferry or train, drivers should enter the symbol of the country at the port or station of arrival.
On vehicles fitted with analogue tachographs this information should be handwritten on the record sheet preferably under the inner time dial, and by way of a manual entry in vehicles fitted with a digital tachograph.
Recording border crossings will not be necessary in vehicles fitted with Generation 2 SMART tachographs (available from August 2023) as this will be done automatically.
No, you do not have to submit a posting declaration when your driver performs solely bilateral operations. Drivers are not considered to be posted when carrying-out bilateral operations so there is no need to submit of posting declaration. Drivers are also not considered as posted when they transit through a Member State without loading or unloading goods.
However, if your driver also performs other types of operations (e.g., cabotage) in/from/to the Member State other than Member State of establishment, he/she will then be considered as posted to that Member State and you should submit a posting declaration for that driver to the Member State when the driver will be posted.
No, you must first create a new EU login account or sign up to your existing one to be able to create a company account.
EU Login replaces the need to manage user and passwords within the Portal. Your EU Login account is personal. Each user of the portal must have an individual account to login.
It is important to bear in mind that it is not possible to create two accounts for the same company. Therefore, you should carefully keep the information about your company account when creating it.
If the portal displays a message saying that your company account already exists, you may do the following:
Please check that all the data you have entered is correct. You may have entered another company’s data by mistake.
Please check internally in your company whether one of your colleagues has already created an account. If so, ask the creator of the company account to invite you to the portal via the ‘User Management’ menu.
After these checks, if the error persists, please contact the support team available via the Help page.
The creator of the company account can invite as many users as needed via the ‘User Management’ menu of the portal.
The portal provides notification related to all activities performed on the system. The overall notification panel is available on the dashboard under the Bell icon
Each object on the portal (account, driver, declaration, request for document) tracks activities and history of changes
Please note that each user invited to a company account has full administrator control over the account (users can create, modify, delete, submit) – same permissions as the creator of the account
Yes, it is possible for one user to manage several company accounts.
For practical reasons, the portal has been designed for one user to manage a maximum of 100 company accounts. Those companies are displayed on the Company account selection page
A user can easily switch from one account to another by user the ‘switch company account’ option under the user avatar (top right of the portal banner)
In the event a user would need to manage more than 100 company accounts, we recommend the creation of multiple EU Login accounts.
All users of a company account receive the same notifications (notification about account or user changes, request for supporting documents…)
Email notification settings can be managed to determine the frequency of reception (see CNS settings at the bottom of each email notification received from the portal)
In case of request for additional document, an alert is sent and displayed on the portal, a key indicator is raised on the dashboard, an email is sent to all users of the company account.
The contact details of the contact person will be displayed on the posting declaration. This means that during a roadside check, an inspector may try to reach that person if they have questions. It is therefore important that that this contact person is easily reachable in case inspectors ask for evidence during roadside check.
Please note that the law does not require a contact person to be appearing on the posting declaration in case there is already the contact details of the transport manager. This is therefore up to each company to decide what works best for them in practice.
There is no obligation for the contact person to be working in the company. It is thus possible to put the contact details of a person working in another company (e.g., external consultancy managing posting declarations for an operator).
Article 1(11)(a)(ii) of Directive (EU) 2020/1057 requires operators to indicate on the posting declaration ‘the contact details of a transport manager or other contact person in the Member State of establishment to liaise with the competent authorities of the host Member State in which the services are provided. ‘Therefore, the operator cannot put the name of a person from a representative office in the host Member State where the driver is posted.
For the moment, it is not possible to enter the contact details of more than one transport manager. It is always possible to add a second transport manager in the section ‘other contact person’ if relevant. We will investigate the possibility of adding multiple transport managers in the future if this functionality is reported as needed.
The portal offers the possibility to bulk import drivers in the company account via an excel template.
The excel template can be find in the ‘Driver’ menu under the ‘Upload driver(s)’ option. This functionality allows uploading several hundred of drivers at the same time. If your import file is too large and the process is taking too long, it is possible that the portal will display a time-out message, please wait. The import will continue in the background. Please monitor the list of drivers to confirm the total count is increasing.
There is no limitation on a number of number plates that can be added in a posted declaration. Please note that you are only required to enter the number plates of the motor vehicle (and not the trailer). However, we would not encourage companies to enter a high number of driving license plates (e.g., 200) as this would be very difficult for controllers at the roadside to read the posting declaration and could potentially lead to very long checks of drivers.
If drivers tend to change license plates of motor vehicles regularly, we advise to update the declaration when you know which vehicle number will be used.
If your driver regularly uses the same vehicles, you can easily re-use this information by copying the declaration.
If some information appearing on a posting declaration is incorrect, you need to amend this information in the driver’s profile. As a result, all on-going posting declarations will be amended accordingly. You will therefore not have to replace this information manually on each declaration, the system will do that automatically.
In this example, it means that you only must replace the old ID card number with the new one in the driver’s profile and save this information. Following this, all the on-going posting declarations will be amended, and the new ID number will appear of them as well as on any future declaration you may create.
So far, the Road Transport Posting Declaration portal does not expose API (Application Programming Interface) allowing communicating programmatically with other systems
The form of the posting declaration available on the portal includes all the mandatory information than operators must provide in accordance with Directive (EU) 2020/1057. Those mandatory fields are indicated by a red asterisk in the form on the portal. They are as follows according to the legislation:
the identity of the operator, at least in the form of the number of the Community licence where this number is available.
the contact details of a transport manager or other contact person in the Member State of establishment to liaise with the competent authorities of the host Member State in which the services are provided and to send out and receive documents or notices.
iii. the identity, the address of the residence and the number of the driving licence of the driver.
the start date of the driver’s contract of employment, and the law applicable to it.
the envisaged start and end date of the posting.
the number plates of the motor vehicles.
vii. whether the transport services performed are carriage of goods, carriage of passengers, international carriage or cabotage operations.
This posting declaration form also includes additional information that is not mandatory to fill-in but that you are advised to provide if available (e.g., the company’s VAT number, the driver’s driving license number etc).
Please note that you will only be able to validate the posting declaration form once all mandatory fields are filled in. If some mandatory fields are missing, not be able to save the declaration. A red mention will be displayed under the respective field indicating that this information is required.
The portal provides a multilingual form where you can fill-in and submit posting declarations in one of the 24 EU official languages. You can choose the language of your choice and you do not need to submit the posting declaration in the language of the country where your driver is posted. Once you declaration is submitted, the authority of the country where your driver is posted, will be able to read your declaration in the language of their choice.
A posting declaration can be done for a minimum period of one day up to a maximum period of 6 months.
After the maximum period of 6 months, a new posting declaration must be created. Users can easily reuse the information from another posting declaration by using the functionality ‘copy’. This will avoid the re-entry of the same data when posting the same driver to multiple countries and when a driver is posted a Member State for more than six months.
The duration of a posting can be from 1 day to 6 months. The end date of a declaration can be extended until it reaches the 6 months maximum duration. If the driver is in a situation of ‘posting’, even for a trip of less than 24h, the driver must be covered by a declaration
The posting declaration is a document attesting for drivers’ activities on the territory of a host Member State covering a period ranging from one day up to six months.
In the example mentioned in the question, you may submit one single posting declaration covering a six-month period or may also choose to submit separate declarations for each posting situation.
Given that operators may not always know in advance what operations their drivers will carry out in the next six months, the recommended option would be to use posting declarations covering longer periods if the driver is regularly posted to that Member State.
Some specific fields of the posting declaration may be amended even if the posting declaration has already been submitted. This is the case for the field ‘type of operations’ (i.e., cabotage/international carriage) which can be amended for declarations that have already been submitted.
However, to avoid unnecessary administrative burden, it is recommended to select both types of operations when submitting the posting declaration. This will avoid having to modify the declaration and sending it again to the driver in case unexpected operations arise in a certain Member State (e.g. cabotage opportunity). Even if, in the end, your driver does not carry any cabotage, you are allowed to put both types of operations on your declaration to be covered in case there is an unexpected change of plans.
As mentioned above, the maximum duration of a posting declaration is 6 months. If you wish to renew a posting declaration which duration is less than 6 months, you can do so by editing the declaration and amending the end date.
In case a declaration has already been submitted with a 6-month validity period, then a new one declaration would have to be generated.
It is only possible to edit the ‘end date’ field if the original declaration was done for less than 6 months.
Cabotage and non-bilateral international carriage (also known as ‘cross-trade’) are the operations for which drivers are considered as posted. During bilateral and transit operations, drivers are not considered as posted and do not need a posting declaration. Therefore only operations qualified as posted can be selected.
Operators must submit a posting declaration to the national competent authorities of a Member State to which the driver is posted at the latest at the commencement of the posting.
Operators therefore risk fines if they submit the posting declaration when the driver is already posted.
Operators are required to ensure that the driver has at his disposal a copy of the posting declaration submitted in paper or electronic form. Thus, the portal allows users to print declarations but also to send them by email.
To save time, it is also possible to enter the driver’s email address directly in his profile or at the moment of the creation of the posting declaration.
Thanks to this, the system will send an email with an electronic copy of the declaration directly to the driver’s email address. The driver will also automatically receive any modified version of the posting declaration in case changes are made and submitted to the authority.
Article 1(11)(c) of Directive (EU) 2020/1057 provides for the exhaustive list of documents that may be requested by national authorities as part of a request for documents to check compliance with the posting rules. The copies of documents that can be requested are as follows:
– evidence of the transport operations taking place in the host Member State, such as an electronic consignment note (e-CMR) or evidence referred to in Article 8(3) of Regulation (EC) No 1072/2009;
– the tachograph records and in particular the country symbols of the Member States in which the driver was present when carrying out international road transport operations or cabotage operations, in accordance with registration and record-keeping requirements under Regulations (EC) No 561/2006 and (EU) No 165/2014, documentation relating to the remuneration of the driver in respect of the period of posting.
– the employment contract or an equivalent document within the meaning of Article 3 of Council Directive 91/533/EEC;
The request for documents will be sent to the operator’s account in the public interface where an icon indicating a new incoming request will pop-up. In addition, all registered account users will also receive an email notification, on their registered email address, whenever a request is sent to the account.
Operators only must send those documents if they receive in the interface a request for documents from a competent authority of a Member States where their driver was posted.
This is provided by Article 1(11)(c) of Directive (EU) 2020/1057 which lays down an obligation for the operator to send via the public interface connected to IMI, after the period of posting, at the direct request of the competent authorities of the Member States copies of documents
Operators can display the portal in the language of their choice out of the 24 EU official languages. This means that, when they receive a request for documents from an authority where their driver was posted, they can see the information in their preferred language.
The interface also provides for a chat functionality to allow the operator and the host authority to ass clarification by writing if necessary. This chat also offers automatic translation in the 24 official EU languages
Issues relating to remuneration is a national matter. We therefore you must visit the website of the Member State is posted to read about this information.
A posting declaration is a document announcing that your driver will be posted to a certain Member State over a certain period.
However, operators must be aware that any posting declaration submitted to a national authority may give rise to checks via requests for documents, even in cases when no operation was carried in that Member State.
For instance, in case an operator submitted a posting declaration for a driver for a period of one month but that the driver did not go to that Member State and was not posted there, the authorities of that Member States are allowed to check that period which was declared as posting. In that case, the operator will have to send the requested documents (e.g., tachograph records) to show to that Member State that the driver was not posted there.
Whenever a new document is requested by a competent authority, the operator should benefit from this 8-week period set out in the law. Thus, in cases where the authority would request additional documents, the 8-week period should start from the date on which additional documents were requested.
Given that the transport operators will be subject to checks on posting, they should be entitled to know the outcome of those checks and be notified of whether an infringement has been identified or not, so they can expect to receive a formal notification in accordance with the practice of the host Member State. There is no legal requirement to express the exact infringement or exact amount of the fine, but the operator should get an indication on whether the checks are complete, and everything is in order or whether an infringement was identified.
Please note that this is not the formal notification (fine where applicable). As an operator, this formal notification will be sent by authorities via their preferred channel.
As an operator, it is your legal obligation to reply to requests for documents from the national authorities where your driver was posted, within 8 weeks from the date of the request. If you fail to do so, the authorities of the host Member State will notify the authorities of your Member State of establishment which will then contact you to get the documents via, for instance, organising checks at the premises of your company.
In cases where the operator does not submit the requested documents within eight weeks following the request from the host Member State, the host Member State may request assistance from the home Member State. In which case, the competent authorities of the home Member State will be given access to the same information as the host Member State. The home Member State will be able to see the posting declaration, the request for documents from the host Member State and any information and documents already provided.
During a roadside check, the authority of the Member State where your driver is posted, can request the following documents:
– the copy of the posting declaration submitted via the RTPD portal in electronic or paper format.
– evidence of the transport operations taking place in the host Member State, such as an electronic consignment note (e-CMR), or evidence referred to in Article 8(3) of Regulation (EC) No 1072/2009;
– the tachograph records and in particular the country symbols of the Member States in which the driver was present when carrying out international road transport operations or cabotage operations.
Marina joined the FTA Ireland team in April 2023. Her responsibilities include the organisation and coordination of the office administration and accounts for the Association. Marina is actively involved in supporting customer relations and supports the day-to-day management of all training and auditing services for the Association.
DONNCHA CODY
TRAINER / AUDITOR
Donncha Cody has 40 years experience in the international transport industry with an in-depth knowledge of the road freght sector. His roles include Auditor, Trainer and Advisor, specialising in compliance with particular emphasis on tachograph rules. He also holds a Transport Manager Certificate (1254).
ANNA GORECKA
APPRENTICESHIP MANAGER
Anna Gorecka joined FTA Ireland in October 2018 as Project Manager for Logistics Associate and Transport Operation and Commercial Driving Apprenticeship. During this time she has raised awareness of career opportunities in the industry within the public area (particularly students, teachers, and parents) which led to her appointment in 2019 as Skills Champion and Ambassador by the Logistics and Supply Chain Skills Group governed by the Department of Transport.
She is an RSA-accredited trainer of Driver CPCs and holds a Certificate in Professional Competence in International Road Transport Operations Management, BSc in Economics as well as European Business Management.
During her 15 years logistics experience she has worked as a Distribution Shift Manager at Brakes Ireland/ Sysco Corporation and Compliance Manager at Lucey Transport and has had further roles in the areas of transportation and distribution, fleet management, motor transport compliance auditing, road transport, and drivers’ hours’ compliance, temperature control system management, and commercial driver training.
Her current duties include engagement with employers on apprenticeships, including supporting the registration process with SOLAS and universities, and increasing public awareness and promoting the sector within the Irish school system. Project Manager for Logistic Associate and Transport Operation and Commercial Driving apprenticeship. She is responsible for all apprenticeship-related queries, has served as an Apprenticeship Project Manager for the Logistics Associate Apprenticeship, and is now in charge of the newly launched Transport Operation & Commercial Driving Apprenticeship.
PAUL MAGUIRE
SENIOR TRAINER EXECUTIVE AND AUDITOR
Paul Maguire has been working for FTAI since February 2020, completing his Transport Manager CPC in Haulage in 2011 and Passenger in 2014.
He began his logistics career in 1996 when he joined the Defence Forces as an apprentice mechanic. During that time he was involved with teaching apprentices, heavy lift vehicle recovery and safe and secure loading.
Having served as a mechanic on peacekeeping missions all around the world, he moved into the army’s heavy lift unit (the National Stores Reception Centre) which was in charge of all heavy and outsize movements both nationally and internationally. The unit was also responsible for deploying troops and equipment to overseas missions and he was given the opportunity to complete a Diploma in Freight Forwarding and a Degree in Business and Supply chain management.
During his time in the National Stores Reception Centre he taught in the Military Administration School, the Transport School and the United Nations Training School (UNTSI).
His role in FTAI involves course development and delivery, auditing (TruckSafe, VanSafe and PassengerSafe), tachograph analysis and support, managing Ecofleet as well as producing briefing notes for members and assisting in technical queries for members.
TONYA GRACE
CORPORATE SERVICES MANAGER
Tonya Grace joined FTA Ireland in April 2022 and, as Corporate Services Manager, she has taken on responsibility for leading the commercial and operational development of FTAI, ensuring the delivery of a range of world class products and services, enhancing its member base, and continually supporting the Irish freight, passenger and logistics industry.
Over the last 25 years, she has held several senior roles in Customer and Client Services functions across a range of industries and market sectors. She worked for several years as Client Services Manager in eir’s Consumer Markets division, delivering many award-winning sales and marketing campaigns to eir’s residential customer base. More recently, Tonya was Client Service Manager working alongside the Department of Social Protection, delivering clear pathways to work programmes.
AIDAN FLYNN
CHIEF EXECUTIVE
Aidan Flynn is the Chief Executive for the Freight Transport Association Ireland. He has worked with FTA Ireland since the formative years of the Association in Ireland in 2011.
Aidan is Chair of the Logistics Associate Apprenticeship consortium and the Transport Operations and Commercial Driving Apprenticeship consortium and is passionate about delivering solutions for Skills Shortage in the Freight Distribution and Logistics Sector. Developing and promoting commercial fleet operational compliance standards for the industry is integral to work Aidan does with FTA Ireland. As head of a trade association for the freight distribution, logistics and passenger transport sector Aidan is passionate about representing members interests in a structured and collaborative manner that delivers for members and contributes to improved safety and working environments for all in the logistics sector. Aidan established the FTA Ireland Alternative Fuels Working Group in 2017 to expand upon the objectives of the association to support our members through expert advice and guidance. Aidan contributes to the collaborative approach to improving safety and standards for the freight distribution and logistics sector in Ireland.
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