FAQ

TOTAL advises its customers within a diplomatic mission to gather all their 136F declarations and to send them in one single envelope as registered postal mail to: TOTAL DIPLOMATIC CARDS - Rue de l’industrie 52 - 1040 BRUXELLES.

During this coronavirus crisis, we are doing all we can to continue our services and thereby contribute to a good functioning of the corporation. We are also striving to create the best working conditions to protect the health and safety of all our employees.

We are doing everything we can to deliver the cards as normally as possible. Due to the ongoing safety measures and the mandatory homeworking, some cards may take longer to arrive than normal. Unfortunately, our customer service is unable to provide you with additional information about the delivery status.

For further information regarding the COVID-19, please read the specific pages of the Belgian Protocol Directorate:

https://diplomatie.belgium.be/en/services/Protocol

https://diplomatie.belgium.be/en/services/protocol/covid-19

The TOTAL Diplomatic Service Team

The 136F form cannot be photocopied, reprinted, faxed, scanned, e-mailed or otherwise reproduced.

Only the original hard copy/version of the 136F declaration (4 pages, single side printing), paper-based, can be sent by registered postal mail to TOTAL BELGIUM.

It is also possible to bring it to TOTAL BELGIUM at the following address: {{content/en/postaladdress}}.

Upon reception of your 136F declaration, you will receive an automated confirmation e-mail. This means TOTAL will forward your 136F declaration to the FPS – Belgian Finance - Administration of Customs and Excise.

The TOTAL Diplomatic Cards team is at your service {{content/en/businesshours}} during business days:

• Either via the online contact form on www.diplomatic-total.be > CONTACT
• Or by e-mail address: {{content/en/emailaddress}}
• Or telephone: {{content/en/phone}}

The duty/tax-free quotas for diplomatic purchases is in practice a tax-free fuel allowance granted for each calendar year, free of diplomatic duties, as regards purchases of fuel for vehicles registered in Belgium by the Belgian Protocol Directorate. Said authorised quotas are supposed to cover: the official needs of diplomatic missions (embassy, consulates, delegation, representations, organisations, etc.) and/or the personal/private use of diplomatic officials and administrative and technical staff members of diplomatic missions. However, said granted allowances may be reviewed unexpectedly by the Kingdom of Belgium Foreign Affairs, Foreign Trade and Development Cooperation Protocol Directorate as a result of various bilateral agreements on the international basis of ‘reciprocity’ rule.

Kingdom of Belgium Foreign Affairs, Foreign Trade and Development Cooperation, Protocol Directorate. (2019). Protocol guide immunities and privileges: Vade-mecum. Protocol guide, pp. 74-75. Retrieved from https://diplomatie.belgium.be/en/services/Protocol/protocol_guide

For security reasons, all postal mail and fuel cards will be delivered at the headquarters of your diplomatic mission in Belgium. Please contact us for more information:

{{content/en/signature}}

On your TOTAL ACCOUNT (cf. LOGIN), create a new 136F declaration using information related to your vehicle’s fuel type, number plates, etc. Then print, sign and send your 136 F form by post to the following address: {{content/en/postaladdress}}. It is also possible to bring it to TOTAL BELGIUM to said postal address. 

Access your TOTAL ACCOUNT, with your e-mail and password via 'LOGIN' button.

Where applicable, international organizations (covered by a VISA or VISA waiver) will be required to provide the appropriate certificate/form other than form 136 F.

The answer to this question is negative. The rule is: you must be the owner of the vehicle that must register in Belgium: either normal number plates, or CD plates or even international Belgian number plates, in your personal/private name. As a result, you can chose among the different kind of plates.

The 136F form is limited to the kingdom of Belgium, as requested by the Kingdom of Belgium Foreign Affairs, Foreign Trade and Development Cooperation Protocol Directorate and the FPS Finance - Administration of Customs and Excise.

However, TOTAL BELGIUM offers a Eurotrafic fuel card valid in Europe for the official use of the diplomatic missions (i.e. embassy, consulates, delegation, representations, organisations, etc.).

Please contact us for more information.

{{content/en/signature}}

TOTAL BELGIUM draw your attention to the obvious difference between the TOTAL Diplomatic Tax-Free Fuel Card and the TOTAL Eurotrafic Fuel Card:

• The TOTAL Diplomatic Tax-Free Fuel Card gives access to the tax-free fuel.
• TOTAL Eurotrafic Fuel Card includes the local due taxes.

The TOTAL Diplomatic Card is reserved exclusively for natural persons and legal persons who are eligible for the exemption from the excise duty and from the VAT, which results in a tax-free fuel year quota/allowance:

In practice, this means, you must fulfil the following three conditions:

1. You must be the holder of a Belgian Protocol ID-card, issued by the Belgian Protocol Directorate.
2. You must be eligible to the tax-free fuel year quota/allowance.
3. You must be the owner of one or more vehicles registered in Belgium in your name: either a CD number plate, or a regular Belgian number plate, or an international number plate registered as such in Belgium.

Please note that other rules apply for the official use of the diplomatic missions established in Brussels. The diplomatic missions are kindly requested to contact the FPS - Finance - Administration of Customs and Excise:

{{content/en/customs_excisecontact}}

Our services are always keen to help you:

{{content/en/signature}}

After endorsement of your 136 F declaration by the Belgian General Administration of Customs and Excise, and only after that, we guarantee the delivery of your TOTAL tax-free fuel card within four to five working days, at the latest.

The pin code that is sent to you is the code that you have chosen while generating the 136F form online. The pin code is also sent by postal mail to the headquarters of your diplomatic mission in Belgium.

If you enter a wrong PIN code three times, your fuel card will automatically be blocked for 24 hours.

In case you still don’t remember the PIN code of your Total tax-free fuel card, please contact the Total Diplomatic team by email: diplomatic.totalbelgium@total.com. You will receive an envelope containing the PIN code or by email.

Just insert your TOTAL tax-free fuel card into the ‘external’ terminal placed near the petrol pumps and follow the instructions on the screen.

The TOTAL terminals offer users different language options: English, French, Dutch and German.

Each fuel card works with a unique secure PIN code that you need to know when using the TOTAL tax-free fuel card. You received the pin code by postal mail and you have chosen the pin code while generating the 136F document online.

For private/personal use, a diplomat or an administrative and technical staff members of diplomatic missions may request maximum two cards per private vehicle.

For the official use of the diplomatic missions (i.e. embassy, consulates, delegation, representations, organisations, etc.), the maximum number of TOTAL tax-free fuel cards for official use may not exceed the number of diplomats in service within said diplomatic mission.

For more specific information, you can always reach the FPS – Belgian Finance - Administration of Customs and Excise:

• Boulevard Roi Albert II 33, bte 372-1030 BRUXELLES
• T : +32 (0) 257 633 28
• E : da.operations.diplomat@minfin.fed.be

The SEPA Direct Debit mandate is mandatory for individual customers using the TOTAL Diplomatic tax-free fuel card for their ‘private/personal use’ linked to their personal/private vehicle. It is not mandatory to have a Belgian IBAN account. Indeed, if your bank has joined the SEPA Direct Debit Scheme, your tax-free fuel purchases can be direct debited from your most convenient European IBAN account.

• The acronym SEPA stands for Single Euro Payments Area. This European direct debit system (also known as Core) allows individuals, businesses and organizations to use a single service in euros in many European countries, as long as their financial organization has joined the SEPA Scheme.
• With this European direct debit mandate, your administrative tasks are simplified: payments happen automatically. In addition, your payments are always made on time and you avoid any surcharges for late payments.

Diplomatic missions (i.e. embassy, consulates, delegations, representations, organisation, etc.) can pay their invoices by a manual bank transfer or a direct debit.

At any time, you can monitor your personal data on your TOTAL Diplomatic Account (see LOGIN).

Should any personal date be incorrect or incomplete, please inform TOTAL:

• via the CONTACT form of the TOTAL DIPLOMATIC website (www.diplomatic-total.be);
• by email to the following email address {{content/en/emailaddress}}.

TOTAL will make the required corrections.

Should your TOTAL tax-free fuel card not be working, please make a picture of the error message at the TOTAL terminal. Send a message to TOTAL Diplomatic with the picture as attachment: {{content/en/emailaddress}}

Please make sure you mention your first and last name, e-mail address, customer number and card number.

I have number plates registered in another country, which is not Belgium, can I benefit from the TOTAL tax-free fuel card?

The answer to this question is negative. Indeed, and despite the European directives, your personal/private vehicle must register in Belgium with: either normal number plates, or CD plates or even international number plates, in your personal/private name. As a result, vehicles registered outside Belgium do not qualify to the tax-free fuel quota/allowance.

As a result, vehicles registered in another country, which is not Belgium, do not benefit from the tax-free fuel year quota/allowance.

By means of a 136 F only the vehicle-related products belonging to the requester may be included in a 136F form. When you have two vehicles, a diesel and a petrol 95/98, in this specific case, you should provide TOTAL two different 136F declarations: one for diesel and one for petrol. In this specific case, the customer will be able to receive two types of cards: a TOTAL Diplomatic Tax-Free Fuel Card type DIESEL and a TOTAL Diplomatic Tax-Free Fuel Card type PETROL.

For example, if your vehicle uses diesel, your 136 F needs to apply for diesel only.

The rules in this regard vary by country, reciprocity rules, agreements, bilateral relations, and so on between Belgium and third countries. Please reach the FPS – Belgian Finance - Administration of Customs and Excise:

{{content/en/customs_excisecontact}}

When one of your TOTAL tax-free fuel card is lost or stolen, you must block it immediately by calling:

• TOTAL BELGIUM {{content/en/phone}} (during business hours and days),
• Or TOTAL Card Stop Service {{content/en/phone-cardstop}} (24/24h – 7/7).

Each blocking request must be written confirmed via the CONTACT of the TOTAL DIPLOMATIC website or by e-mail {{content/en/emailaddress}} mentioning your first and last name, client number, card number of lost or stolen card, as well as the telephone number and the time period during which you can be contacted.

1. You will find a new Direct Debit form on your TOTAL Diplomatic Account. To do so, please access your Customer Account (see LOGIN).
2. Make sure you add the following memo to your NEW direct debit mandate: “Please change my current IBAN account into this one”.
3. Please send your NEW direct debit mandate to TOTAL BELGIUM:{{content/en/emailaddress}}.
4. Since this form is a legal document, make sure you send the original version (hard copy) of the NEW SEPA Direct Debit Mandate to TOTAL BELGIUM.

The TOTAL tax-free fuel card allows to collect fuel purchases within the ± 536 petrol stations of TOTAL BELGIUM and to generate an invoice for said purchases. This is the post-paid fuel card system, since you will only have to pay for your purchases after receiving the invoice, which in turn, will be paid through a SEPA direct debit mandate for the private/personal use. The diplomatic missions (i.e. embassy, consulates, delegation, representations, organisations, etc.) need to make a manual bank transfer.

The answer to this question is positive. Indeed, and despite the European directives, you must be the owner of the vehicle that you must register in Belgium: either normal number plates, or CD plates or even international number plates, in your personal/private name. As a result, vehicles registered outside Belgium do not qualify to the tax-free fuel quota/allowance.

The customer undertakes to inform TOTAL BELGIUM prior his/her diplomatic mission term in Belgium comes to an end by a written notice to:

• Either a postal letter to : {{content/fr/postaladdress}} ;
• Or by e-mail :{{content/fr/emailaddress}} ;
• Or by CONTACT on www.diplomatic-total.be.

The card(s) should be cut in two by the customer him/herself and returned to TOTAL BELGIUM. During that transition period, and/or after the diplomatic mission term/period, fuel purchases for which TOTAL BELGIUM does not receive the approval of the competent authority will be invoiced including excise duty and the value added tax by means of a separate specific invoice.

TOTAL will close your TOTAL account only after all your invoices are paid.

TOTAL Diplomatic Tax-free fuel Cards offers you the most competitive tax-free fuel price on the Belgian market for diesel and petrol 95/98.

This offer is valid during the entire period of the contract (and provided that the benefits allocated by the Belgian State to the beneficiaries of said tax-free fuel allowance remain identical).

Have you forgotten your password?

First, click on the ‘LOGIN’ button.

Then, select the option 'FORGOTTEN PASSWORD' and enter the e-mail address associated to your TOTAL account.

(!) If your e-mail address is listed in our date base, an e-mail containing an email containing access to said customer account will be sent.

(!) Please check your inbox and spam box.

For any questions related to GDPR, please read the TOTAL Personal Data Protection Policy Charter (see specific page: Privacy).

The TOTAL Diplomatic Tax-free fuel Cards are free of charge. TOTAL Diplomatic Tax-free fuel Cards offers you the most competitive tax-free fuel price on the Belgian market for diesel and petrol 95/98, free of fees and free of commissions on the fuel consumption (See Particular Terms and Conditions of Service).

However, on tolls/tunnels and parking prices, TOTAL Belgium will charge a commission of 3 %, VAT exclusive, on the amount VAT included of the transactions. The base for calculation and the amount of commissions may be revised at all times without prior notice (see General Terms and Conditions of Service TOTAL Fuel Cards).

The head of Mission or his/her authorized representative must always co-sign the 136F declaration both for the private/personal use of an individual or the official use of the diplomatic mission.

For more specific information, you can always reach the FPS – Belgian Finance - Administration of Customs and Excise:

{{content/en/customs_excisecontact}}

The TOTAL Diplomatic Tax-free fuel Cards are free of charge.

TOTAL Diplomatic Tax-free fuel Cards offers you the most competitive tax-free fuel price on the Belgian market for diesel and petrol 95/98 (See Terms and Conditions of Service).

As a reminder, the TOTAL Diplomatic Card is reserved exclusively for natural persons and legal persons who are eligible for the exemption from the excise duty and from the VAT, which results in a tax-free fuel year quota/allowance (cf. Am I eligible for the TOTAL tax-free fuel?)

Only if you comply with said requirement, you can subscribe as a natural person or a legal person. Complete the requested information thanks you your Belgian ID-cards, issued by the Belgian Protocol Directorate. After, provide TOTAL the requested hard/original documents: SEPA direct debit form and the 136F declaration.

Upon endorsement of your 136 F form by the Belgian Administration of Customs and Excise, you will receive your TOTAL Diplomatic tax-free fuel card(s) within maximum five business days.

When you are switching positions in Belgium within your diplomatic Mission, the Belgian Protocol Directorate will send you a new Belgian ID-card with a new protocol dossier/file number. Upon receipt of your new protocol dossier/file number and your new Belgian ID-card, please send a copy by e-mail to TOTAL:

{{content/en/signature}}

Private/personal users should know that the tax-free fuel quota/allowance is directly linked to your, either current or new, protocol dossier/file number.

Your personal/private Protocol dossier/file number is mentioned in the backside of your Belgian ID-card issued by the Protocol Directorate.

1. Every customer will automatically get an invoice by e-mail.
2. The invoices of TOTAL BELGIUM are already exempt from Value Added Tax (VAT) and excise duties. That is why customer will only pay for their fuel consumptions at the best price on the Belgian market, free of charge and free of commissions. The customer can monitor his fuel purchases his/her on his/her CUSTOMER AREA (Cf. LOGIN).
3. Individual users are billed on a weekly basis. Each invoice indicates when TOTAL BELGIUM will direct debit the IBAN bank account of said customer.
4. Diplomatic missions (i.e. embassy, consulates, delegations, representations, organisation, etc.) are invoiced for the monthly refuelling of the previous month for which they will receive a payment order.

Please contact us for more information:

{{content/en/signature}}

Have you forgotten your e-mail address?

If so, please contact the TOTAL Diplomatic Card team: The TOTAL Diplomatic Cards team is at your service {{content/en/businesshours}} during business days:

• Either via the online contact form on www.diplomatic-total.be > CONTACT
• Or by e-mail address: {{content/en/emailaddress}}
• Or telephone: {{content/en/phone}}

1. To get a tax-free fuel card, please provide TOTAL a new 136F declaration.
2. On your Customer Account, generate/create a new 136F form using information related to your vehicle(s): the fuel type(s) and the Belgian number plate(s).
3. Print your 136F declaration, sing it and have it co-signed.
4. Every single 136F declaration must be stamped with the official stamp/seal of your diplomatic Mission
5. Finally, send your 136F form by postal mail to TOTAL BELGIUM - Diplomatic Service: {{content/en/postaladdress}}

Every single 136F declaration must be stamped with the official stamp/seal of your diplomatic Mission, which will be controlled by the Belgian Administration.

For more specific information, you can always reach the FPS – Belgian Finance - Administration of Customs and Excise:

{{content/en/customs_excisecontact}}