FAQ

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}}

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:

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The 136F form cannot be photocopied, reprinted, faxed or otherwise reproduced.

Only the original version of the 136F declaration (4 pages), paper-based, can be sent by registered postal mail to or deposited at the following address: {{content/en/postaladdress}}.

Upon reception of your 136F form, 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.

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 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:

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Our services are always keen to help you:

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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.

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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 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 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.) are invoiced for the monthly refuelling of the previous month for which they will receive a payment order asking for a manual bank transfer. At the request of the diplomatic mission, a monthly direct debit is possible to pay its invoices.

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.

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.

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.

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.), said diplomatic missions order as many TOTAL tax-free fuel cards as official service vehicles declared to the Belgian Protocol Directorate.

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 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 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:

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When you have a new IBAN account, you must inform TOTAL BELGIUM as follows:

1. Send to TOTAL Belgium an original version (hard copy) of the NEW SEPA Direct Debit Mandate, since this form is a legal document.
2. Add the following memo to it: “Please change my current IBAN account into this one”.

You will find a new Direct Debit form on your TOTAL Diplomatic account, after logging in (see LOGIN).

On your TOTAL ACCOUNT, generate the 136 F 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}}

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.

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 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

If you enter a wrong PIN three times, your card will be blocked for 24 hours. After those 24 hours of security, the card will unblock itself automatically.

Please contact TOTAL should you have forgotten the PIN code of your TOTAL tax-free fuel card by e-mail: {{content/en/emailaddress}}. You will receive an envelope containing the PIN code within three business days at the latest.

Have you forgotten your password?

Click on the ‘LOGIN’ button and select the option FORGOTTEN PASSWORD and complete the requested information. Your password will then be automatically sent by e-mail to the e-mail address linked to your TOTAL customer account.

Have you forgotten your e-mail address?

If so, please contact the TOTAL Diplomatic Card team: {{content/en/emailaddress}}. They will help you identify the e-mail address linked to your TOTAL account.

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.

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 head of Mission or authorised representative must co-sign the 136 F for whether for the private/personal use and the official use of the diplomatic mission. Moreover, the 136F form must be stamped with the stamp/seal of your diplomatic mission.

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

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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.

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).

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).

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.

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

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.

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 fess and free of commissions on the fuel consumptions (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).

Please provide us a copy, front and backside, of your new ID-card containing your new protocol dossier/file by e-mail: {{content/fr/emailaddress}}.

When you switch positions, the Belgian Protocol Directorate will send you a new Belgian ID-card with a new protocol dossier/file number. 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.

Upon receipt of your new protocol, protocol dossier/file number, please TOTAL a copy by e-mail:

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

TOTAL DIPLOMATIC CARDS is fully operational and accessible by e-mail and telephone (during business days and hours).

TOTAL advises its customers within a diplomatic mission to gather all their 136F declarations in one single envelope, both for the vehicles of diplomats and vehicles of the diplomatic mission.

Please send the envelope by registered mail and preferably once a week, at the beginning of the week.

TOTAL will no longer accept any visitors during the confinement period, and that, until further notice.

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