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Frequently Asked Questions (FAQ) on route charges

A flight operated by our company (under our flight number) should be billed to a third party - is this possible?

No, the operator deemed to be liable for the route charges is identified by reference to the three-letter ICAO designator contained in the flight number (field 7of the flight plan). It should be appreciated that the billing process is fully automated and the EUROCONTROL Central Route Charges Office (CRCO) cannot take account of day-to-day leasing agreements undertaken between companies and their clients.

How can I calculate the EUROCONTROL route charge for my flight?

The EUROCONTROL route charge is calculated by reference of three basic elements:

  • aircraft weight factor
  • distance factor
  • unit rate of charge (for each charging zone)

The result obtained when multiplying these three elements is the route charge per charging zone. This operation must be repeated for each charging zone concerned by the flight. By way of example, Annexes B and C provide details of the calculations necessary for a flight from Brussels to Copenhagen with an Airbus A319 having a MTOW of 70.0 metric tonnes.

The weight factor (expressed to two decimals) is determined by dividing, by fifty (50), the Maximum Take-Off Weight (MTOW) of the aircraft (in metric tonnes, to one place of decimal) and subsequently taking the square root of the result rounded to the second decimal, i.e.

 

Users will receive each year an invitation to notify or update their fleet declaration. This is mandatory as it is the basis for calculating the weight factor used for the computation of the charges. In the absence of such a declaration, the CRCO will bill according to the heaviest weight for the aircraft basic type. The fleet declaration should include all aircraft which are being operated by the user even if in lease from another company.

For each aircraft, the user should report:

  • The registration marking;
  • The aircraft type (basic type) according to the aircraft type designators in the latest edition of ICAO document 8643;
  • The version within this type;
  • The construction number;
  • The exact MTOW (in kg), substantiated by relevant documentation. In the case of multiple certified MTOW, the MTOW to be declared must be the highest weight authorised by the State of registration.

Users connected to CEFA can provide the CRCO with their fleet declaration via the online screen or via the upload of a properly formatted text document (see online help). If there are no changes to the fleet, the “confirm” button should be used to inform the CRCO that the composition of the fleet is still valid.

Users which are not connected to CEFA should fax or e-mail their fleet composition.

It is in the interest of airspace users to notify any change to their fleet during the year. In particular, if an aircraft is sold, the previous owner should report the sale (including the exact date of hand-over) and identify the new owner to avoid being billed for flights not operated by him.

With the information received, the CRCO will calculate the weight factor based on the average weight of all aircraft of a basic type.

It should be noted that these average weights will also be used when calculating terminal charges for Member States and air navigation charges for non-Member States (see part B: terminal charges and part C: navigation charges).

The weight factor, distance factor and unit rates are fully described in the "Conditions of Application of the Route Charges System" document.

Download an example of a charge calculation here.

Certain States charge VAT (Value Added Tax) on route charges. A document explaining the application of VAT on route charges may be downloaded from the Latest Information Circulars page.

The Central Route Charges Office has produced a software application (RSO Distance Tool) with which EUROCONTROL route charges may be estimated. As an example, a printout using this software for the above charge calculation may be viewed here (follow the link below).

This software is available to you (free of charge) and may be downloaded here.

How can I pay the charges I receive from EUROCONTROL (Central Route Charges Office)?

Our invoices are sent by normal mail. You can also download them from our secured extranet CEFA.

The due date is shown on the bill and is 30 days after the establishment of our invoice. Do not forget to pay on time: we apply interests on late payments and can make use of enforced recovery procedures.

If any error is found on our bill, you can claim within 60 days from the date of the invoice.

Paying our invoices can be done:

  • by bank transfer to any of the accounts shown on the bill. Do not pay on any other bank account: we do not communicate bank accounts by e-mail or other means.
  • by credit card [pdf - 36 kB] explaining how you can apply for this system.

For security reasons, we do not encourage payments by other means such as cheques.

You can also access more information on the conditions of payment  and on the billing calendar.

How do I declare my fleet?

In order for the CRCO to establish the weight factor for billing, airspace users are requested, at least once a year, to make a declaration of their fleet composition. See Information Circular IC 2017-04.

Please also refer to the Article 6.1 of the General Conditions of Application.

In order to make it easier to provide this information, you are invited to fill in a fleet declaration form. You may use it at any time to tell us about changes to your fleet composition.

The fleet declaration form may be downloaded, and, when completed, should be sent to the CRCO via email (r3.crco@eurocontrol.int) or by fax (+322 729 9093).

How do I request a charge quotation

An ad-hoc request for a route charge estimation can be made to the EUROCONTROL Central Route Charges Office (CRCO) in order to obtain an estimation of the EUROCONTROL route charge for a given aircraft weight, connection and route before the flight actually takes place.

You can download the Route charge quotation request form (pdf, 19 Kb) and send it by fax to: +32 2 729 90 93 or +32 2 729 90 96

On the basis of the ATC point designators or point co-ordinates provided, a prior compution of the charge for a flight will be made using the RSO Distance Tool. The CRCO reply will be sent by fax or email (as specified on the form).

Users who have already registered for the free access to the RSO Distance Tool will be able to determine the charge themselves without having to contact the CRCO.

An ad-hoc request for a route charge estimation can be made to the EUROCONTROL Central Route Charges Office (CRCO) in order to obtain an estimation of the EUROCONTROL route charge for a given aircraft weight, connection and route before the flight actually takes place.

The recommended form to be used for submission of a request to the CRCO is given herewith and once completed, should be sent by:

  • Fax to : +32.2.729.90.93 or +32.2.729.90.96.
On the basis of the ATC point designators or point co-ordinates provided, a prior computation of the charge for a flight will be made using the RSO Distance Tool. The CRCO reply will be sent by Fax or E-mail (as specified on the form).

It goes without saying that users who have already obtained the RSO Distance Tool (available for free download from the CRCO) will be able to determine more readily the charge themselves without the necessity of having to contact the CRCO.
How to qualify for the exemption of training flights?

It should be noted that training flights will only be qualified for exemption under the following conditions:

1. When filling the flight plan, the type of flight should be identified as "G" (in field 8 of flight plan);

2. In addition, this identification should be clearly justified with the appropriate remark as follows
(in field 18 of flight plan): "training flight for the purpose of obtaining a license";

3. The flight plan should always be validated by the ARO and the justifications related to the flight should be attached to the flight plan;

4. International flights do not qualify for this exemption.

I have received EUROCONTROL billing documents and am experiencing some difficulties understanding the contents.

Upon first issue of bills for EUROCONTROL route charges, an explanatory note is included with the documents, fully explaining the contents. See our Customer Guide.

Should further clarification be necessary, please contact the EUROCONTROL Central Route Charges Office (contact details are provided on the billing documents or the explanatory note).

I have submitted a claim to EUROCONTROL in respect of a flight erroneously billed and am still waiting for the requested credit note. Why is it taking so long?

The EUROCONTROL Central Route Charges Office (CRCO) receives flight data from the national authorities of the EUROCONTROL Contracting States for billing. Any claims against these flights must be referred back to these authorities for their verification and decision.

This procedure does take a while and you are therefore asked to be patient pending the receipt of any necessary corrective documents. Furthermore, the issue of corrective documents is linked to the monthly billing cycle and, consequently, even if a decision has been received from the national authorities, the issue of the corrective documents is held in abeyance until the following billing cycle. All claims received are acknowledged by a standard ‘Claims Acknowledgement’ form, which is issued soon after receipt of the claims. This is to give assurance to the submitter that the processing of the claim is in hand.

Claims are usually finalised within approximately 60 days of receipt however the Central Route Charges Office is doing its utmost to reduce the period taken to process user claims.

I/my company will start flight operations and I wish to communicate my/my company details to ensure correct invoicing of the EUROCONTROL route charges. What information should I communicate and to whom?

Please fill in the Fleet declaration form and submit any other relevant information or information which cannot be added to the form to:

EUROCONTROL
Central Route Charges Office
Rue de la Fusée 96
B - 1130 Brussels (Belgium)
Fax: +32 2 729 90 93
Email: r3.crco@eurocontrol.int

Is it possible to receive the monthly bill data electronically?

Yes, the CRCO*DATALINK facility allows you to download their monthly flight data from the Internet, in a format which can be uploaded to your own computer.

This service is part of a wider Extranet for Airspace Users (CEFA) which offers you a wide range of services free of charge such as the consultation, submission and/or modification of fleet data, the downloading of billing documents, the submission of claims and subsequent monitoring of their status, and the consultation of your financial situation.

For more information, click on the link below.

Further information may be obtained from the Central Route Charges Office email or fax (+32 2 729 90 93).

The flights undertaken by me/my company are made under Visual Flight Rules (VFR) only, why am I receiving EUROCONTROL route charges bills?

Some Contracting States to the EUROCONTROL Route Charges System have entrusted the EUROCONTROL Central Route Charges Office (CRCO) to bill and collect charges in respect of VFR flights in their respective airspaces. To identify these States, please refer to the Exemption table.

If flights were made entirely under VFR within the airspace of a State granting exemption for such flights, then you should submit a claim to the (CRCO) using the preferred claim form.

It should be noted that exemption for VFR operations will be granted only to flights operated solely under VFR within the FIR of a State granting such exemptions (mixed VFR/IFR flights within the FIR of a State will be charged as IFR for that State).

There have been recent changes to the aircraft fleet operated by our company. How do I notify EUROCONTROL of these changes?

Please fill in the Fleet declaration form and submit it to us. Any other relevant information can be communicated via the general email address r3.crco@eurocontrol.int. See the Information Circular IC 2017-04.

Please also refer to the Article 6.1 of the General Conditions of Application.

There is an anomaly on the billing documents I have received for both EUROCONTROL route charges and terminal charges. Do I need to submit two separate claims?

No, a claim submitted against a flight appearing on the EUROCONTROL route charges billing is all that is necessary. Any corrective action taken against this flight will automatically generate corrective documents in respect of associated terminal charges.

What if an aircraft has been sold but I continue to receive invoices from EUROCONTROL?

Notify EUROCONTROL by email or by fax (+32 2 729 90 93) of this change and advise us of the effective date of change, identity and address of the new owner. You can also use the electronic form available on this site.

What if the invoices do not arrive in time to meet EUROCONTROL’s payment schedule?

You may experience a delay in receiving your invoices because of the geographic location or availability of reliable mail distribution. If you are affected by either of these factors, please contact the EUROCONTROL Central Route Charges Office (CRCO) by e-mail or by fax: 32 2 729 9094/93.

Which are the categories of flight operations which qualify for exemption from the charges?

Please see the exemption table for EUROCONTROL route charges.

Why do I receive two bills for the same flight?

Flights can be liable for route charges and terminal/navigation charges. For each different charge separate bills will be issued.