Cargolux

Please find below an update on the following topics:

• Adjustment of duty hours overtime threshold for part time pilots 
• Reminder: New procedure regarding sick notes 
• How to switch funds for savings and employer contribution for SwissLife 
• PBS Working Group

Adjustment of Duty hours overtime threshold for part time pilots
We are pleased to announce that, after identifying a technical issue that prevented the correct adjustment of the monthly overtime threshold for part-time pilots in the past, we have now worked with management to implement a proper solution.

Rather than simply applying the part-time factor to the standard 173 duty hours per month, the threshold will now be reduced by a fixed number of duty hours per XPA day. This method ensures the same result as applying the part-time factor while accounting for the various part-time schemes available. Scheme C (full roster off) remains unaffected by these changes.

Additionally, any missing overtime will be recalculated retroactively from January 2020 and paid out as soon as possible. Please note that this adjustment applies only to the duty hours threshold and does not affect the overtime threshold for block hours, which remains unchanged.

We would like to remind you to be vigilant and report any observed irregularities to us as soon as possible. This issue could have been identified a lot earlier but thanks to three of our members this was done at least in 2023/2024.

Reminder: New procedure regarding sick notes
This is a kind reminder that since the 4^th of December 2024 it is not possible anymore to send your sick note to the CNS via email. 

Latest before the end of the 3rd working day of my absence from work you have to send your certificate of incapacity of work to the CNS, by using either of the following options:

Online:
Complete the form on the CNS website and upload your sick note. 

By post:
To the following address:

CNS
Indemnités Pecuniaires
L-2980 Luxembourg

With regard to the requirement to send a copy of your sick note to Cargolux, nothing has changed.

How to switch funds for savings and employer contribution for SwissLife
Occasionally we still receive questions regarding the recent changes in the SwissLife supplementary pension plan. 

As a reminder, we now have the choice to invest the contributions in 2  ETFs, which in the past had a higher average performance in the financial market over a longer period of time compared to the other available funds Please note that this is not a financial advise.

One of our members was kind enough to provide us with an extensive guide on how to change the allocation of the employer contribution and the already existing savings. The document is available in the members area of the ALPL website and can be found here.

PBS Working Group
In our last PBS working group meeting we received a presentation of the FEB bidding results, the first month where the new bidding options have become available. The results improved compared to previous months. Roughly one third of the bids included a waiver with roughly two thirds of them being granted, which means that this is already a good result.

Currently we are observing a perceived reduction in bid success rate indicated through the number of colleagues reporting their discontent. We got confirmation that due to high demand and school holidays in beginning of March (too many colleagues requested the same time period off) it was a challenging roster to produce. Something that we could already see in previous years.

Another challenge that Crew Planning is facing now is an unexpected significant extension in calculation time to produce rosters. Until now, several „runs“ aimed to improve the global bid success rate while ensuring that flights are covered. During this calculation time whole AIMS is put in a „freeze mode“ preventing Crew Control and Network Planning from making inputs or any changes. Therefore, this time is limited to one working day. Now, due to the added complexity a calculation run takes around 5 to 6 hours instead of roughly 1 to 2 hours, a situation which nobody could anticipate before and requires a solution. In other words, whilst in the past Crew Planning could optimize the bidding success via several runs to achieve the best result, this is currently not possible due to the time constraint. Thus, at the moment they cannot confirm whether the produced roster already is the best solution. 

We would like to ask you to submit your non granted bids to us (cvboard@alpl.lu) so that we can either identify and address potential system flaws or provide guidance in case of individual unsuitable bidding strategy. Particularly non granted bids from high seniority colleagues can give us a good picture.

As mentioned already, it will require several months to collect data and analyze the system performance of the new PBS compared to the old system. February is only a snapshot, and we will see the statistics of the March and April roster in the next PBS working group. 

Please find below an update on the following topics:

• Global Pilot Survey
• Duty-Free Allowances for Airline Crews
• Social Parameters Luxembourg 2025 

Global Pilot Survey
The Western University, in partnership with IFALPA, is conducting a Global Pilot Survey. You are kindly invited to participate and leave your input to help shaping the future of the global pilot agenda. Please click on the provided links below:

FULL Version (15-20 min) for a complete picture:
https://uwo.eu.qualtrics.com/jfe/form/SV_5d6WiZ7AKYPfiWW
The password for the survey is: vffd24

Short Version, if time is tight – every response counts:
https://uwo.eu.qualtrics.com/jfe/form/SV_87cwk45AswwTmbI
The password for the survey is also: vffd24

Duty-Free Allowances for Airline Crews
We reached out to Luxembourg customs for an update regarding the Duty-Free Allowances and received the following limitations for the import of goods into Luxembourg.

1. Goods Imports (Personal Purchases)
Airline crew members can bring up to €150 worth of goods (or the equivalent in other currencies) for personal use. This typically covers items such as clothing, electronics, souvenirs, and other personal purchases. The key point here is that the goods are for personal use, and not for resale or commercial purposes.

2. Tobacco Products
Tobacco allowances allow crew members to bring a specific amount of tobacco products without paying additional taxes. The following limits are common in many countries:

• 40 cigarettes
• 20 cigars
• 10 cigars (cigarillos)
• 50 grams of loose tobacco

3. Alcoholic Beverages
The duty-free allowances for alcohol vary depending on the alcohol content and type. The typical limits are as follows:

• 0.25 liters of alcoholic beverages with an alcohol content higher than 22% (e.g., spirits such as whiskey, vodka, rum).
• 0.5 liters of alcoholic beverages with an alcohol content of 22% or less (e.g., liqueurs or lower-alcohol wines).
• 1 liter of wine (including champagne and sparkling wine).
• 4 liters of beer.

These allowances are usually designed for personal consumption and cannot be resold. In some cases, customs officials may ask crew members to prove that the alcohol is for personal use, especially if they are carrying large quantities.

These limits can be found at Règlement grand-ducal du 1er décembre 2008 concernant les franchises et exonérations de la  taxe sur la valeur ajoutée accordées dans le trafic international de voyageurs en provenance ou à destination de pays tiers article 5 and 8.

Social Parameters Luxembourg 2025
The LCGB has published the Social Parameters for 2025. These include minimum wages, family allowances, information about health insurance and pension. 

Click here to read the leaflet. More information can also be found on the LCGB website. 

Please find below an update on the following topics:

• Planning Limit vs Operational Limit for a Standard Flight Crew
• Clarification on managing fatigue
• Availability and compensation
• Know your CWA
• Cargolux Year End celebration

“Planning Limit” vs “Operational Limit” for a Standard Flight Crew
It has been brought to our attention that on several occasions flights for a Standard Flight Crew have not been planned as by the rules of the CWA. CWA Article 36.6.2.2. is applicable to all Flight Duty Periods conducted by a Standard Flight Crew and the “Planning Limit” is the limit for Crew Planning and Crew Control when producing and/or changing the rosters.  The “Operational Limit” constitutes the legal limit according to OM-A Chapter 7.5.

To clarify, the “Planning Limit” is applicable until Reporting Time and all flights must be scheduled accordingly!In case the planned FDP exceeds the Planning Limit at or before the Reporting Time, the flight must be operated with an Augmented Crew. 

Only after Reporting Time, the “Operational Limit” becomes applicable. This is to create enough buffer for unforeseen delays, e.g. fuelling, loading, technical problems, that could occur after Reporting Time and to prevent a Standard Flight Crew from exceeding the legal limit and being forced to apply Commander´s Discretion.

We ask everyone to be familiar with the CWA and insist that the CWA is followed in any case.

Clarification about managing fatigue
We are aware that crews are being planned to the maximum allowable FDP and that rosters are extremely challenging due to roster changes and the combination of long FDP followed by minimum rest periods, etc. Due to the high business demand and ongoing crew shortage the situation will not improve soon. Thus, we feel it is important to clarify certain possible misunderstandings regarding the self-assessment of your alertness level and the management of fatigue.

We cannot emphasise enough how important it is not to just blindly accept what you see on your roster. 

It is crucial to recognize that, as a result of the recently conducted survey, the company’s responsibility to “ensure that flight duty periods are planned in a way that allows crew members to remain sufficiently free from fatigue” (OM-A 7.1.2) is not always being adequately met. We elaborated on the reasons in our previous updates and highlighted the over-reliance on the bio-mathematical model, which cannot take all facts into consideration.

In such situations, we as pilots must prioritize not only our health but also our responsibility to ensure safety. According to OM-A 7.1.8, we “shall not perform duties on an aircraft if we know or suspect that we are suffering from fatigue.”

This means that, at times, it may be necessary to request additional rest at an outstation, for instance. Doing so is not a refusal to work, nor does it imply any wrongdoing. On the contrary, it demonstrates that you are fulfilling your responsibilities as a pilot.

Also, extending your rest as a First Officer does NOT mean you will be flagged by any department within the company or expect any negative impact on future opportunities, such as upgrades. Management clearly expects from us as professionals to follow all binding regulations, which includes the OM-A. 

It’s important to understand that, compared to some competitors, we currently operate with a lower crew factor, and this is a critical aspect to keep in mind.

More information on fatigue and how to deal with it will follow soon, but below are some examples where pilots should get suspicious:

• Consecutive FDPs through the WOCL with minimum rest in between
• Arriving in the U.S. after crossing the dateline
• Consecutive rest periods of 24 hours or less
• Standard crew FDPs through the WOCL of 6 hours or more

Please refer to our last update on fatigue and ask for more rest if necessary. Don’t forget to file Fatigue Reports and use the published guidelines.

Availability and compensation
We would like to clarify that if pilots voluntarily offer to fly during their off time, the company has the discretion to determine the applicable compensation. It is then up to the individual pilot to accept the terms and operate the flight or decline. This does not constitute a breach of CWA articles 36.16.2 and 36.16.3. 

In conclusion, crew members offering their availability cannot accept a financial compensation and change their mind in hindsight to e.g. a two for one off day compensation. 

Nonetheless, if a pilot arrives at their home base late into their scheduled off days, the aforementioned articles apply, and the pilot’s choice of compensation must be honoured by the company.

Know your CWA
In recent months, we have updated our guidelines on the proper application of the new CWA, which came into effect on 22 December 2023. Our updates focus on each chapter, emphasizing key points in the relevant sections and offering situational examples to enhance your understanding of how the CWA applies to you. 

This information is intended to help you implement the rules effectively in the day-to-day operation.
You can find these guidelines in a newly dedicated “CWA” section on the ALPL website. 

Cargolux Year End celebration
In the past, one issue raised with management was the perceived exclusion of crews from company events due to late announcements, often made after the bidding deadline, despite this not being the intention.

We are pleased to note that the announcement for the year-end party on 13 December 2024, has been communicated well in advance, giving us the opportunity to bid for off days and have a chance to attend.

This event presents an opportunity for us, as flight crew members, to reconnect with our colleagues from HQ and maintenance. We hope to see you there!

The results of our latest Fatigue Survey revealed critical issues, especially regarding an over reliance on the predictive bio-mathematical model (BMM) and the reliability and credibility of the methods and processes used to evaluate and manage the risk of pilot fatigue. The result also showed that our members call for a more balanced approach that includes thorough investigations of fatigue reports.

All bio-mathematical model vendors clearly state that their model only predicts fatigue levels and sleep opportunities for an ‘average’ pilot. Additionally, BMM’s are less reliable after approximately 5 days of duties on how the body clock adjusts and especially when we cross the international dateline.  More importantly, bio-mathematical models do not consider disturbances (e.g. noise, turbulences, rooms that cannot be darkened), quality of sleep at a hotel or on an aircraft.
 
Therefore, we as pilots are the most important data source of what happens during actual operations and Fatigue Reports are the only effective and confidential means for us pilots to communicate a realistic picture of the operation. The collection of this evidence based data is vital in any discussion with management to highlight fatigue “hotspots”, even if scheduling is within legal limits. While your report maybe subjective (i.e. personal), when many pilots are communicating the same fatigue hotspots via the confidential reporting system, the subjective information becomes a collection of many data points and thus objective data.
  
We have met with members of the ASD and Flight Operations Management on 17 September 2024 to discuss the survey result and the concerns brought forward. In that meeting it was again emphasised by management that factual data submitted by each individual pilot is imperative to enable a thorough investigation of Fatigue Reports. Management also mentioned that indeed the quality of submitted reports has increased since the ASD is promoting it in the GTRs.

Please bear in mind that the safety system in any organization takes a certain amount of time to collect a reasonable number of reports (objective data) to be able to make recommendations to changes for FDP’s and rotations. If insufficient data is received, it is difficult to act on a handful of reports. That’s why it is so important to file Fatigue Report anytime you deem it necessary. As your ALPL Board we will follow up with Senior Management to ensure it is fulfilling its shared responsibility in managing the hazard of fatigue in a timely manner.

To give you some guidance on when and how to file Fatigue Reports, we have prepared a leaflet to assist you in doing so. Please click on this link for more information. 
 
We want to conclude with a reminder that fatigue reporting not only is defined in EU regulations as a mandatory reportable occurrence (page 5), but more importantly is the crucial element in data collection required to bring about changes in our operations where simply complying with FTL’s is insufficient. 

Remember, safety is a joint responsibility, and pilots play a vital role in ensuring a safe operation. This also includes a serious self-assessment of our alertness level and whether we are fit enough to operate a flight or series of flights. If in doubt, always ask for more rest or reduce the FDP accordingly and NEVER compromise safety due to fatigue. That’s an obligation in the OM-A, Chapters 1.4 and 1.5!

In the coming weeks and months, we will provide you with more information regarding fatigue, its associated risks and how to mitigate it.

We hope you had a pleasant summer and had the opportunity to enjoy some time with your loved ones, despite the demanding flight schedules and increased block hours driven by booming business, particularly in e-commerce.

Below you find an update on the following topics: 

• Fuel situation in GYD 
• Communication with Crew Control 
• Rest area at the airport
• Caregiver Leave 
• Fatigue Reports
• POD Donation
• PBS Working Group 

Fuel Situation in GYD
During the Joint Delegation Meeting (JDM) on September 18th, 2024, Management told us that they were informed that, effective October 1st, 2024, fuel availability for Cargolux in GYD will be suspended until further notice. As a result, rotations through GYD were quickly rescheduled, and pilot rosters were adjusted prior to roster publication to reflect that change. This led to an increase in double-sector flights and network disruptions.

However, Management has since received confirmation that a limited number of flights will still be accepted in GYD, which will result in adjustments to pairings in the October rosters by Crew Control. Management has apologized for the inconvenience and asks for your understanding during this time.

Communication with Crew Control
As your Pilot Representatives, we’ve been informed of a few instances where the tone of communication between Crew Control and individual pilots was inappropriate. Given the numerous roster changes – sometimes beyond the scope of the CWA and/or poorly communicated – it’s understandable that frustrations may arise. However, we kindly ask everyone to maintain professionalism and communicate respectfully with our colleagues in Crew Control. The current crew shortage, combined with extra charter flights, also puts additional pressure on Crew Control to ensure flights are adequately staffed. 

That said, pilots are fully entitled to insist that the CWA is upheld by Crew Control at all times, and we urge you to do so.

Rest Area at the Airport
In the latest JDM, we received an update on the request for a rest area at the airport. We are pleased to inform you that Management is in talks with LuxAirport, and there is a strong likelihood of obtaining additional rooms in the airport building once the current tenants vacate. While details are still being finalized, we are optimistic that an acceptable solution will be reached.

Caregiver Leave
CWA 12.2.1 outlines the entitlement to special leave for personal reasons, as provided by Article L.233-16 of the Labour Code. A recent change in the law has introduced an additional five days of special leave for caregivers, which has been incorporated into the CWA. This leave can be requested to take care of family members in cases of serious medical situations. Further information, including the procedure for applying for caregiver leave, can be found on the HR Intranet in the FAQs section and here.

Fatigue Reports
The latest Fatigue Survey results highlighted significant concerns, particularly with the over-reliance on the predictive bio-mathematical model and the reliability of methods used to assess and manage pilot fatigue risk. Our members are calling for a more balanced approach, including thorough investigations of fatigue reports. 

In a recent meeting with the Aviation Safety Department and Flight Operations Management, we reiterated these concerns. We also acknowledged the fact of flight safety being a shared responsibility between the company and the pilots. Thus, we will refresh the knowledge of our colleagues on how to file fatigue reports and remind them to follow the OM-A and not to operate a flight if they know or suspect that they are suffering from fatigue. This was noted and accepted by all parties.

More information will be shared in future updates.

POD Donation
We concluded the donation for the Pilot Off Day Pool (POD) and are happy to announce that a total of 85 vacation days were collected into the POD. This enables us to use valuable resources where needed and we expect the number of donated days to be sufficient for about 18 months.

We would like to take the opportunity to say a big „Thank You!“ to all colleagues who have donated one or more of their valuable vacation days.

PBS Working Group
At the most recent PBS working group meeting, we were informed that the bidding success rate for the October roster has improved for Captains, thanks to an increase in full-time equivalents (FTE). However, the success rate for First Officers has decreased due to delays in training for newly hired pilots and additional upgrade courses scheduled on short notice. The surge in business demand has directly impacted crew availability.

We’ve communicated the need for more pilots to Management several times, and we are pleased to report that a revised crew hiring process, presented by Management to the Board of Directors (BoD), has been approved. The new process aims at proactively identifying the required number of pilots for a given calendar year based on various estimates and to start training sufficiently in advance to have the pilots ready when they are actually needed. The current recruitment lags approved budgeted FTEs, which has a negative impact on the operation. Also, all issued fixed term contracts will be converted into permanent contracts.

In terms of implementing additional bidding options and making the necessary technical adjustments to improve the PBS as outlined in CWA 36.20, everything remains on track for introduction no later than November 30th, 2024.

We believe that these developments will mitigate some of the most pressing challenges that we as crews have been confronted with for an extended period of time. However, we do realize that the success of these changes is partly depending on the ability of the company to recruit enough pilots.

In any case we appreciate the change from a reactive to a proactive approach. We would like to ask you to give those changes the required time to show the desired effects while we continue to work on improving the bidding success rate of the PBS.

On 16^th August 2024, the two-step vacation bidding process for the year 2025 has started and pilots must use the new eCrew version to place their bids.

Due to better screen display and to avoid scaling problems, we recommend doing the bidding on a computer rather than on a tablet or smartphone.

To get the best possible result, it is important to keep a few basic things in mind:

• When placing your bids, be aware of your relative seniority and avoid putting your hopes on just a few preferential bids. Always have a plan B in mind and place additional alternative bids. You can place as many bids as you like, but only a maximum of 25 vacation days will be allocated in the first bidding round.
• Naturally, the demand for vacation days is highest during popular holiday periods, which may even affect pilots with a relatively high seniority. 
• Our experience has shown that separate blocks of vacation and off days have been regularly used to cover rest requirements in the past.
• Do not rely on getting your A or B days attached to your vacation block at a later stage during the monthly off day bidding. There is no guarantee to get this request awarded and it depends furthermore on slot availability and planning restrictions. However, with the newly negotiated bidding options (split & wrap) in CWA 36.20, we expect a significant improvement in the success rate.    

For a better understanding of the system, we would like to mention the following:

• Vacation planning is an automated process, and the outcome is significantly influenced by how each pilot enters their bids.
• The system does neither know nor understand the motivation behind your request, it simply attempts to allocate your requested vacation days to open slots.
• Requesting vacation blocks starting only on a specific day bears the risk that your request gets discarded. Only one day without an open slot is enough that the system cancels your request completely and moves on to the next one. The system will not trim and shift the days automatically, it requires your correct input when placing the bid.
• Using the “Min Grand” option enables you to give the system the required flexibility down to your lowest (minimum) day limit within a specific period.

You can download the ALPL Vacation Calendar 2025 and 2026 from the ALPL website for your perusal.

If you have any questions don’t hesitate to get in. touch with us via cvboard@alpl.lu.