STAFF & STUDENT TRAVEL INSURANCE April 2011
STAFF & STUDENT TRAVEL INSURANCE Heriot-Watt University s Travel Policy provides insurance cover for all employees contracted to the University, students participating in overseas research projects, exchange students at Universities abroad not exceeding 12 months and students participating in short period language experience outwith the UK.
Contents Introduction 2 PRIOR TO TRAVEL YOU MUST: 2 GENERAL GUIDANCE 4 STUDENT TRAVEL 5 TRAVEL INSURANCE 5 NAME OF INSURER 6 POLICY NUMBER 6 EMERGENCY MEDICAL TREATEMENT 6 CANCELLATION, CURTAILMENT AND CHANGE OF ITINERARY 8 PERSONAL BAGGAGE 9 MONEY & CREDIT CARDS 10 IMPORTANT EXCLUSIONS 11 CONTACT DETAILS 12 1
Introduction Millions of business miles are undertaken each year by staff and students. The University has the same duty of care regardless of whether you are working from a Campus in the UK or you are undertaking University business worldwide. In order to ensure that the University can reasonably put suitable and sufficient insurance/emergency response arrangements in place we need to know where you are going, what you will be doing and for how long. Heriot-Watt University s Travel Policy provides insurance cover for all employees contracted to the University, students participating in overseas research projects, exchange students at Universities abroad not exceeding 12 months and students participating in short period language experience out with the UK. Students who are undertaking placements for longer periods must contact the Group Risk Office for advice. Business travel can be defined as all travel for the purposes of research activities, recruitment, attendance/presenting at conferences, work placements, graduations, field trips, business meetings, teaching and academic exchange/ study programmes. There are some complex insurance arrangements involved in some of the aspects of our international business travel and we therefore ask that you ensure you follow the following steps when travelling out with the UK on University business: PRIOR TO TRAVEL YOU MUST: Visit the Foreign & Commonwealth Office website at http:www.fco.gov.uk/en/ to obtain vital safety, security, local laws and customs information relating to the country you intend to travel to on University business or are intending to study in and ensure that you familiarised yourself with these laws and customs. There may be occasions where travel will require to be curtailed or cancelled. This action is only taken where the Foreign & Commonwealth Office has advised that there is significant risk to visitors. Exclusion to the policy: Travel to all areas where the Foreign & Commonwealth Office has advised against all travel and non essential business. Further advice must be sought from the Group Risk Office. 2
If there are no travel restrictions, safety or security concerns proceed to completing the travel authorisation form supplied by your School or Service. Complete the travel risk assessment which must be submitted no later than 7 working days prior to your departure form the U.K. The online risk assessment form can be found at http://www.hw.ac.uk/insurance/travel.htm Please ensure you provide details of any incidental holidays you intend taking whilst on University business. All incidental holidays must not exceed 7 days duration, and must not exceed the duration of the business trip, whichever is the less. Must not involve hazardous activities. Must not involve working abroad other than in direct relation to the business trip/study. Staff and students going to a European Economic Area must obtain an EHIC (European Health Insurance Card). This can be obtained online at www.ehic. org.uk. Failure to obtain the EHIC will result in you being responsible for all medical cost in the first instance. Staff and students must make an appointment with the University Medical Centre Travel Clinic for advice relating to vaccinations and medication necessary for your trip. Please telephone 0131 451 3010 for further information. The University does not accept any liability for staff or students who fail to receive the recommended vaccinations/medication prior to travel abroad. You must declare in writing to the Group Risk Manager prior to travel, details of all pre-existing medical conditions and/or details of any medical treatment you may have received in the last 12 months prior to travel. This declaration will be treated as strictly private and confidential in each and every case. The information provided within the declaration will only be shared with the University Insurers. The University does not accept responsibility or liability for any member of staff or student who fails to declare pre-existing medical conditions prior to departure. Ensure that you have sufficient supplies of medication for the duration of your trip. Declare any intention to partake in any dangerous activities. Please find at the following link details of all excluded activities. http://www.hw.ac.uk/insurance/ forms/information/hazardous-activities.pdf 3
A specific risk assessment must be undertaken to cover any activity such as manual work, industrial work, fieldwork, research during your trip. A copy of the specific risk assessment, agreement or contract must be provided at least two weeks prior to departure. The University does not accept any liability for staff or students who fail to declare the above information prior to departure. Please consult with your School or Service safety representative for further advice and guidance. Notify your School or Service if you intend travelling to any other county whilst on University business or during your course of study. Make sure you have added this to your travel risk assessment. All British Nationals are required to register with the Foreign & Commonwealth Office LOCATE service which allows crisis staff to provide better assistance in the event of an emergency such as a tsunami or terrorist attack. Details of the service and a registration form can be found at http://www.fco.gov.uk/en/travelling-and-living-overseas/locate All non-british National are advised to register with their own consulates. All travellers must ensure they comply with visa requirements for entry to the USA. British Nationals travelling to the USA under the Visa Waiver Program (VWP) must register with the Electronic Travel System known as ESTA at https:// esta.cbp.dhs.gov. Data Protection Act 1998 There may be circumstances where you may wish to nominate another individual to deal with a claim on your behalf. In all circumstances you must provide the University with details of the person you wish to nominate. The University is unable to discuss any aspect of your claim with any other individual unless this authorisation is obtained. GENERAL GUIDANCE Do you know exactly where you are going and how to get there? Is there anyone who can meet you? 4
Do not leave you personal belongings unattended Speak to other students or members of staff who have visited the location before Take on board all the safety and security issues as highlighted by the Foreign & Commonwealth Office and make sure you have implemented any necessary arrangements Long haul flights The University recommends that due to the effects of long haul flights all staff or students should refrain from driving hired vehicles following the flight. Where possible you should arrange to be met or alternatively take a taxi or use public transport. Deep Vein Thrombosis is a condition linked with long haul flights. You should consult your Doctor prior to making any travel arrangements if you have any existing health conditions or concerns. The University recommends that you do not carry any valuables or items of sentimental value; very often these items cannot be replaced. Students who intend to work whilst on placement are not insured by the University. Students must ensure that the employer has adequate insurance for the duration of employment. The University does not accept responsibility or liability for any student who undertakes employment whilst on their study placement. STUDENT TRAVEL Important: Students who are intending studying for more than 12 months out with the UK are required to return to home at least once during the period of study/work. If you require insurance for longer periods of study/placement it is possible to purchase this from the Group Risk Office, please contact us for further information. TRAVEL INSURANCE The University travel insurance policy provides indemnity against specified risks associated with cancellation, personal accident, medical expenses, loss of 5
personal effects and legal liability in respect of journeys made by staff and students in connection with University approved business. NAME OF INSURER: POLICY NUMBER: Zurich Municipal NHE15CA01-0013 EMERGENCY MEDICAL TREATEMENT Medical Expenses In the event you should require emergency medical treatment/attention you must ensure you present the insurance information and where necessary contact the University s insurers on 0044 (0) 1489 868 888. Should you have any queries or problems contact the Group Risk Office without delay on 0131 451 8087. Please bear in mind you may be required to pay for the emergency treatment you receive. You are required to produce your European Health Insurance Card for all treatment in the European Union. If you are unwell and wish to travel back to the UK you must obtain advice and supporting documents from a Doctor prior to making arrangements to return to the UK. Emergency Travel Expenses/Repatriation This cover provides for the additional cost (less any saving by or recovery available to the person concerned) of travel, accommodation and rescue including repatriation. Where appropriate authorisation can be given for a relative or other person to travel to, remain with or escort the member of staff or student. The Group Risk Office will normally deal with all such requests. Sum Insured 10,000,000. EXCLUSIONS The policy does not cover the following: Any claim involving a person who is travelling or intending to travel against the advice of a Medical Practitioner or for the purpose of obtaining treatment. 6
Any hazardous activity, for example Potholing, Caving, Bungy Jumping, Parachuting, Parascending, Racing of any kind, and ALL WINTER SPORTS. Taking of illegal Drugs Pregnancy within the last three months Flying of any kind other than as a passenger Any costs relating to committing or attempting to commit suicide Travelling against medical advice or for the purpose of obtaining treatment Travel and or accommodation costs incurred on return to the UK or the insured person s country of residence. Medical - General Claims Procedures The Group Risk Office issues supplies of medical assistance cards and travel insurance booklets to all School and Service insurance coordinators. You may also request copies of the booklets and cards from the Group Risk Office. On contacting Zurich Assistance you will be provided with a reference number, please take a note of this number and pass it to the Group Risk Office along with details of your claim. You must inform your School or Service of any incident as soon as possible. You can submit a claim by email, fax or telephone to the Group Risk Office who will deal with the claim on your behalf; this can avoid any unnecessary delays. Travel claim forms can be found at the following link http://www.hw.ac.uk/ insurance/claims.html. Accidents involving injury require to be reported to the University Safety Office. Your School or Service will provide you with the relevant accident report form. Alternatively this can be completed online via the University web pages. Keep all receipts, invoices, medical reports, police reports and any other documentation related to your claim. 7
You will be asked to complete a claim form; this must be returned to the Group Risk Office. You must notify the Group Risk Manager of any further developments with your claim. Full details and supporting documentation of the claim to be provided within 30 days of the claim being notified. CANCELLATION, CURTAILMENT AND CHANGE OF ITINERARY Sum Insured 100,000. Cancellation Payment of all deposits, advance payments and other charges for transport and accommodation for which you have paid, or will be liable to pay and cannot be recovered elsewhere; if you are forced to cancel the journey as a direct and necessary result of any cause outside your control. Curtailment Payment of all deposits, advance payments and other charge for transport or accommodation which you have paid or will be liable to pay and cannot be recovered elsewhere and the additional cost of travel to return to the United Kingdom; if you are forced to cut short your journey as a direct result and necessary result of any cause outside your control. Change of Itinerary Payment of additional costs of travel necessarily incurred to enable you to continue your journey if you are forced to alter pre-booked arrangements as a direct and necessary result of any cause outside your control. Cover does not include: Your failure to check in according to the itinerary Strikes, labour disputes or industrial action 8
Regulations made by the Government or Public Authority Any claim involving a person who is travelling or intending to travel against the advice of a Medical Practitioner or for the purpose of obtaining treatment Any claim for cancellation, curtailment or change of itinerary, which is either a direct or indirect result of failure of a system. PERSONAL BAGGAGE This section provides payment for stolen or replacement of lost, stolen or destroyed baggage. Personal Baggage consists of clothing and personal effects, suitcases, trunks and other containers. Maximum sum insured 5000. Maximum Single item value 250. Delayed Baggage 100. The University cannot extend this cover under any circumstances. Should you require to extend cover for specific items enquiries should be made with other insurance companies. This policy does not cover the loss of computer equipment such as laptops or other high value items. Laptops belonging to the University are insured under a separate policy. Students and staff taking their own laptops and other high value pieces of equipment are advised to purchase personal insurance for these items. This section provides payment for stolen or replacement of lost, stolen or destroyed baggage. Personal baggage consists of clothing and personal effects, suitcases and other containers. Delayed/Loss of Baggage - Claims Procedure You must: Report your loss to the airline immediately Obtain a copy of the irregularity report, which is issued by the airline. 9
This will be requested by the University Insurers in each and every case. Email or telephone the University Group Risk Office. Purchase only emergency items in the first instance. Provide receipts for all items purchased and where possible proof of purchase for the missing items. Forward all receipts/reports etc to the Group Risk Office. Failure to provide this information will result in delaying your claim. In the event of delay/loss of personal baggage for more than 4 hours the University s insurers will reimburse up to 100 towards the cost of purchasing emergency clothing, toiletries and similar items. Full details and supporting documentation of any claim to be provided within 30 days of the claim being notified. MONEY & CREDIT CARDS Sum Insured: 5000. Reimbursement of personal money lost either on the journey, before departure or after return. Reimbursement of financial losses suffered by you solely as a result of a credit card being lost or stolen. Personal money consists of; coins, bank and currency notes, cheques, postal and money orders, euro cheques, traveller s cheques, travel tickets, passports, green cards, and petrol and other cards and coupons which have monetary value. Credit cards are; any credit, charge, cheque, bankers or cash card issued in the British Isles. The University recommends that the amount of cash you carry be kept to a minimum. You should where possible only carry sufficient funds to enable you to get to your destination safely. The University always recommends that where possible you use traveller s cheques or credit cards. These can be cancelled and/ or replaced quickly. 10
The University is unable to refund any loss of cash. Each claim will be handled by the University insurers and can take approximately 4-6 weeks to conclude. Loss of Personal Effects What you must do Inform the local police of any incident that occurs within 24 hours. Obtain a copy of the police report. Jewellery is not covered by this policy, you must purchase adequate insurance prior to your departure from the U.K. You must notify the Group Risk Office as soon as possible, this can be done by email, telephone or fax. Complete the online claim form at http://www.hw.ac.uk/insurance/claims.html You will be required to provide any receipts in respect of any items lost/damaged or stolen. Details of any other cover under which you are permitted to claim. IMPORTANT EXCLUSIONS The following list is guidance to the main exclusions to the travel policy, you are asked to contact the Group Risk Office for assistance if you are planning to undertaking any other hazardous or dangerous activity not listed below. Participation in all winter sports Canoeing, sailing or boating outside inland or coastal waters Motor-cycling, racing of any kind other than on foot, or air travel other than as passenger in a licensed passenger aircraft Any other obvious hazardous activity Intoxication of or the illegal use of drugs by any person insured or deliberate exposure to unnecessary danger (except in an attempt to save human life) or sexually transmitted disease 11
Undertaking a trip against medical advice War/ invasion/act of foreign enemy hostilities Travel to areas where the Foreign & Commonwealth office has advised against all travel and non essential business CONTACT DETAILS Lorraine Loy Group Risk Manager Direct Telephone No: 0131 451 8087 Email: L.Loy@hw.ac.uk 12
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