Business Travel

Insurer: Chubb Insurance Co Europe SA

Policy Number: 64797003

Travel Insurance Request Form:
Please complete the Travel Insurance Request form (see appendix). The completed form should be submitted to the Insurance Office / Campus Administrator once authorised by the Head of Department (or SMT member in respect of HoDs), preferably 1 week before departure – (so that documents can be issued in good time) - together with a detailed itinerary (including airline and flight numbers, hotels, other methods of transport, emergency contact details and next of kin details) – a copy of which should be left with your Head of Department. Ideally, requests for travel insurance should be submitted as soon as flights / travel have been booked. Please note that confirmation of insurance will be issued to staff normally by e-mail.

Travel request form for all campuses: PDF version / WORD version.

Pre-Travel Medical Advice
Staff travelling on University Business are reminded that they should ensure that they have had appropriate inoculations, well in advance for the countries they will be visiting and that they have suitable supplies of appropriate preventative medicines with them (such as malaria tablets), as advised by their GP. If a staff member does not have a GP, advice should be taken from travel advice clinics at local hospitals or medical centres. Useful advice on health and wellbeing for travelling abroad can be found on www.nathnac.org .
If a staff member is taking prescribed medication for controlled conditions, they should ensure they have a sufficient supply of medicines for their trip.
Should a medical condition deteriorate prior to travel, such that their qualified medical advisor informs them they should desist from travel, they must not travel and should inform their Head of Department immediately and also advise the Insurance Officer.

Visas
Staff should ensure that they have appropriate and current visas for the countries they are travelling to. Although UK travellers are entitled to visit the USA under the visa waiver programme for up to 90 days, they must gain authorisation via the Electronic System for Travel Authorisation (ESTA) prior to the journey. Approval of ESTA should be undertaken at least 72 hours before travel. ESTA application via US Embassy website can be found on http://london.usembassy.gov/ and currently, the payment is $14 per application for Esta (lasting 2 years) and must be paid by credit card.

Foreign & Commonwealth Office (FCO)
Staff are asked to check the FCO website before booking their journey so as to ensure there are no restrictions or specific advice on travel to certain countries and to familiarise themselves with local laws and customs, dress codes, passport and visa requirements, consular details etc. See www.fco.gov.uk

If you have any queries regarding your country of destination, please contact insurance.enquiries@canterbury.ac.uk

A generic risk assessment must be undertaken by Heads of Department in respect of departmental staff business travel, both in the UK and overseas, and a specific risk assessment for any staff with special needs – i.e. expectant mothers.

Country of Destination
The University’s business travel policy does not cover trips to the following countries without prior acceptance by the Insurer and additional premiums may be payable by the Department concerned to arrange cover:

Afghanistan
Iraq

Insured Persons
All University staff under a contract of service with the University and including any accompanying partners and children.

Partner (definition)
Spouse, co-habiting partner and/or any other person recognised as the lawful partner of the insured person under common law, for which a small administrative charge will be payable by the member of staff, as follows:

UK £0.78 per day
Europe £1.62 per day
Worldwide £2.68 per day

There is no charge for children

Extension of Cover
Cover can be arranged for external examiners accompanying staff, upon request through the Insurance Office. A small charge, in accordance with the above rates, will be recharged to the department.

Overseas travel
Whilst undertaking business trips, including incidental holidays, on behalf of the University outside the United Kingdom and Isle of Man or country of domicile, cover shall commence from the time of leaving home or place of employment (which ever occurs first) and continue until arrival back at home or place of employment (which ever occurs last) except medical cover which ceases on arrival back in the UK.

Finance Department Overseas Travel Arrangements (F550)

UK Travel
Cover also includes destinations within the UK (England, Scotland, Northern Ireland, Wales, the Isle of Man and the Channel Islands) provided such journeys include one or more aerial flights or at least one overnight stay.

Incidental Holiday
Incidental holiday can be included, subject to agreement by the Head of Department, and should not exceed the duration of the business component of an insured journey and is limited to a maximum of 7 days. Incidental holiday must be declared on the travel insurance request form.

Expectant Mothers
Expectant Mothers should contact the airline, before booking, to establish their regulations for pregnant women flying. Some airlines may request a medical certificate specifying the expectant date of delivery and may not allow you to fly in the 3^rd trimester. Flying carries a greater health risk for expectant mothers and the baby than the average passenger. New and Expectant Mothers are required to complete a risk assessment MAT-RA Risk Assessment and can find further Information and Guidelines (New and Expectant Mothers) on the Health and Safety website.

You may also find the following websites useful:
www.flighthealth.org/pregnancy
www.bellybelly.com.au/articles/pregnancy/flying-during-pregnancy

Maximum Duration
No single journey shall exceed 12 months in duration unless prior agreement has been obtained from the Insurer to include cover in the Country of Secondment.

Continuation of Cover over Renewal (1 April annually)
Cover continues with the existing insurer over renewal where a new insurer has been appointed for the duration of the trip.

Cover
Fully comprehensive, including:

Personal Accident
Emergency Overseas Medical Expenses and repatriation expenses (not included for UK)
Cancellation, delay and curtailment
Personal property
Money (provided by the University)
Electronic business equipment (i.e. University laptops)
Personal Liability (not included for UK trips) [You would have cover for personal liability under your home contents insurance]
Legal expenses
Political and natural disaster evacuation

24 Hour Medical Assistance
Overseas medical assistance is provided by Chubb Assistance, which is manned 24 hours a day, 365 days a year. It is run by multi-lingual assistance co-ordinators, experienced in managing medical assistance cases with hospitals and clinics worldwide. Chubb Assistance has the ability to arrange direct billing with a network of hospitals and clinics worldwide, which guarantees the payment for treatment provided. The contact details are given on the confirmation of travel insurance document issued to you before your departure. This should be carried with you at all times.

Emergency Assistance Service – Chubb Assistance
Telephone: +44 (0)207 895 3364
Email: medicalassistance@chubb.com

European Health Insurance Card
You should also carry with you a European Health Insurance Card which provides for emergency medical treatment within the member countries under the reciprocal EU arrangements. The card should be shown to the Doctor/Hospital treating you. For further details and application form see www.dh.gov.uk/travellers. This can be applied for online or by application through the Post Office.

Main Exclusions of the Policy:

Travelling against a qualified medical practitioner's advice
Travelling to obtain medical treatment or advice.

Various exceptions and conditions apply.

Claims Procedure Please see Travel Claims Procedure