Insurance Services

Frequently Asked Questions about Travel Insurance

"Weezie's Birthday Ballooning" by Richard Giles on Flickr.

1. Which forms do I have to fill in?
2. Why does the University need to know I am travelling overseas?
3. Do I need to complete a full risk assessment every time I travel?
4. What do I need to take with me?
5. When I come back, do I have to do anything?
6. I am a Dean of School or a Director of Service: what do I have to consider when staff ask to travel overseas?
7. What documents do I need to apply for a visa?
8. I want to stay on for a few days leave at the end of my business trip (or arrive a few days earlier) - am I insured?
9. If I need travel advice about the country I am visiting, who should I contact?
10. Can I take my partner/children with me on the trip?
11. Does the University insurance cover my personal trips and family holidays overseas?
12. I am travelling overseas as an external examiner. Am I covered by the University insurance?
13. I have a pre-existing medical condition (e.g. asthma/bad back). Am I still covered by the University insurance policy?

1. Which forms do I have to fill in?

• Request for Approval to travel (at the bottom of the page)

This includes a Risk Assessment Form and Checklist. You can also find additional Risk Assessment forms if you are visiting multiple destinations and more information about how to fill in the form at the above link .

Each member of staff at UEL must fill in a form individually. Members of staff travelling with groups of students can fill in the form for themselves and send it in with a list of the students attached.

2. Why does the University need to know I am travelling overseas?

• The University has a duty of care to its staff
• The University holds a travellers’ register, for insurance purposes, which has strategy and budget implications
• To ensure that staff have fully considered the risks of travel
• To ensure staff have been directed to read the Occupational Health information for overseas travellers
• To ensure staff are aware of emergency procedures and have received an Emergency Assistance Card

It is a University requirement that you provide your department with your itinerary, contact phone number and name/address of your accommodation. Failure to do so may invalidate your insurance.

3. Do I need to complete a full risk assessment every time I travel?

Yes. Use the Red24 website (password 7797) to read about specific concerns regarding your particular destination and read more about the Request for Approval to travel and risk assessment forms online. Risks change daily so it is crucial that you complete a new risk assessment each time you travel, even if it is to a familar destination.

4. What do I need to take with me?

• Emergency Assistance Card (at the bottom of the page)
• First aid kit (if appropriate)
• A sufficient supply of any prescription medication you are currently taking (preferably with a copy of your prescription sheet)
• A photocopy of your passport/visa for emergencies, packed separately from the originals
• A mobile phone that will work in-country

5. When I come back, do I have to do anything?

• If you have had health problems whilst away or become unwell immediately on your return, please contact the Occupational Health & Safety Unit.
• If you have an insurance-related incident and / or needed to contact our emergency assistance provider while you were away, you maybe requested to complete a claim form.

6. I am a Dean of School or a Director of Service: what do I have to consider when staff ask to travel overseas?

• Is the trip necessary?
• Is the trip well-planned and organised?
• Have I adequately assessed the risks of the region to be visited?
• How many staff or students need to go on this trip?
• Have I got their full contact details?
• Can I commit this to my budget?
• Do I have any concerns about their fitness to travel?

If youhave concerns regarding a member of staff's fitness to travel, please contact the Occupational Health & Safety Unit. You can also read more advice in the Fieldwork Policy and Code of Practice in the Occupational Health and Safety Unity Handbook.

7. What documents do I need to apply for a visa?

The documents required vary, depending on your nationality and which country you are visiting. As well as your passport, you will need some or all of the following:

• Passport photographs
• Completed visa application form for the country to be visited
• Letter of invitation from the country to be visited
• Copy of your itinerary

You must ensure that you have at least 6 months remaining before the expiry date on your passport (some countries will request one year). For further advice on applying for visas, check the Foreign and Commonwealth Office website for Entry Requirements for your destination. You can also use a commercial site, such as VisaExpress, for more specific information about the documentation requirements for your particularly type of journey. Please note that UEL is in no way affiliated with VisaExpress and cannot guarantee the accuracy of the information on its site. Finally, you can also contact the UEL International Office to get further help.

8. I want to stay on for a few days leave at the end of my business trip (or arrive a few days earlier) - am I insured?

Yes, you are, as long as the primary purpose of your trip is for business.

9. If I need travel advice about the country I am visiting, who should I contact?

• Mark Jackson in the International Office: The International Office may be able to provide hotel recommendations and country information sheets, advise you on recruitment activities in the region you are visiting and put you in touch with local contacts. Contact details: international@uel.ac.uk.
• Visit the Foreign & Commonwealth Office website.
• Visit the Red24 website for travel safety and medical advice (enter password 7797, then click on 'Travel assistance website' and select your country).

10. Can I take my partner/children with me on the trip?

This is at the discretion of your Head of Department. Please note: the University will not cover the costs of your guest.
Partners and/or children of employees accompanying, travelling to join or returning from being with an employee travelling on a journey covered by UEL’s Travel Insurance will also be covered by that same Insurance. Please see the Policy and Cover page for more information.

11. Does the University insurance cover my personal trips and family holidays overseas?

No.

12. I am travelling overseas as an external examiner. Am I covered by the University insurance?

If you are paid by UEL or are acting as a volunteer, yes, you are covered by UEL's Insurance. If, however, your time is paid for by another organisation or instituion, your hosts should provide you with travel insurance.

13. I have a pre-existing medical condition (e.g. asthma/bad back). Am I still covered by the University insurance policy?

The University policy does not exclude pre-existing medical conditions but does exclude travelling against the advice of your medical practitioner. If in doubt, contact your GP to check that you are fine to travel. It is important that you take any medical conditions into account when completing your risk assessment. Contact the Occupational Health & Safety Unit for further advice regarding risk assessments, or the Insurance Officer for information on insurance implications of existing medical conditions.

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