STAFF STUDENT TRAVEL INSURANCE July STAFF STUDENT TRAVEL INSURANCE Heriot

STAFF & STUDENT TRAVEL INSURANCE July 2007 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 1. 2. 3. 4. 5. 6. 7. 8. 9. PRIOR TO TRAVEL GENERAL GUIDANCE RESTRICTIONS TO TRAVEL - FOREIGN OFFICE INSURERS DETAILS AND POLICY NUMBER PERSONAL ACCIDENT MEDICAL CANCELLATION AND CURTAILMENT PERSONAL BAGGAGE MONEY & CREDIT CARDS 10. EXCLUSIONS 11. CONTACT DETAILS 1 2 1 PRIOR TO TRAVEL YOU MUST: • Complete the travel risk assessment which can be found by going to www.hw.ac.uk/insurance • Obtain a copy of the “Health Advice for Travellers” information booklet, this can be obtained from any Post Office or the Group Risk Office, Estates & Building Services. • Staff/Students going outwith the UK to study or work in another European Economic Area must obtain an EHIC (European Health Insurance Card). This can be obtained from the Post Office or by calling 0845 606 2030 or visiting www.ehic.org.uk. Failure to obtain the EHIC will result in you being responsible for all medical cost in the first instance. • Where appropriate arrange to visit your local medical centre regarding vaccinations and medication. Students who are registered with the University Medical Centre can make appointments for the “Travel Clinic”, please telephone 0131 451 3010 for further information. The University does not accept any liability for staff/students who fail to receive the recommended vaccinations/medication prior to travel abroad. • 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. 3 • Notify your School if you intend travelling to any other county whilst on University business or during your course of study. • Ensure you have familiarised yourself with the laws and customs of the country you are intending to study in. All staff and students are advised to source valuable information about the country they will be visiting from the Foreign Office web site www.fco.co.uk/travel. • Notification must be made to the Group Risk Office of staff or students who intend to carry out any type of manual/industrial placement work out with the United Kingdom. A copy of the risk assessment/agreement/contract must be provided at least two weeks prior to departure. The University does not accept any liability for staff/students who fail to declare the above information prior to departure. • Declare to your School/Institute/Section Insurance Co-coordinator details of any incidental holiday you intend taking whilst abroad. All incidental holidays must not exceed 30 days duration, and must not: • Exceed the duration of the business trip, whichever is the less. • Involve hazardous activities. • Involve working abroad other than in direct relation to the business trip/study. 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. 2 GENERAL GUIDANCE • Do you know exactly where you are going and how to get there? • Is there anyone who can meet you? 4 • Long haul flights – The University recommends that due to the effects of long haul flights all staff/students should refrain from driving hired vehicles. 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, highlighted in the media recently. This is the movement of blood clots in the body caused by sitting in the same position for extended periods of time. If you are prone to such conditions please consult your doctor prior to travelling. In any case, it is advised to move regularly throughout any long haul flight. • The University recommends that you do not carry any valuables or items of sentimental value; very often these items cannot be replaced. • Do you intend seeking employment whilst on your placement? You must ensure that the employer has adequate insurance. The University does not accept responsibility or liability for any student who undertakes employment whilst on their study placement. 3 RESTRICTIONS TO TRAVEL: There may be occasions where travel will require to be curtailed or cancelled. This action is only taken where the Foreign Office has advised that there is significant risk to visitors. A travel risk assessment must be carried out for all travel and specific assessments must be undertaken where the Foreign Office has highlighted any security issues with regard to visiting certain countries. The assessment must be returned to the Group Risk Office prior to any travel arrangements being made. 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. 5 4 TRAVEL INSURANCE The University travel insurance policy provides indemnity against specified risks associated with cancellation, personal accident, medical expenses, loss of personal effects and legal liability in respect of journeys made by staff and students in connection with University approved business STUDENT TRAVEL Important: Students who are intending studying for more than 12 months outwith the UK are required to return to home at least once during the period of study. ALL STUDENTS ARE REQUIRD TO UNDERGO A MEDICAL EXAMINATION DURING THE RETURN TRIP AND CONFIRM THAT THEY ARE FIT TO TRAVEL. confirmation from the students gneral practinioner is required prior to leaving the UK. The above will also apply to all staff who are on approved university business for extended periods of time. Please quote the following policy number in the event of each and every claim Name of Insurer: Policy Number: Zurich Municipal NHE15CA01-0013 5 PERSONAL ACCIDENT The University provides cover for the following: • Death • Loss of Limb • Permanent Total Disablement from your usual Occupation Additional Benefits • Funeral expenses • Hospitalisation for more than 48 hours • Loss or Damage to clothing/personal effects as a result of Assault 6 6 MEDICAL Medical Expenses The cost of medical, surgical or other remedial attention treatment or appliances given or prescribed by a Medical Practitioner. Hospital, nursing home and ambulance charges. Dental and optical expenses are included only if necessitated by accidental bodily injury or incurred from emergency treatment. Emergency Travel Expenses 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, Estates & Building Services, will normally deal with all requests. Inter-Partner Assistance In an emergency you can obtain immediate assistance by telephoning Inter-Partner Assistance. Inter-Partner Assistance operates 24 hours a day 365 days of the year. From the UK From Abroad: Fax: Sums Insured £1,000,000 Excess A £15 excess applies to each and every claim made under this section. In most cases the excess will be deducted prior to settlement. In all other circumstances you will be asked for payment. 0845 271 3848 044 845 271 3848 0049 89500 70389 7 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 • 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/Institute/Section Insurance cocoordinators. You may also request a card from the Group Risk Office. The medical assistance card can only be used in a Medical Emergency. On contacting Inter-Partner 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/Institute/Section 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. 8 • Accidents involving injury require to be reported to the University Safety Office. Your School/Institute/Section will provide you with the relevant accident report form. Alternatively this can be completed on-line via the University web pages. • Where applicable you must present your EHIC • Keep all receipts, invoices, medical reports, police reports and any other documentation related to your claim. • You may 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. 7 CANCELLATION, CURTAILMENT AND CHANGE OF ITINERARY Sum Insured £3,000 Excess An excess of £15 applies to each and every claim made under this section. The excess where applicable will be deducted from the final settlement. In all other circumstances you will be asked for payment prior to settlement of the claim. 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. 9 Curtailment Payment of all deposits, advance payments and other charges for transport or accommodation (on a pro rata basis) 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 • 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. 8 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 Maximum Single item value Delayed Baggage £1,500 £250 £50 10 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 loss computer equipment such as laptops or other high value items. You are advised to purchase additional 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, trunks and other containers. Delayed/Loss of Baggage - Claim procedure You must: • Report your loss to the airline immediately • Obtain a copy of the irregularity report, which is issued by the airline. 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, Estates & Building Services. 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 £50 towards the cost of purchasing emergency clothing, toilet requisites and similar items. Full details and supporting documentation of any claim to be provided within 30 days of the claim being notified. 11 9 MONEY & CREDIT CARDS Sum Insured: Excess An excess of £15 applies to each and every claim made under this section. The excess where applicable will be deducted from the final settlement. In all other circumstances you will be asked for payment prior to settlement of the claim. • 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. 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 • You must inform the local police of any incident that occurs within 24 hours. • Obtain a copy of the police report. £400 12 • Jewellery is not covered by this policy, you must purchase adequate insurance prior to your departure from the UK • You must notify the Group Risk Office as soon as possible, this can be done by email, telephone or fax. • The Group Risk Office will provide assistance and pursue your claim with the insurers. You will be required to produce the following information; • Any receipts in respect of any items lost/damaged or stolen • Details of any other cover under which you are permitted to claim Claim forms can be found on the University Insurance web pages. Medical Emergency Cards can be obtained from your School Insurance Co-coordinator or from the Group Risk Office, Estates & Building Services. 10 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 undertaking any 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 Undertaking a trip against medical advice 13 War invasion act of foreign enemy hostilities Travel to areas where the Foreign & Commonwealth Office has advised against all travel and non essential business 11 CONTACT DETAILS Lorraine Loy Group Risk Manager Direct Telephone No: 0131 451 8087 Email address L.Loy@hw.ac.uk Cherry Rogers Insurance Assistant Telephone: 0131 451 4091 Email: C.M.Rogers@hw.ac.uk Office Fax no: 0131 451 8342 14