Travel

Overseas Travel

Overseas travel risk assessment requirements have changed. The University has a duty of care to ensure all of its staff and students are safe and therefore those who conduct business overseas should follow the new process. This new process only applies to staff and PGR students. More information will follow for Undergraduate and PGT students.

All links to overseas travel can be found via the Travel Hub (warwick.ac.uk)Link opens in a new window. This includes any health and safety, and wellbeing information, finance and expenses, insurance, export controls and IT requirements.

Note: If you are conducting fieldwork, community research etc. overseas, which you are leading, a procedural/activity risk assessment must be in place prior to conducting the research. Further information can be found in the Overseas Travel Process And Guidance at the University of Warwick document (link via Travel Hub). A copy of this document must be uploaded to the online form before your trip.

New process:

1. Read section 7 of the Overseas Travel GuidanceLink opens in a new window
2. Sign into Solace SecureLink opens in a new window webpage using your Warwick email address and the University insurance policy number (link via Travel HubLink opens in a new window). A mobile app is also available to download via your app store.
3. Determine the visiting country/countries, green/amber/red status by checking the FCDO websiteLink opens in a new window AND Solace Secure Link opens in a new window(Insurers). Definitions are below:

Destination Risk	Definition
GREEN	Solace Secure defines the country's overall risk as low or negligible
AMBER	Solace Secure defines the country's overall risk as moderate and/or FCDO advises against all but essential travel (justification is required)
RED	Solace Secure defines the country's overall risk as high or severe and/or FCDO advises against all travel OR countries, areas, territories requiring insurance notification (Insurance cover will not be possible - do not travel).

Additional information to help complete the form

The University travel insurance cover is for staff and student travel for business purposes only. This policy does not cover holidays, personal travel or family members. Any personal travel must be funded and covered separately. It is important you check your personal travel insurance carefully as often it only covers trips that start and finish in the same place. Please declare this fact to your insurer to ensure your insurance cover is not invalidated.

For travel to countries where the FCDO recommends against all but essential travel OR to one of the countries listed as notifiable to the insurers on the insurance websiteLink opens in a new window, the insurance provider must be notified of travel by emailing r.campbell-kelly@warwick.ac.uk before travel arrangements are made.

Where a pre-travel risk assessment is required, this must be signed by your supervisor/ line manager/ cluster leader. Download a blank risk assessment formLink opens in a new window.

UK Travel

It is important that your Line Manager or, if applicable, a departmental contact knows where you are in case of an emergency. However, there is no requirement to complete a pre-travel risk assessment for UK travel.

The use of Airbnb or equivalent self-catering accommodation is discouraged both in the UK and overseas. However, if there is no alternative accommodation e.g., a long-term placement at Warwick, suitable checks should be made to ensure the accommodation is fit for purpose. Applicable guidance on accommodation requirements can be found in section 9 in the Overseas Travel Process And Guidance at the University of Warwick documentLink opens in a new window. There is no requirement to write a pre-travel risk assessment for the use of a UK Airbnb.

Note: If you are conducting fieldwork, community research etc. in the UK a procedural/activity risk assessment must be in place prior to conducting the research