Coronavirus (Covid-19): Latest updates and information
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Overseas Business Travel Insurance

Insurer: Aviva
Policy Number: 100005565GPA
Policy Dates: 1 August 2020 to 31 July 2021
Policy Type:

IMPORTANT PLEASE NOTE - This is a business travel insurance policy only – cover is for travel for the University of Warwick business purposes only (this includes PGR students or students going on a study abroad placement arranged through the University of Warwick). This policy does not cover any holidays or personal travel. Permission to add personal travel to any business-related booking will not be granted.

Staff and PGR students must return directly to the UK once the purposes of the trip are fulfilled to avoid invalidating insurance cover. Those on a study abroad placement should arrange their own travel insurance from the date their study ends if they choose to remain overseas.

Family members are not covered.

Risk Assessment requirement in advance of travel:

For countries the University permits overseas travel to (guidelines can be found here) please ensure you complete a risk assessment in advance, details can be found here Travel Risk Assessment and Field Work

The Covid-19 risks should be particularly considered as follows, but it is not an exhaustive list:-

  1. PPE requirements
  2. Availability of local medical facilities.
  3. Quarantine arrangements (upon arrival/return, or if the situation deteriorates).
  4. Local Covid-19 restrictions.
  5. Repatriation arrangements due to FCO Covid-19 advice change. Insurers no longer insure this.
  6. What to do in the event of contracting Covid-19.
  7. Potential civil unrest due to Covid-19 implications.

General information can be found here HR Travel Advice

Travel Card:

Please download and take this with you on your trip - Travel Card

Emergencies:

Medical

Only emergency medical treatment is covered under this policy. In the event of an emergency please call:

24 hour Emergency Medical Assistance Helpline +44 (0)1243 621066

Quote reference NUBT 0105 and policy number 100005565GPA

Please note that there is no emergency medical cover if you are a national in the country you need medical attention.

Security Assistance

If there is a risk to your personal safety please call:

24 hour Security Helpline +44 (0)2077412074

Quote reference NUBT 0105 and policy number 100005565GPA

Flight Changes

All travel must be booked through the University's travel management company - Key Travel.

Please contact them quoting your booking reference number if you need assistance:

Key Travel 24 hour helpline +44 (0)161 819 9812

Full details of Key Travel's services can be found here Key Travel

Please note that only your Department's representative that booked your travel or the traveller themselves (not a third party) can make changes to your travel arrangements with Key Travel.

Policy Summary:

A summary of the travel insurance policy can be found here Overseas Business Travel Insurance Summary

Please note that travel that starts on or after 1 August 2020 will not be covered for cancellation or curtailment due to any impact caused by Covid-19 or related viruses.

Claims:

A completed form must be sent to Insurance Services within 50 calendar days of the occurrence/event otherwise your claim may not be paid - please refer to the 'how to make a claim' page above unless relating to travel was disrupted by Covid-19. If that is the case please see guidance below.

Any Other Queries/Questions:

Please contact the University Insurance Services Department:

Email insuranceservices@warwick.ac.uk

Telephone 02476 524222 (office hours only)

Please also refer to the business related travel guidelines before any booking is made, details found here

COVID-19 (Coronavirus)

The Covid-19 pandemic and implications changes regularly and you should monitor the position in the country to be visited before travel and during the trip. Valuable information an be found at the following websites:-

Foreign and Commonwealth Office

World Health Organisation

Public Health England

University of Warwick News

The FCO are now reviewing the countries that travel can take place to on a regular basis and current information can be found here Permitted Countries

A number of the Permitted Countries countries are restricting entry or imposing quarantine restrictions depending upon the nationality of the traveller and/or the country the traveller has come from. Please check before you travel/book as you may be denied entry.

University Guidance and Requirements for Travel

As the FCO has now updated its global advisory against ‘all but essential’ travel, exempting destinations that no longer pose an unacceptably high risk for British travellers University of Warwick staff and PGR students are therefore now at liberty to undertake business critical travel only to countries where the ban has been lifted and travel advisories may be in place, subject to conditions relating to insurance cover and subject to the following University guidelines:

  • Any staff and PGR students wishing to undertake critical business-related travel must seek departmental budget approval, complete a risk assessment and ensure that appropriate travel insurance is in place.
  • If the travel is not being funded by the University of Warwick, staff members and PGR students must still seek departmental approval for the trip, complete risk assessments (both for travel and for any work activity independently) and ensure that appropriate travel insurance is in place to ensure staff and student safety and wellbeing and to take any quarantine implications into account.
  • If the objectives of any business-related trip could largely be achieved by other means (such as video conferencing/ Microsoft Teams) then travel cannot be justified. This is both to support the University’s planned cost savings in light of Covid-19 and to support the University’s plans to help combat climate change and significantly reduce our direct and indirect carbon emissions.
  • Quarantine periods must be taken into account when planning any business-related travel. If staff members are unable to undertake timetabled teaching commitments upon their return due to quarantine restrictions and alternative teaching arrangements cannot be made, travel approval will be declined.
  • Until further notice, all overseas travel bookings should only be made through the university approved travel management company, Key Travel.

Staff and PGR students should note that the University travel insurance policy provides cover for travel for University of Warwick business purposes only. This policy does not cover family members, any holidays or personal travel. As such, permission to add personal travel to any business-related booking will not be granted and staff and PGR students must return directly to the UK once the business purposes of the trip are fulfilled to avoid invalidating insurance cover.

Covid-19 claims are only being considered for trips that started/were due to start on or before 31 July 2020. For trips that start on 1 August 2020 or after Aviva will no longer cover cancellation/curtailment claims relating to Covid-19. However, for Staff the University will cover the cost of one return economy flight to the UK from the business travel destination, if an existing return ticket cannot be utilised. Exceptional circumstances will be considered on an individual basis. If you need to claim for an additional flight please contact your Departmental Administrator.

If you still need to make a cancellation curtailment or repatriation claim relating to Covid-19 (Coronavirus) for any trips with a start date up to 31 July 2020 please complete one of the following forms as appropriate (guidance on how to submit a claim is within). IF YOU DO NOT SUPPLY ALL OF THE SUPPORTING DOCUMENTATION REQUESTED AND DETAILED ON THE FORM YOUR CLAIM WILL TAKE LONGER TO PROCESS BUT PLEASE SUBMIT NOW TO PREVENT IT BEING REJECTED AS OUT OF TIME.

If you are still able to make a valid claim please complete one of the following forms as appropriate:-

Student Curtailment Claim Form Covid-19 (study/work abroad placements only)

Student Cancellation Claim Form Covid-19 (study/work abroad placements only)

Staff Curtailment Claim Form Covid-19

Staff Cancellation Claim Form Covid-19

You should be asking Key Travel or your travel provider if Key Travel was not used (prior to 26 July 2020) to make a refund rather than accepting vouchers wherever possible.

Claims Update
As you will appreciate, insurers are still extremely busy at the present time due to the number of claims submitted and therefore claims are taking much longer than usual to be reviewed. We cannot currently give you a timeframe unfortunately and ask that you please be patient at this time.

Countries, Areas or Territories Where Insurance Cover Can Be Provided Automatically

The FCO are now reviewing the countries that travel can take place to on a regular basis and current information can be found here Permitted Countries

If your destination is included as a permitted country then insurance cover can be provided subject to you completing a travel risk assessment, checking the University's policy on overseas travel found here, and familiarising yourself with any Covid-19 quarantine conditions/entry requirements for that country and your return to the UK.

    Countries, Areas or Territories Requiring Notification

    For travel to any countries that are subject to FCO restrictions please contact the Insurance Office for further guidance insuranceservices@warwick.ac.uk 

    Travel Risk Assessment

    For all travel a risk assessment should be done prior to each overseas trip using the Pre-travel risk assessment form 

    The Covid-19 risks should be particularly considered as follows, but it is not an exhaustive list:-

    1. PPE requirements
    2. Availability of local medical facilities.
    3. Quarantine arrangements (upon arrival/return, or if the situation deteriorates).
    4. Local Covid-19 restrictions.
    5. Repatriation arrangements due to FCO Covid-19 advice change. Insurers no longer insure this.
    6. What to do in the event of contracting Covid-19.
    7. Potential civil unrest due to Covid-19 implications.

    This should be conducted by the traveller in discussion with their line manager/supervisor. Some of the considerations are included on the form however it is up to the traveller/line manager/supervisor to ensure this is appropriate for the trip. Separate guidance is also provided for conducting Fieldwork in connection with your trip, which incorporates things to consider whilst preparing your risk assessment and whilst contingency planning.

    Please note that Insurance Services do not approve or authorise any risk assessments. This is the responsibility of the department. All submitted risk assessments to Insurance Services must be fully completed and signed by both the traveller and line manager/supervisor otherwise they will returned to the traveller.

    Letter to Support Visa Applications

    We can provide an insurance letter to support a visa application for business travel only. Please contact Insurance Services advising:

    • your name, your dates of travel, the country or countries you are travelling to, the reason for your trip

    Please allow at least 4 working days

    The Business Travel insurance does not provide cover for the failure to obtain/maintain any necessary documents required for the country you are travelling to (e.g visas, passports, permits etc).

    Medical

    Please note that this policy is NOT a health or medical insurance policy and general healthcare is not covered. Travellers may therefore want to consider taking out their own private insurance to cover them for their trip. This can also be a requirement for some types of visas and should be checked by the traveller. Please note that unfortunately the University Insurance Department is unable to provide any advice in relation to the purchase of health/medical insurance, the insurance requirements for other countries or insurance required for visa applications.

    Under this policy, only emergency medical treatment is covered (i.e. that requires immediate treatment) and the Emergency Medical Helpline number should be contacted +44 (0)1243 621066