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How to make a claim

Medical Claims

The policy covers medical emergencies only. In the event of a medical emergency whilst overseas you should contact:

Medical Emergency Helpline +44 (0)1243 621066 (quote policy 100005565GPA)

This helpline operates 24 hours a day 365 days a year and will provide assistance with arranging treatment, payment of hospital bills/doctor’s charges and emergency repatriation. It is important that you, or someone representing you, contact the Medical Emergency Helpline before you incur any substantial costs, since failure to do so may invalidate your claim under the University's business travel insurance policy.

All Other Claims

All reasonable precautions must be taken to avoid or minimise loss and to recover property.

All claims MUST be reported to the University’s Insurance Services Team within 50 calendar days of the occurrence/event for which you wish to make a claim for by submitting a completed claim form. Any claim forms received after this time may be declined and no payment will be made by our insurers. All claims are processed by University of Warwick Insurance Services, except for where the Medical Emergency Helpline is used.

Please send your completed claim form (which can be downloaded below) by email to together with the appropriate supporting documentation.

If there will be delays in obtaining any supporting documents then please send the completed claim form initially with evidence of your travel dates. The other supporting documents can be forwarded at a later stage when they are available.

The policy is a policy of reimbursement and all payments are made to the University unless the University gives express permission to the insurers to reimburse the claimant direct.

Supporting Documents

For all claims, please provide:

  • Evidence of travel dates for both outward and return journey (e.g. booking invoice, travel itinerary)
  • Details of any police involvement, along with a copy of the report
  • Written confirmation that no other insurance policy covers the event (e.g. your own travel insurance, household insurance, private medical insurance, bank account insurance, mobile phone contract/insurance)

Listed below is other information that insurers require to support certain types of claims. Please note that this is a guideline only and insurers may request additional documents relating to your claim.


  • The amounts paid and date trip booked (e.g. booking invoice)
  • Evidence that the trip has been cancelled and what, if any, refunds have been given (e.g. cancellation invoice, no show letter)
  • The reason for cancellation and any evidence relating to the cause of cancellation (e.g. letter from treating doctor, medical report)


  • The amounts paid and date trip booked (e.g. booking invoice)
  • Details of whether any refunds have been given (e.g. cancellation invoice)
  • The reason for curtailment and any evidence relating to the cause for the curtailment (e.g. letter from treating doctor, death certificate, letter from police)
  • Receipts / invoices for any additional travel and accommodation expenses incurred as a result of the curtailment

Loss of Documents

  • Evidence that any theft or loss has been reported to the police or other corroborative evidence from an independent source (e.g tour operator’s report)
  • Receipts / invoices for additional costs incurred in obtaining temporary replacement travel documents

Personal Belongings

  • Please contact the Insurance Services Team for advice on what evidence is required depending on the items you are claiming for
  • For loss or damage incurred whilst in the custody of the airline please supply a Property Irregularity Report (PIR)

For any other type of claim, the Insurance Services team will be able to advise what documents/evidence will be needed to support your claim.


Claim Forms

Claim Form - Travel Cancellation/Curtailment

Claim Form - Personal Property