Insurance Policy Information

Insurer: Aviva

Policy number: 100782764GPA

Policy dates: 1 August 2024 to 31 July 2025

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 and therefore if there is any personal travel individuals will need to arrange their own personal insurance. 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.

Those on a study abroad placement should arrange their own travel insurance from the date their study/placement ends if they choose to remain overseas. Leisure time during the placement will be insured however.

Family members are not covered.

A summary of the travel insurance policy can be found below

Summary of Travel Insurance 2024-25Link opens in a new window

Medical Emergencies

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 100782764GPA

Please note that there is no emergency medical cover if you are a national in the country you need medical attention unless you have been resident in the UK for more than 12 months.

Further Information

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.

EHIC cards continue to be valid until their expiry date. Thereafter travellers should apply for a GHIC Card (Global Health Insurance Card).

Security Assistance

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

24 hour Security Helpline +44 (0)1243 621066

Quote reference NUBT 0105 and policy number 100782764GPA

Travel Card

Please download the insurance Travel CardLink opens in a new window

Take this with you on your trip

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

How to make a claimLink opens in a new window

Flight Changes

All overseas travel ideally should be booked through the University's travel management company, Key Travel no matter what value.

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

In the event of an emergency please call+44 (0)207 843 9602.

You may now also contact your reservations team via WhatsApp message: +44 207 843 9602 and SMS message: +44 7860019411

Full details of Key Travel's services can be found Key TravelLink opens in a new window

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 Information

URGENT UPDATE ON FIRE AFFECTING HEATHROW FROM KEY TRAVEL DATED 21 MARCH 2025

Overnight London Heathrow was impacted by a fire in an electrical sub-station, causing its eventual closure to all inbound and outbound flights.

Heathrow Airport closed all day after nearby fire causes power outage - live updates - BBC News

Heathrow closure - latest: Substation fire 'unusual and unprecedented', says minister - as thousands hit by flight cancellations | UK News | Sky News

Currently we have our 24/7 crisis response in place and are supporting passengers directly affected. For future booking support these will be prioritised after the specific travellers impacted are supported.

Our phones lines are extremely busy and for emails, please ask travellers or bookers who want to make changes or cancellations to use “Heathrow Fire” in the subject title, so that our global CRM Salesforce can immediately pick these out from the system for action.

The situation is dynamic, and airlines are still relocating flights globally and updating their ticket rules, see the headlines below:

• 397 outbound departures from Heathrow today
• 354 inbound arrivals to Heathrow today – flights are being diverted or are being cancelled
• Regional airports in the UK and Europe are being used and flights also diverted internationally.

It is reported that this is likely to impact travellers booked or in the air for 48-72 hours

Airlines should assist as follows but the incident is unprecedented so not guaranteed:-

If your flight is cancelled and you’re departing from the UK or travelling to the UK with a UK airline, then your airline must offer you the choice of a replacement flight at the earliest opportunity or a refund. If you’re flying to the UK with a non-UK airline, you should check the terms and conditions of your booking to see what you’re entitled to.

You’re entitled to care and assistance while you wait, which usually means refreshments, access to communications e.g. phone calls, plus accommodation and the necessary transfers if the flight is delayed until the next day or later. If your airline advises you to make alternative travel arrangements and claim back the cost later, you should incur reasonable costs and keep all receipts.

If your flight is delayed or cancelled and you’ve booked a package holiday, you have the same rights as any other passenger as well as additional protection for the rest of your holiday.

If flight delays or cancellations lead to your holiday being cancelled, or new arrangements are made that result in a significant change to your holiday, then your travel company must offer an alternative holiday if they can, or a refund for the full price of your package holiday. Generally, a change of more than 12 hours on a 14-night holiday is considered a significant change.

If your flight is delayed by at least two hours and you’re departing from the UK, your airline should offer you care and assistance while you wait. This usually means refreshments, access to communications e.g. phone calls, plus accommodation and the necessary transfers if the flight is delayed until the next day or later. Any additional expenses beyond this are your responsibility and you should check your travel insurance to find out what’s covered in your policy.

The length of the delay and how far you’re travelling determines when your right to care and assistance starts.

If you’re delayed by more than five hours, your airline must offer you the choice of taking a refund of the flight cost.

If you need to make a claim please contact the airline first via Key Travel if they were used or yourself if you booked directly for flight costs. Any other costs should be claimed from the University's travel insurer, subject to policy cover. Please note delay compensation is not payable by the insurer for this incident. Details on how to claim can be found here

How to make a claim

Travel Hub

Information on all areas relating to Travel on University Business can be found on the Travel Hub

Topics include:

1. Travel Risk Assessments

   travel_risk_assessment_240225.docx

2. Fieldwork Risk Assessments

   Fieldwork

3. Safety and Wellbeing whilst travelling
4. Export Controls
5. Finance and Expenses
6. Insurance
7. Travel Policies
8. IT Services

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.

Export Control Regulations

Export Control regulations apply to the transfer of physical goods, technology, materials, equipment, or know-how from the University to outside of the UK, whether via verbal, physical or electronic means. Staff and Students travelling overseas must comply with Export Control RegulationsLink opens in a new window. University guidance on this can be found on the Research & Impact Services (R&IS) webpage International Travel GuidanceLink opens in a new window 

If you have any questions about how this applies to your travel, please contact the R&IS on Export-Control@Warwick.ac.uk.

Countries, Areas or Territories Where Insurance Cover Can Be Provided Automatically Without referral to Insurance Services

The FCDO are now reviewing the countries that travel can take place to on a regular basis and current information can be found on the FCDO travel advice for individual countries.Link opens in a new window

Insurance can be provided subject to a travel risk assessment being completed and approved by the Head of Department and complying with the University's Financial Procedures.

Currently the USA is classified as an 'amber' country by Solace, but 'green' by the FCDO. Whilst the USA is classified as 'green' by the FCDO a copy of the travel risk assessment does not need to be forwarded to the Group Insurance Manager for approval.

Full guidance can be found on the H&S Travel HubLink opens in a new window

Countries, Areas or Territories Requiring Notification to Insurance Services

For any deemed essential travel to any countries that are subject to FCDO restrictions i.e. essential or no travel recommended (either stated by the FCDO or shown on a map) please contact the Insurance Office for further guidance and approval r.campbell-kelly@warwick.ac.uk. Insurance cover cannot be guaranteed for these countries. To find out if a country has FCDO restrictions please check FCDO Restricted CountriesLink opens in a new window

If you intend to travel Afghanistan, Algeria, Bahrain, Bangladesh, Belarus, Bolivia, Burundi, Cameroon, Central African Republic, China, Colombia, Cuba, Democratic Republic of Congo, Ecuador, Egypt, Republic of Guinea, Republic of Guinea-Bissau, Haiti, Iran, Iraq, Israel, Jordan, Kenya, Lebanon, Libya, Mali, Mexico, Myanmar (Burma), Nicaragua, Nigeria, North Korea, Russia, Somalia, South Sudan, Sri Lanka, Sudan, Syria, Tunisia, Ukraine, Venezuela, Yemen, or Zimbabwe you must email r.campbell-kelly@warwick.ac.uk with details of your proposed trip before travel arrangements are confirmed. Insurance cover cannot be guaranteed for these countries.

Additionally if you are travelling to a Finance defined high risk country listed here

Anti-Money Laundering further guidance (warwick.ac.uk)

you must follow the guidance before travel arrangements are confirmed and email details to FinCompliance@warwick.ac.uk 

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 hereLink opens in a new window

Useful Links - please read before travel

University of Warwick Travel Hub - all information regarding Travel is contained on this page

Solace Global - registration required (using policy number at top of page)

Providing services and travelling for business to the EU, Switzerland, Norway, Iceland and Liechtenstein: country guidesLink opens in a new window

Air passenger travel guide - GOV.UK (www.gov.uk)