Before you start
Check with your line manager/Principal Investigator/departmental budget holder that you have permission to travel.
To register your trip, you’ll need your:
- UCL user ID and password
- Destination(s) of travel
You’ll also need answers to the following questions:
- Are you travelling against medical advice?
- Have you done a Risk Assessment?
- Have you had the required vaccinations?
- 1. Check insurance policy information
Insurance policy conditions
No individual trip should exceed 12 months. For individuals who have been temporarily assigned to a country for employment or education purposes for a period in excess of 12 months, will be considered to be a secondee by the insurers, and as such, treatment for pre-existing medical conditions are excluded and you will require an additional health insurance policy.
If you are planning a trip to a Sanctioned Territory like Russia, a sanctions questionnaire will need to be completed and this can take several days for the insurers to approve the cover.
If travel is to Afghanistan, Iran,Iraq, Pakistan, Yemen, Somalia, Niger, Delta, Mali, Syria, Columbia, Nigeria, Venezuela, Philippines or Mexico, you will need to inform the Insurance Section as the policy has restricted cover for travel to these areas. The insurers are not currently providing travel insurance for Iran due to sanction restrictions.
- 2. Check insurance policy benefits
Insurance policy benefits
The policy provides the following benefits:
- Medical Expenses including Emergency Repatriation Expenses - Unlimited. There is no medical expenses cover on the policy in an individual's home country or country of permanent residence.
- Baggage - £10,000 per person (claims over £3000 subject to 25% of excess amount). An excess of £50 is payable on each claim.
- Money - £3,000 per person (claims over £3000 subject to 25% of excess amount)
- Electronic Business Equipment - £3,000
- Other Business Equipment - £3,000
- Cancellation & Curtailment Expenses outside UK- £10,000 (A £50 excess applies to staff for travel that was not booked through Clarity)
- Cancellation & Curtailment Expenses within UK- £2,000 (A £50 excess applies to staff for travel that was not booked through Clarity)
- Replacement Employees - £10,000
- Personal Liability - £5,000,000
- Travel Delay – There is cover for reasonable additional expenses, that have been incurred for travel or accommodation.
- Loss of Deposits - £1,000
- Hijack – Limit £500 per day
- Legal Expenses - £50,000
- Death, Loss of Limbs /Eyes, Permanent Total Disablement –3 x annual salary
- Temporary Total Disablement - £60 per week (Payable for a maximum of 104 weeks) & £25 per week for Temporary Partial Disablement
- Single Event Limit - £10,000,000 any one event.
Cover will not apply for a trip to a region for the following benefits if the FCO has an advisory for, only essential travel or advise against all travel to a region: Cancellation/Curtailment, Political/Natural Disaster Evacuation and Crisis Management.
A travel insurance guide is available in the link below which contains useful information for pre-trip, risk management, apps for assistance and how to remain safe whilst travelling.Travel Risk Management
- 3. Check health insurance cover
Health insurance is provided, see visa requirements for the cover available
Staff and students embarking on a term/year abroad in a US university under an F or J1 visa, can use the UCL travel insurance which is "J" Visa compliant and is sufficient if the US entity confirms that they accept J Visa insurance.
Staff and students travelling to the US for more than 90 days are required to obtain a greater level of health insurance cover than that of a generic UK Travel Insurance Policy, for an additional cost, the UCL insurers have developed a policy (in the link below).
The "Bronze Plan" in the link should be adequate cover but it is advised that you confirm this with the US institution who may have additional requirements which exceed that of the J1 Visa.
- 4. Check annual leave cover
There is cover for a few days taken as holiday in conjunction with the UCL trip. The additional days must be in the same country or state as the UCL trip.
Business trip duration and holiday duration
- Less than 5 days business trip - 0 days holiday
- 5-12 days business trip - 2 days holiday
- 13-21 days business trip - 5 days holiday
- 22-35 days business trip - 8 days holiday
- 36-50 days business trip - 12 days holiday
- 51-65 days business trip -16 days holiday
- 66-80 days business trip - 20 days holiday
- 81-100 days business trip - 23 days holiday
- 101-365 days business trip - 25 days holiday
- Over 365 days - 28 days holiday
- 5. Register your trip
How to register your trip and arrange travel insurance through TravelCert.
To get insurance cover you need to register your trip.
If you are travelling to somewhere deemed 'unsafe' or a sanctioned country you will receive an automated email "TravelCert Trip Clarification Required". The insurance team will contact you about your trip.
There is a TravelCert app available via Google Play and Apple store.
AIG will not be providing any insurance cover for trips to Russia due the international Sanctions.