Travel Insurance

The University provides travel insurance for University employees, students and volunteers travelling within the UK or worldwide on University business.

Cover is not automatic. To arrange insurance please refer to the relevant How to Arrange Insurance pages in the left hand menu.

Travellers must comply with the Safety Office guidelines on Overseas Travel and Safety in Fieldwork.

Important information relating to travel to Ebola affected regions

Following the outbreak of Ebola in some West African Countries our travel insurer has advised us of the following conditions regarding cover in these and surrounding countries associated with the virus.

1. Referral to Insurers is required for all travel to Sierra Leone, Liberia and Guinea, the countries currently most affected by Ebola. Insurers will assess each request to travel on a case by case basis. In view of the fact that risk assessments and insurance applications will need to be forwarded to the University’s broker, a substantial lead-in time is needed in order to ascertain whether the required cover and protection can be placed.

2. Any patient who is diagnosed or suspected of having a VHF (viral haemorrhagic fever), including but not limited to Ebola, Lassa and Marburg virus fever, will not be accepted, evacuated or transferred by the Medical Assistance provider (CEGA).

3. In addition, and until further notice, patients who present with the onset of “fevers of unknown origin” within 21 days of visiting the following 18 countries will not be accepted, evacuated or transferred by the Medical Assistance provider:

Angola, Benin, Burkina Faso, Cameroon, Central African Republic, Chad, Congo, Democratic Republic of Congo , Equatorial Guinea, Gabon, Ghana, Ivory Coast, Mali, Niger, Senegal, Sudan, Togo, Uganda

4. Because of the nature of the virus, commercial air ambulances will not repatriate an Ebola-infected patient. Instead the government of the Insured Person’s country of residence would need to carry out repatriation, if that option is open to them.  For UK Residents, HM Government would liaise with the RAF to effect medical repatriation.

5. The University’s emergency provider will continue to manage any situation to ensure the Traveller receives the best treatment and level of care that can be given in the circumstances.

EHIC Cards: Procedure for refusal of acceptance

There has been some mention in the media of hospitals/clinics' refusal to accept the EHIC Card in some participating EEC countries.

If an EHIC Card is refused as payment by a hospital - do not offer your credit/debit card as payment, but immediately contact the emergency provider, who will be able to provide the promise of payment or direct you to a hospital/clinic who will accept such proof of reciprocal arrangement. 

Who can be insured?

The University provides travel insurance for University employees, students and volunteers travelling within the UK or worldwide on University business.

Referral to the Insurance Team is required for:

  • Travellers over the age of 75
  • Those with pre-existing health conditions (written evidence of fitness to travel from their GP/Consultant must be provided)
  • Travellers normally resident outside the UK

The University cannot insure members of the traveller's family.

What isn't insured?

  • Sabbaticals
  • The first £50 of any claim (this is the policy excess)
  • Personal travel
  • Thefts from an unattended vehicle
  • Insurance of hired motor vehicles whilst abroad
  • University cash - please refer to Insurance Team if you require cover
  • Costs involved in an airline/carrier going into liquidation
  • Participation in dangerous/winter sports - please refer to Insurance Team if you require cover
  • Family members

Areas requiring referral

Due to their trade restriction policy, the University's broker has been prohibited from placing travel insurance for trips to:

  • Crimea (Ukraine)
  • Cuba
  • Iran
  • Syria
  • Sudan
  • North Korea
  • Libya

If you or any colleagues are planning travel to any of these areas please contact the Insurance Team on telephone 01865 (6)16078 immediately, to enable us to place cover for you.

Due to the level of risk, please refer all travel to the following countries to the Insurance Team:

  • Afghanistan
  • Iraq
  • Guinea
  • Liberia
  • Sierra Leone

Personal Medical Information

Travellers are advised that, in the event of a claim for medical expenses, you will be required to provide personal medical information (by way of the claim form) to the University Insurance Team. This is required by the Insurer in order to settle the claim. In the event that the traveller wishes to keep this information confidential from the University Insurance Team, arrangements can be made for the information to be sent direct to the Insurer.

Insurance Cover for Cash

Carrying large amounts of University cash outside the UK is discouraged. Some cash, in the region of £50, is acceptable to cover immediate expenses but the emphasis is on carrying either a University credit card or the traveller's own card (for later recompense).

The University does NOT provide insurance cover for University cash taken outside the UK. If, under exceptional circumstances, there are no safer alternatives, the Insurance Office may be able to make special arrangements for cover. This will be limited to £2,500 and a charge will be made to the department for this. Claims settlement is subject to a £250 excess. Cover will only be considered on the production of a detailed and approved risk assessment.

Further Information

The University Travel Requests page provides a quick way of getting travel and accommodation quotes from the University's travel agents.

Please note that special terms apply to travellers who are abroad for longer than a year. Please contact the Insurance Team for details.

If you are planning a trip or fieldwork, or you are a supervisor or expedition leader, the University Safety Office offers several training courses presented by qualified instructors:

The courses emphasize the practical application of the risk assessment and the planning process.

The University Occupational Health Service can advise on the health risks associated with travel to your field site/country.