Business travel

Important reminders:

• Volcanic ash and/or strike action

If your travel for University business is delayed (either by volcanic ash or by strike action) and you are required to make alternative arrangements, in order for us to process your claim efficiently, please ensure that you:

1. Fill out an expenses claim form in full and return it with all your receipts to Accounts Payable in Whiteknights House.
2. Complete the Zurich travel claim form and return it and all supporting documents (scanned or copied documents are acceptable) to Zurich Insurance.

Staff/Students travelling on University business ( if you are not travelling on holiday it is likely you are travelling on business of the University) are covered under the University's travel insurance policy underwritten by ZURICH MUNICAP.

Before you travel, you must:

• If you are a member of staff,complete the online risk management form for staff 
• If you are a student, complete the online risk management form for students 

Please note that if you fail to complete the relevant form you may invalidate your insurance cover. For more detailed information, please read the extract from the Zurich policy document.

• Medication

If you take regular medication (prescribed) please ensure you take an adequate stock when you travel overseas. This travel insurance policy will not pay for asthma inhalers (for example) if you forget to take them.

The University's policy on travelling to countries on the FCO's travel advisory list

The University's Senior Management Board have approved a policy with regard to travel by staff on University business or students in connection with their studies to countries for which the Foreign and Commonwealth Office (FCO) have issued travel advisory notices.

Where advice from the FCO not to travel is in force it is not a matter of personal decision whether to travel to the affected country, since any untoward incident would risk exposing the University reputationally, legally or both. For this reason, any proposed journey to, or within, an affected country by staff on University business or students in connection with their studies can only be made with express permission of the Vice-Chancellor.

The Board noted that the signing of a disclaimer document was unlikely to be legally valid and agreed that the use of such disclaimers would not be permitted by the University.

 The University's Summary of business travel cover (Word-188KB)

Travel/Medical insurance for those travelling abroad or overnight in the UK on University business

Staff and students travelling on University Business are covered under the University's travel insurance policy NHE-18CA07-0013 underwritten by Zurich Municipal.

For other claims please contact the Insurance Office on 0118 378 8309 or by email insurance@reading.ac.uk. 

Travel claims
For travel claims please complete the Zurich Municipal Travel/School Journey Insurance claim form (Word-63KB)) and return it to Zurich Insurance. Please complete the sections of the claim form relating to the incident and ensure that you also attach any receipts, police statements or any other necessary documents to substantiate your claim - scanned or copied documents are acceptable.

The address to send completed claims is:

Tracey Thwaites
Zurich Municipal
PO Box 568
1st Floor
1 East Parade
Leeds LS1 2UA

Tel: +44(0) 1132 372634
Fax: +44(0) 1132 421421

or email: leedscasualtyclaims@zurich.uk.com

Further information

Staff and students are automatically covered when travelling on University Business but for administrative purposes please ensure that you have advised the Insurance Office by
email of:

• The duration of your trip
• the destination

International students who are required to travel to Europe whilst at the University need to obtain a Letter of Confirmation of Insurance from the Insurance Office before applying for a visa from the appropriate embassy.

Insurers will allow three days holiday to be added at no extra charge to a business trip. The three days can be split before and after the business or added in full at the start or the end. The three days must be taken in the same country as the business was conducted in.

Staff and students should make their own insurance arrangements for additional holiday travel and for any family members accompanying them on a business trip. One option for provision of travel insurance is: www.bibatravelportal.com but the University of Reading gives no warranties, endorsements or guarantees connected with the site.

For a current view on political, social, and travel information in countries A to Z, please log on to the Foreign and Commonwealth Office website

Please note that if you travel to countries or parts of countries where the FCO have advised against doing so your travel insurance will be invalidated.

Up to date information about the use/benefits of the EHIC (European Health Insurance Card) can be found on the Department of Health website