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Travel "on the Business of the University of Reading (UK)"

If you are travelling for University business, please ensure that you read the COVID-19 Insurance and Travel FAQs.

For information on BOOKING TRAVEL, please see I want to buy > Travel including flights and train tickets.

TRAVEL INSURANCE 

To be recognized as "on business for the University of Reading" you must be a Director, Employee or Student of the Insured contracted to the UK Entity i.e. if a student you must be registered in the UK for insurance cover to be valid.

 

The university travel Insurance provider is changing to American International Group UK Limited (AIG Ltd.).

This change over will not fully transition until 1st August 2022 and in the meantime cover will also remain in place with our current provider RSA.

For any new travel booked we recommend you download the AIG Travel Assistance App which provides travel, security and assistance services.  Details of this, a summary of its features and confirmation of cover for your trip are available here:

 AIG Travel Pack & Cover letter

Lifeline Plus certificate

Covid 19 Certificate

In the event of a claim for Emergency Medical treatment or Emergency Assistance please call AIG Lifeline Plus Assistance Emergency Number:  +44 (0) 1273 456 463 (24 hours a day, 365 days a year).    You will need to quote  AIG Ltd Policy Number: 0010016165

Our Webpages will continue be updated with the full details and features of the new AIG policy over the forthcoming weeks and we thank you for your co-operation during this time.

If you have any queries in the meantime please contact the insurance office uor-insurance@reading.ac.uk for assistance.

 

Before you travel "on the business of the University" you must:

  • Read The University's Safety Code of Practice 38 on Overseas Travel and where it is fieldwork then Safety Code of Practice 32 also applies.
  • Risk assessment is important and wherever you are travelling you should also review the

    Risk Assessment page.

  • After reading COP38, you will need to complete the international travel risk assessment TRA1.  This will need to be authorised by your Head of School or Function.  Where the FCDO advises against all travel, or you are travelling to a sanctioned country, you will need to seek further authorisation from the Vice Chancellor before booking travel.  Your local Health and Safety Coordinator can provide further advice on risk assessment.

  • If you are a member of staff at University of Reading (UK) travelling "on business" you must complete the Overseas Staff Travel Form. Please connect to the VPN first, if off-campus.

  • If you are a student at University of Reading (UK) or RUMAL travelling, please complete the online risk management form for students on RISIS (under 'Actions' select 'Student Risk Management').

  • For UK Travel complete UK travel risk assessment TRA2  - For off-campus activities for staff and post-graduate students conducting UK travel for business purposes.  This is likely to be for conferences and any non-fieldwork type activities such as meetings at other Universities/Institutes. It does not include personal travel or day to day commuting to one’s place of work

FCDO

The Foreign Commonwealth and Development Office (FCDO) is a good place to start with checking information.

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

For general advice about travelling abroad including the latest information on coronavirus, safety and security, entry requirements and travel warnings . Please check the latest update by destination here FCDO Advice.

The University's Executive 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  Commonwealth and Development Office (FCDO) have issued travel advisory notices.

Where advice from the FCDO 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.

If you have to travel to a country where the FCDO state "all but essential travel (or do not travel)" you will require Head of School approval.

SANCTIONED COUNTRIES 

Sanctions consist of a wide range of political and/or economic measures which are put in place by international, regional and state bodies with the aim of influencing the behaviour of a particular country’s regimes, individuals or groups. The types of sanctions measures put in place can vary widely including (inter alia): financial restrictions, import/export restrictions and travel bans.

Please check the latest FCDO update of ALL financial sanctions imposed in the UK here sanctioned countries

If you are travelling to one of the sanctioned countries listed below, you must complete the Sanctioned territories referral questionnaire before you travel as approval by insurers is required before cover can be provided.  Travelling to such countries can increase the risk of travel, so our insurers need to consider carefully the full details of your planned activities before travel commences. The questionnaire should be completed as soon as possible, at least 21 days prior to departure and sent to uor-insurance@reading.ac.uk.

  • Belarus
  • Crimea Region of Ukraine
  • Cuba
  • Iran
  • North Korea
  • Russia
  • Sudan
  • South Sudan
  • Syria

 

University of Reading Financial Sanctions Policy

 

MAKING AN INSURANCE CLAIM

Contact RSA directly by Telephone: +44 (0) 330 102 4093 (lines open 09:00-17:00, Mon-Fri)

Email: glasgow.accidentandhealthclaims@uk.rsagroup.com

Post: RSA Group, Accident and Health Claims, Alexander Bain House, 15 York Street, Glasgow, G2 8LA.

To submit a claim you will be required to complete a claim form : RSA Travel Claim Form

ADDITIONAL INFORMATION 

Incidental holiday

We appreciate that from time to time insured persons will request extension of the Travel Insurance to provide cover in respect of Holiday trips in conjunction with a formal trip for the member organisation. RSA take the view that it is reasonable to extend a business trip, before or after such trip for a number of days relative to the business duration.

Incidental holidays do not intend to accommodate what would normally be considered to be stand-alone holiday cover.

The following guide may be used, but to discuss any particular trip details you are unsure about please contact uor-insurance@reading.ac.uk to discuss.

Business trip duration (days) Holiday duration (days)
Less than 5 0
5-12 2
13-21 5
22-35 8
36-50 12
51-65 16
66-80 20
81-100 23
101-365 25
Over 365 28

Cover includes stopping off in another country.

 

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.

Purchase cards

If you experience a problem with your university purchase card and need the limit extended or if you have any issue with your purchase card, you can contact the team on:

Email: purchasecards@reading.ac.uk

Tel: +44 (0)118 378 6135

Open 9.00am - 5.00pm Mon-Thurs UK time) & Friday 9.00am till 4.30pm.

Further information

For any other assistance please contact the Insurance Office on 0118 378 8309 or by email:  uor-insurance@reading.ac.uk.

International students who are required to travel abroad whilst at the University can obtain a Certificate of Insurance from the Insurance Office before applying for a visa from the appropriate embassy.

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