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.
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.
When you travel on the business of the University of Reading, you are covered by RSA travel and emergency medical insurance.
We recommend you download the Travel Assistance App which provides travellers with an online resource, giving up-to-date travel information on the countries you are visiting, including a comprehensive coronavirus advisory section. This online portal is a central point of reference with detailed country dossiers covering a variety of topics, with medical and security risk ratings and summaries, country alerts, healthcare overviews, travel tips, vaccination requirements, medical briefings and much more.
Healix International are available 24/7 to provide medical and travel assistance. You will need the UoR policy number RTT306251
Tel: +44 (0) 2086 084 100 (for your protection calls may be recorded or monitored) or email email@example.com
RSA Policy Number: RTT306251
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
Following reading Code of Practice 38, determine if you are travelling to a low risk location by using the Overseas Risk Profiling Tool and get approval from your line manager. Where the FCDO has advised restrictions on travel, or another factor significantly increases risk, use the Overseas Travel Risk Assessment - Medium and High Risk form - approval from Head of School or Function will normally be required. Your local Health & Safety Co-ordinator 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').
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.
If you are travelling to a sanctioned country, you must complete the Sanctioned territories travel questionnaire (Word, 23.2KB) and send to firstname.lastname@example.org.
Please check the latest FCDO update of all financial sanctions imposed in the UK here sanctioned countries
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)
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
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 email@example.com to discuss.
|Business trip duration (days)||Holiday duration (days)|
|Less than 5||0|
Cover includes stopping off in another country.
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.
Medical Insurance Template with Card
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:
Tel: +44 (0)118 378 6135
Open 9.00am - 5.00pm Mon-Thurs UK time) & Friday 9.00am till 4.30pm.
For any other assistance please contact the Insurance Office on 0118 378 8309 or by email: firstname.lastname@example.org.
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