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University Business Travel Insurance Procedure

Members of staff who travel on University business and students who are required to travel for course related work will be insured under the University travel insurance. 

University business travel must be directly related to University business operation; linked to a compulsory element of a University award-bearing degree programme of study; or in connection with an approved overseas sporting fixture through SPORT Manchester. 

Any travel which is not defined above is classified as personal travel and travellers will be required to purchase their own cover.

Prior to travel

Travellers should follow the travel flowchart and comply with the University Travel Policy.  For trips to high risk countries, travellers must seek appropriate approval before travel.  Further information on the University Travel Policy can be found on Travel.

All travellers should check the Foreign and Commonwealth Office (FCO) website for the latest travel advice prior to travel.   Further travel advice, including reports specific to countries, can be obtained from AIG Travel Assistance site.

Prior to travelling, if there is a significant change in risk, you should consider the new emerging risks and seek approval again.  You must not travel against the FCO advice without specific pre-approval. 

If you are concerned about proceeding with travel arrangements, please contact Key Travel to make alternate arrangement if necessary.

What to do in the event of an emergency incident

In the event of any emergency or medical incident, whether or not it may lead to a claim, travellers should seek medical advice and/or obtain assistance by calling the AIG Assistance Team directly on tel: +44(0)1273 727416.

For non-emergency situations, email the Insurance Office.

Visa application

If a traveller needs confirmation of insurance cover for visa application purposes, email the Insurance Office and provide the following information:

  • Full name (as shown on the passport)
  • University ID number
  • School/Unit
  • Country of destination
  • Purpose of the trip
  • Period of travel

Due to high demand during travelling season, please send your request at least four working days before your application deadline.

Travel Cancellation

FCO advice

You can claim for the cancellation of a trip if the FCO advises ‘against all travel’ or ‘against all but essential travel’ to your intended destination, as long as the advice wasn’t in place when you booked the trip.

In the absence of FCO advice, you will not be covered if you cancel your trip.  You should continue to monitor FCO advice and speak to Key Travel regarding your travel arrangements.

Unexpected illness

If you need to cancel a trip due to illness or injury, you will be covered as long as the illness or accident wasn’t from a pre-existing condition or due to reckless behaviour.

Event cancellation

If an event is being cancelled by the organiser and the primary reason for your travel no longer applies, you will be insured as long as you have cancelled all your travel arrangements and sought refunds from all parties.  You must retain all written correspondence as evidence and supporting information when submitting your claim.

Civil unrest/Evacuation

If you are travelling to an area and there is a warning from FCO for British nationals to return to the UK, you should seek assistance from Key Travel to help you to re-arrange your travel.  Insurance will cover out-of-pocket expenditure and may help you leave the area if you are unable to get assistance from Key Travel or any other source, such as the British Embassy or consulate.

Overseas government travel restriction

If you cannot go ahead with your planned trip due to travel restrictions imposed by an overseas government, but there is no FCO advice against travel to that country, unfortunately you will not be covered for the cost of cancellation.    

If a lock down is imposed by an overseas government while you are in the country/area, and you cannot return home as planned, you should contact Key Travel immediately to make alternate travel arrangement.  You will be covered for additional accommodation and transport, but not food.

Collapse of operators

There is a clause in the travel policy which excludes claims made as a result of the default of any provider of transport or accommodation.  If your trip is affected by the collapse of an airline or accommodation provider, you will not be covered. 

Disinclination to travel

If you wish to cancel your trip due to personal reasons such as clashing with other commitments, or at the request of your line manager, the insurance would not cover for any loss in these circumstances.

My flight has been cancelled with an alternate offer from the flight operator

If your pre-booked flight is cancelled, and instead of a full refund, the flight operator offers you a free replacement flight – even if it is with a different airline –  or a free replacement flight at a later date, you cannot make a claim.

Travel claims

I want to make a claim due to Covid-19.

For any other travel claim not related to coronavirus, please contact the Insurance Office

Due to the volume of requests received, please do not resend your claim request more than once to any insurance mailbox.  The Insurance Office will acknowledge your email as soon as possible. 

All claims will be assessed by the insurers based on the evidence and supporting information provided, and on a case-by-case basis.  Personal data (including sensitive information) on the claim form is used by the insurance company but may also be shared with other relevant personnel in the University if necessary.

For further support please visit our FAQs.