FAQs on travel insurance

Special Notice regarding New Security Measures for International Travel and Impact on Insurance

It is a condition of the University's insurance that electronic equipment only covered when carried as cabin baggage. Unfortunately as the UK & US Governments have imposed additional security measures, it may be necessary for you to pack your equipment in your suitcase/’hold baggage’ which will be carried in the hold of the aircraft and not in the cabin. (Refer to your Travel Agent/Airline for updates.)

If you decide to travel with fragile, delicate and/or valuable items, and electrical or battery powered items such as laptop computers, mobile phones, cameras and portable music players, they may require packing into your suitcase. Adequate packing of electronic equipment is crucial. The travel insurer has agreed to consider claims for damage, but maintain their position that they are not obligated to pay these claims. Prevention of damage by not travelling with these items unless absolutely necessary, or packaging them with care, is preferable to attempting to claim for damage. It is unlikely that Airlines will be accepting any responsibility for damage either; please check with your Travel Agent/Airline.

If you do suffer damage to your equipment - and you are overseas - please contact ACE ASSISTANCE. If you have suffered damage and have now returned to Australia please contact the Insurance Office.

For safety and wellbeing concerns regarding travel, see your Manager or Travel Authoriser for advice.

Is there cover for travel delays and cancellations?

The policy covers reasonable expenses incurred as a result of travel delays and cancellations. If you find yourself in this situation you are instructed to contact ACE ASSISTANCE. You will be directed by the insurer on the appropriate action to take.

What if I have an existing medical condition?

To have any cover for an existing medical condition, you must notify the Insurance Office of your circumstances at least 5 days prior to travel.  Failure to do so could leave you uninsured.

You will be asked to provide a letter from your doctor (either GP or specialist) detailing the following:

• Nature and severity of condition
• Prescribed medication
• That you are fit to travel

This letter will be handled with professional confidentiality and only used to provide information to the insurer for the purpose of including or excluding cover.

Please note that no benefits shall be payable for any Injury or Sickness which is wholly or partly attributable to childbirth or pregnancy.

Is loss from terrorism or war covered?

Losses resulting from war, invasion or civil war (whether declared or not) are excluded from cover.  Terrorism is not generally excluded from cover however terrorism may be excluded if it is described as a “war on terror.”

Are travel cancellation/rebooking expenses covered?

Cancellation, rebooking or loss of non-refundable deposits are covered if caused by:

• Certified injury or sickness of the traveller, the travellers close relative, business partner or travelling companion, which prevents travel
• Compulsory quarantine, jury service, subpoena or hijacking involving the traveller
• Serious damage to the travellers residential dwelling or place of business
• Unexpected strike without prior warning, riot, civil commotion, flood, weather or natural disaster

If you suffer losses that are not as a result of the above you will need to contact the Insurance Office to discuss whether you are eligible to make a claim.

Is my spouse or child covered too?

If you are a senior staff member which is defined by the travel policy as Senior Management Group, Pro Vice Chancellors, Heads of School,  Directors of Institute/Units and members of the Professoriate, your spouse and two children are automatically covered while accompanying you on authorised travel.

The definition of children includes step, foster, or legally adopted children who must be under 18 or under 25 if full-time student and dependant on you for support and maintenance.

Please note that your spouse and children are not covered for any part of their travel if they are not accompanying you. For example, if they are rendezvousing with you while overseas but have a different point of origin and return to you then they are not seen to be accompanying you on your travel. If you have any concerns whether your spouse or children are classed as accompanying you, please contact the Insurance Office.

If you are not a senior staff member then only you will be covered, your family members must seek and fund their own cover. You are welcome to contact the Insurance Office for a quote to add them to the University's policy.

How much Personal Travel is allowed when I am on my UniSA business travel?

Up to 50% of the journey can be for Personal Travel and you will still be covered by the University’s Insurance Policy.

If you are uncertain about your percentage of Private vs Business Travel, or how to classify days of travel, please see the Insurance Travel Calculator.

What if my personal travel is greater than 50% of my journey?

Unfortunately as your journey is predominately personal it then becomes classified as personal travel with a business component. As such, no part of the journey can be covered through the University’s Business Travel Policy, and you must purchase private insurance through your travel agent.

You can however, seek reimbursement from your cost centre manager for the portion of the cost of the travel insurance you purchased that relates to the business travel.

What if my trip is longer than 120 days?

You may be able to purchase an extension to the University's travel insurance policy. Call the Insurance Office for details.

What do I do if I get sick while travelling?

Contact ACE ASSISTANCE.

For minor doctors expenses you may be required to cover the cost and seek reimbursement upon your return, for any major medical expenses ACE ASSISTANCE will guarantee payment for you, minus the policy excess.

If you have a dental problem, only emergency dental that cannot wait until your return is covered. ACE ASSISTANCE must be contacted if you require dental treatment.

If I am away and a relative is sick at home, can I come back immediately?

Necessary travel expenses may be covered under this policy if you are required to return home to care for a close relative. In this event, contact ACE ASSISTANCE for advice.

The definition of a close relative is a spouse/partner, parent, parent in law, step-parent, child, brother/sister, brother-in-law/sister-in-law, daughter-in-law/son-in-law, half brother/half sister, fiancé, niece/nephew, uncle/aunt, stepchild, grandparent, grandchild, under the age of 80 at the time.

What if the airline loses my luggage?

If you are deprived of your baggage for 8 hours or more, you will be permitted to purchase essential items for relief until your baggage is returned. Limits apply, please see travel insurance information for details. Contact the emergency phone number ACE ASSISTANCE for advice if this occurs.

If my property is lost or stolen while travelling what do I do?

Standard items/property taken with you on the journey are considered your luggage/baggage.

Please contact the Insurance Office to check the excess amount and your eligibility to claim.

The loss should be reported to the police and hotel.  Keep a copy of the police report and hotel report.  You must attach these to your claim form.

If you are eligible to claim, you will be provided with a claim form.  The claim must occur within 30 days.  In some cases the excess is paid by your cost centre.  Electronic equipment is not considered luggage and must be carried on the plane with you as hand luggage/ 'cabin baggage'.  This includes mobile phones, laptop or portable computers, etc.  If this electronic equipment is left unattended and not locked inside a building or out of sight in a car when it is stolen, it will not be covered.  Do not leave these on a table at the hotel restaurant etc.  Electronic equipment carries a different excess amount to other personal belongings.

What if I want to go to a doctor for a check-up?

This check-up will not be covered by the policy. The policy is not a general health policy and is designed to only cover necessary or emergency treatment for illnesses.

If you would like to purchase General Health Insurance please contact the Insurance Office.

What about Travel for Work Placement students?

There are also other policies to consider for any student who is travelling to attend a Placement or Work Experience.

What if I hire a Motor Vehicle while travelling?

You must ensure that your vehicle hire plan includes Comprehensive MV Insurance, however you are not required to purchase a separate Collision Damage and Theft Waiver (which is an extra fee that benefits you in the event of a claim by reducing or abolishing the driver excess). This is because the University’s Corporate Travel Policy will automatically cover up to AUD $5,000 of the driver excess that you would normally be responsible for, should you place a claim for Collision Damage or Theft (subject to the Travel Insurance policy excess).

What if I have booked travel through a non-preferred supplier?

If the journey is University business-based and fits the other criteria, the insurance will still provide cover regardless of the travel agent.

University’s Duty of Care -

The University has a duty of care to adhere to. We have two travel providers, Tee Lee Travel and Phil Hoffman Travel. The University has software in place that tracks all staff members in the event of an Emergency called FlightLock but only when travel is booked through these two travel providers. The FS87 is required to ensure that the travel is for University Business and is approved by the Line Manager prior to the completion of the booking. This is the authority for the Travel Service providers to complete a booking and they then attach the FS87 to the invoice. Also, if you are travelling overseas, you are required to complete the ‘International’ Overseas Travel form.

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