Travel Insurance for personnel and (post)docs

Who can benefit from an automatic coverage and with which insurer?

Ghent University has concluded a collective travel policy for its members of personnel and (post) doctoral grant holders who remain abroad temporarily within the framework of university-related activities and this with insurance company XL Catlin through insurance broker Expat & Co. The premium for this insurance is paid for centrally.

Conditions/guarantees

Guarantees

  • Medical costs and urgent travelling costs (real costs – exemption of 50 EUR per insured person per claim for ambulatory costs and in the US an exemption of 125 EUR per insured person per trip for ambulatory costs, unless use will be made of the doctors and hospital network of the insurer through Olympus Managed Health Care)
Attention: concerning hospital admissions, there is coverage for the price of a twin room. The room supplements and the supplements for the doctor’s fees, charged when staying in a single room, will not be reimbursed by the insurer, unless the admission to a single room is medically necessary
  • Direct payment of hospital bills, except for ambulant treatment. In the United States use has to be made of the hospital network through Olympus Managed Health Care to be able to access the direct payment of hospital bills by the insurer.
  • After treatment costs in the country of residence (up to 25,000 EUR per insured person per trip)
Attention: concerning hospital admissions, there is coverage for the price of a twin room. The room supplements and the supplements for the doctor’s fees, charged when staying in a single room, will not be reimbursed by the insurer, unless the admission to a single room is medically necessary
  • Transport to the hospital (real costs)
  • Medical  repatriation (real costs)
  • Repatriation to the beneficiary’s place of residence (real costs)
  • Contribution towards additional accommodation costs (real costs)
  • Visit to an ill or hospitalised insured person abroad (real costs)
  • Tracking and rescuing (up to 15,000 EUR)
  • Repatriation of the mortal remains and transport of the luggage in case of death (real costs)
  • Funeral expenses (up to 7,500 EUR)
  • Early return (real costs)
  • Replacement staff member for a repatriated staff member (real costs)
  • Advice and referral
  • Sending medication
  • Advancing money in cash
  • Student guarantee (2,500 EUR)
  • Supplementary services 
  • Coverage for civil liability, in second rank, after the compensation by the own insurer civil liability of the insured and taking into account an exemption of 125 EUR (20.000.000 EUR and in the US 1.000.000 EUR)

Limitations

The intervention of the insurance company is limited to 15,000,000 EUR per event with respect to air travel risks and to 25,000,000 EUR per event for ground risks. This limit applies to every physical injury or cost deriving from an insurance claim or a series of insurance claims that can be attributed to one and the same event.

The policy doesn’t cover:
- damages to or loss of luggage;
- cancellation of the travel;
- travels organized by students’ unions.

Exclusions

  • Private travel
  • Members of family travelling along
  • Deliberate self injury, suicide or suicide attempt
  • Intoxication
  • Accidents that take place during the preparation of or participation in crimes or criminal acts
  • Deliberate intention on the part of an insured person
  • In case the insured person is travelling against the advice of a medical doctor
  • In case the aim the trip consists in is obtaining a medical treatment or medical advice
  • In case a pregnant woman travels inside a period of 30 days before the anticipated date of delivery or with disregard of a medical advice which prohibits travelling
  • The flying of an air vessel as a pilot

Travel ban Turkey

All business trips to Turkey are forbidden. Exception can only be requested for essential trips under the following conditions:

  • Without this trip you can't properly perform your job;
  • The trip can't be delayed in any way until a later date.

In this case, the member of personnel is required to apply for a justified exception by sending an email to . Only after explicit approval from actueel@UGent.be the member of personnel can plan the business trip.

Safety abroad

Business trips are verified against the travel advice from the Ministry of Foreign Affairs. In exceptional cases the policy of Ghent University may differ from the advice of the Ministry.
We therefore ask the member of personnel to check - while performing the mandatory prior registration in SAP / Apollo - via the above link if the destination is regarded as safe. If the destination is listed under one of the following categories, Ghent University considers this region as dangerous and there is a general ban on missions:

  • All trips are to the country are (temporarily) completely discouraged;
  • Advised against all non-essential travel to the country;
  • Travelling to certain parts of the country are strongly / formally discouraged - travelling to certain parts of the country must at all costs be avoided
  • Non-essential travel to certain parts of the country are not recommended

Only for essential trips the member of personnel can ask for an exception under the following conditions:

  • Without this mission you can't properly perform your job;
  • The trip can't be delayed in any way until a later date.

The member of personnel is then required to apply for an exception by sending an email to . Only after explicit approval form actueel@UGent.be the member of personnel can plan the mission.

Proof of insurance

An electronic or specific proof of insurance (mentioning the name of the insured, the precise period of insurance, the destination and the contact data of the insurance company) can only be obtained by using your Ghent University mail address through

The following information has to be mentioned in your mail:

  • Family name
  • First name
  • Birth date
  • Male / female
  • Telephone number
  • Email
  • Nationality
  • Country of departure
  • Country of destination
  • Date of departure
  • Date of return
  • Reference to the policy number of the Ghent University-policy: W.010.16.500.342 - 00

Contact numbers in case of damage

  • In case of hospitalization or emergency: Alarm centre: 24h/24h 365/365 +32 (0)2 669 08 80 or, using your Ghent University mail address, through mail to .
  • In other cases: during office hours (9:00 – 17:00 GMT+1): + 32 (0)2 463 0404 or
  • For all medical matters during your stay in the USA please always first contact Olympus Managed Health Care at + 1 305 459 4838 or, using your Ghent University mail address, through mail to rjimenez@omhc.com.

Use your Ghent University email address to prove that you are a member of personnel / holder of a (post) doctoral grant by Ghent University. If you use your personal mail address, your request can be refused.

What to do in case of damage?

The insurer asks, before booking tickets or hotels (in case repatriation – evacuation – early return is needed within the policy conditions), to contact the alarm centre (24h/24h 365/365 days on telephone number +32 (0)2 669 08 80) or, using your Ghent University mail address, through mail to help@expatinsurance.eu).

Attention! As regards the reimbursement of medical costs by the travel insurer of Ghent University, you first have to ask reimbursement

  • For illness or private accident: with your own social security institution (health fund)
  • For an industrial accident: with the industrial accident insurer

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