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.

We advise you to read the policy text and the manual ‘What to do in case of damages?’ before departing to the host country.

Attention: make inquiries with the receiving (educational) institution whether there is an obligation to subscribe to an insurance according to the law of the host country.

Conditions/guarantees

Summary

Guarantees

Within the conditions and limitations of the policy:

  • Really indispensable medical costs of treatment, provided to an insured, which are the direct consequence of an accident, an illness or pregnancy complication occurred during the trip abroad (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)
    • If possible, direct payment of hospital bills, except for ambulant treatment (thus only in case of hospitalization). Direct payment to the hospital can only be effected if the alarm centre has provided a guarantee prior to (or at the moment of) the hospitalization. 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.
    • Prescribed treatment physiotherapist, chiropractor, osteopathy (12 sessions, further treatments with the insurer's approval)
    • Psychological help after trauma (max. 2.500 €)
    • Urgent painstilling dental care (max. 250 € / claim unless pre-approved by the insurer)
    • Follow-up treatment in the home country (max. 1 year - 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

Attention: read the definition of ‘accident’ and ‘illness/disease’ in the policy conditions (glossary – sections 7 and 8).

  • Medical repatriation
  • Search and rescuing (up to 15,000 EUR)
  • Repatriation of the mortal remains and transport of the luggage in case of death
  • Funeral expenses (up to 2,500 EUR)
  • Early return
    • In case of death of a close family member
    • In case of palliative care of a close family member
    • In case of hospitalization of a close family member (> 2 days in severe medical condition)
    • In case of totally unexpected premature birth of a close family member
    • Of the manager in case of a severe event at the office
  • Replacement staff member for a repatriated staff member
  • Advice and referral
    • Advice and referral service concerning travel preparations
    • Advice and referral service concerning hospitals/doctors in host country
    • Advice and referral service to embassy, consulate or other organisation
    • To allow the insured to continue the journey following a delay
  • Sending essential medications /medical appliances
  • Advance of money following loss or theft (max. 5.000 EUR)
  • Student guarantee = reimbursement of re-enrollment fees and foreign accommodation for students in full-time education who are hospitalized for > 60 consecutive days through illness or accident and who are therefore unable to complete their academic year (up to 2,500 EUR)
  • Supplementary services 
    • Forwarding urgent messages
    • Assistance in case of theft or loss of travel and ID documents
    • Assistance in tracing lost or stolen baggage
  • 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 per claim (max. 20.000.000 EUR for physical damage and max. 500.000 EUR for material damage  and in the US and Canada max. 1.000.000 EUR for physical damage and material damage together)

 

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

There is no cover when costs are caused by or when the following  directly or indirectly contributes to it:

  • Self-inflicted injuries, suicide or attempted suicide
  • Flying an aircraft as a pilot
  • Intoxication
  • Accidents which occur during the preparation of or the committal of any criminal act
  • Wilfulness of an insured person

Furthermore, there is no cover in case:

  • The insured travels against the advice of a doctor.
  • The trip is undertaken in order to undergo a medical treatment or a medical advice.
  • A pregnant women travels in the period of 30 days before the due date or with disregard of a medical advice which prohibits travelling.
  • When costs can be recuperated through a social security institution or through a legally mandatory insurance.

Private trip immediately preceding or following the business trip

Private trips abroad that immediately precede or immediately follow the business trip are insured, on condition that:

  • The country of destination of the private trip is the same as the country of destination of the business trip.
  • For business trips for which a registration via SAP is not possible and for business trips ≤  2 weeks as registered through SAP:
    • Less than 5 hour time difference (taking into account the time-zone) between the place of departure (end of business trip) and the place of destination: coverage for the private trip lasts for maximum 3 calendar days immediately preceding / immediately following the business trip
    • More than 5 hour time difference (taking into account the time-zone) between the place of departure (end of business trip) and the place of destination: coverage for the private trip lasts for maximum 5 calendar days immediately preceding / immediately following the business trip
  • For business trips  > 2 weeks registered through SAP:
    • The private trip lasts maximum 50% of the length of the business trip, with an absolute maximum of  30 calendar days

 

Travel ban Turkey

The general travel ban to Turkey has been lifted. Business trips to Turkey still need to be verified against the travel advice from the Ministry of Foreign Affairs. Courses wishing to send students on an exchange visit to Turkey again, must apply for re-opening of the bilateral agreement with the receiving institution, by email addressed to the Human Rights Commission on .

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/accomodations (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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