The University holds a travel insurance policy which provides worldwide cover for staff and students travelling on authorised University business.
The cover is provided by Universities Mutual Association Limited (UMAL) and further information can be found on the Travel Cover Summary.
Travel Within the UK and Ireland
Travel cover is automatically provided for authorised business travel within the UK and Ireland, and these journeys are not required to be notified to the University Insurance Section.
- Travel outside the UK and Ireland
Before travelling you should keep advised of current travel advice from the Foreign and Commonwealth Office at https://www.gov.uk/foreign-travel-advice.
Travel cover is provided for authorised business travel outside the UK and Ireland. Prior to departure, however, you must notify the University Insurance Section of the relevant details for the journey by completing an online travel notification form.
University staff can access the travel notification form using their Queen's Online login details, whilst students will need to request access by email to firstname.lastname@example.org. Alternatively, a travel notification form can be completed on behalf of the student by a member of staff. The travel notification form has an option for group travel and, therefore, only one form needs to be completed for a group of staff/students who are travelling on the same dates.
- High Risk Destinations
Staff and students must check the Foreign and Commonwealth Office (FCO) travel advice, for their destination, before undertaking the journey.
If the FCO advise against "all but essential travel" to that destination, then serious consideration must be given to cancellation or deferment of the journey.
If it is proposed that travel to a high-risk destination is to proceed, against FCO advice, a thorough risk assessment must be prepared and discussed with the Head of School. The risk assessment must also be forwarded to the University Insurance Section to allow discussion to be undertaken with the insurer to establish if travel cover will apply for the journey and, if appropriate for the insurer to provide any specialist advice for the traveller. Travel to a high-risk destination can only be undertaken if, after due consideration, written approval is provided by the Head of School. Travel to a high-risk destination without prior approval from the Head of School is not authorised by the University and, therefore, not covered by the University's travel cover.
- Policy Exclusions
General exclusions to the University's travel cover (i.e. travel cover will not apply) are as follows:
- Persons aged 75 or over on journeys over 30 days
- Travel undertaken against medical advice or where the purpose of the journey is to receive medical treatment or advice
- Loss or injury due to undertaking activities deemed by the insurers to be 'Hazardous' (e.g. extreme sports)
- Personal Effects - loss of any item left in a motor vehicle unless locked within boot or glove compartment
- Events known about when the journey is booked, i.e. strikes, disputes, failure of means of transport
- Suicide and attempted suicide
- Flying of any kind, other than as a passenger
In the event of a claim arising, the claimant will be required to complete the appropriate claim form and provide relevant supporting documentation. Please note that the travel cover carries a £150 excess
For bookings made on or after 1st July 2023:
If your travel arrangements were booked with the University's appointed Travel Management Company, Corporate Travel Management (CTM), they can assist staff and students who experience any difficulty or problems with their travel plans: CTM Tel +44(0)1274 726424.
For previous bookings made up to 30 June 2023:
If your travel arrangements were booked with the University's previous Travel Management Company, Selective Travel, they can assist staff and students who experience any difficulty or problems with their travel plans: +44 (0)28 9044 2073 (during office hours) / +44 (0)28 9044 2063 (emergency out of hours).”