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Travel insurance for staff and students

The University of Groningen has taken out a collective travel insurance policy for staff and students making work or study-related journeys abroad. This was done with an eye to the University’s internationalization efforts.

The main components of this insurance policy include payment in the event of an accident, medical costs (supplementary), death, aid and care provision, loss of personal possessions, liability, legal assistance, and financial and other support in the event of evacuation in crisis situations. The travel insurance policy also includes cancellation insurance.

Travel application and registration

Have you received approval from your manager and the budget holder? If so, you may directly book your journey via the travel agent VCK. It is no longer necessary to first fill out a travel request and receive a request number (BRA).When lodging a damage claim, you must submit a statement from your manager or project leader confirming that you were indeed on a business trip.Students must also be able to present written documentary evidence that the trip is indeed work or study-related.

Damage/loss and/or assistance

The travel insurance has been taken out with AIG (policy no. 60.11.5101). In the event of damage/loss while abroad, or if you require personal assistance while abroad, please notify the AIG Emergency Assistance helpline (+31 (0)10-453 5656) as soon as possible.

You can submit a claim on your return, using a claim form (download as Word.doc). Completed forms must be mailed to the Financial Shared Service Center (FSSC) for further processing of the claim. Mail address: travel-fssc rug.nl (see the notes on travel claims for tips on filling in the form) . You can also ask any questions you may have using this mail address.

Damage/losses and personal assistance and the related costs must be reported promptly, otherwise the employee or student will be liable for these. There is an excess of € 250 for each damage/loss claim. Further information about the AIG Group Plus business travel insurance policy can be found in the General Terms and Conditions.

Questions about travel insurance and Corona

Question: I have booked a trip to an area for which the Ministry of Foreign Affairs has issued a negative travel advice (code Red/Orange) and therefore do not travel. Are the cancellation costs covered by the travel insurance?

For students/employees who still had to travel, upon an increase in the travel advice to code Red or Orange for the country/area of ​​ destination after booking the trip, the coverage for the insurance only applies if it was at the time of booking of the trip unforeseen that the situation in the country/area would change and if the intended trip also overlaps with the destinations and the risks as described in the adapted travel advice. It is the insurer AIG that decides whether costs are reimbursed.

AIG can claim that the negative travel advice was foreseeable, which means that a cancellation is not covered by the travel insurance. We therefore recommend that you first contact the company where you made the booking (for employees this is VCK). They may offer a solution or reimburse cancellation costs. VCK sometimes offers a voucher on behalf of the airline with which the same trip can be made at a later date. The offer depends on the airline and may differ from case to case.

If you do want to submit a claim to AIG, please refer to the intranet page about travel insurance.

Cancellation due to the "fear" of an illness (epidemic or pandemic) is not a covered event in the cancellation coverage of a travel policy.

Question: I am now staying abroad for my studies, I am not ill and want to return to the Netherlands as soon as possible because of the Corona crisis. Are the costs for the return journey reimbursed by AIG, the travel insurer of the RUG?

These costs are not reimbursed by AIG. The Ministry of Foreign Affairs, the association of insurers and the travel industry organization ANVR do offer financial support. As a starting point, travelers within Europe (and countries bordering Europe) themselves contribute € 300 and outside Europe € 900 to their return journey. For details see the website .

For assistance with booking the flight you can call on the Assistance Service of AIG Insurance (+31 (0) 10 453 56 56). The RUG insurance policy number is 60.11.5101.

Question: I am staying abroad for my studies and despite the urgent advice from the University of Groningen to return, I want to stay abroad. Is this possible?

That is not the preference of the RUG. If you nevertheless want to stay abroad, this may have consequences for the coverage of the RUG's travel insurance. That is why the RUG wants you to sign a statement showing that you are aware of this. This statement has been sent to you.

Question: I am in an area where the coronavirus has been detected and I am not ill. I would like to return to the Netherlands. Are these costs reimbursed?

These costs are not reimbursed by AIG. The Ministry of Foreign Affairs, the association of insurers and the travel industry organization ANVR do offer financial support. As a starting point, travelers within Europe (and countries bordering Europe) themselves contribute € 300 and outside Europe € 900 to their return journey. For details see the website.

For assistance with booking the flight you can call on the Assistance Service of AIG Insurance (+31 (0) 10 453 56 56). The RUG insurance policy number is 60.11.5101.

Question: I am in an area where the coronavirus has been detected and I am ill from the coronavirus. I would like to return to the Netherlands. Are these costs reimbursed?

Contact the Assistance Service of AIG Insurance (+31 (0) 10 453 56 56). They assess the situation and determine further steps. The policy number is 60.11.5101. Repatriation is usually a covered event, provided that the traveler is "ill" or an accident has happened to him/her and care is not available locally or is insufficiently available. AIG determines whether repatriation is covered by the insurance and is necessary.

Question: I am in an area where the coronavirus has been detected and I am not ill. I am forced to stay here longer. Are additional costs for accommodation and facilities reimbursed?

These costs are not covered by the travel insurance.

Question: I am in an area where the coronavirus has been detected and I am ill. I am forced to stay here longer. Are additional costs for accommodation and facilities reimbursed?

In the event of (possibly) serious illness, the extra travel and accommodation costs are covered by the RUG insurance. The costs of medical treatment are also covered. Note: AIG decides and medical expenses are always secondary. This means that they are always additional to your own health insurance that provides primary coverage. Contact the Assistance Service of AIG Insurance (+31 (0) 10 453 56 56). They assess the situation and determine further steps. The policy number is 60.11.5101.

Cancellation

Cancellation of a trip: The travel insurance has a cancellation clause. However, not every reason for cancellation is regarded as a "covered event" for the conditions of the travel insurance. This appendix contains the list of "covered events" for a claim for cancellation under the travel insurance. It is the insurer AIG, not the university, who makes a decision whether the costs are reimbursed.

Negative travel advice (code Red or Orange)

For students/staff who still have to travel: in case of an increase in the travel advice code by the Ministry of Foreign Affairs to Orange or Red for the country/area of destination, coverage only applies if it was unforeseen at the time the trip was booked that the situation in the country concerned would change to code Orange or Red, and if the intended trip also overlaps with the destinations and risks as described in the adjusted travel advice. It is the insurer AIG who makes a decision whether the costs are reimbursed.

When students/staff are staying in an area that receives code Red or Orange from the Ministry of Foreign Affairs and there is an evacuation advice from the Ministry of Foreign Affairs, the insurer normally covers the costs of repatriation. It is therefore important to keep in good contact with the Dutch Consulate or Embassy. It is the insurer AIG who makes a decision whether the costs are reimbursed.

Students

It has become apparent that it is not always clear whether students are covered by the insurance when travelling abroad. A number of guidelines are listed below. Students are insured in the following cases:

  • if they go abroad to earn ECTS credit points for their degree programme, regardless of this being a requirement
  • if they are following a placement abroad (at a company, institution or university) for which they will earn ECTS credit points
  • if they travel abroad on a compulsory study trip
  • if they travel abroad to promote the University of Groningen at trade fairs
  • if they are foreign students studying at the University of Groningen and travel abroad on a compulsory study trip.
  • Students are not insured in the following cases:
  • foreign travel organized by a study association
  • if they extend a period spent abroad with a holiday, the insurance does not cover the holiday period.

Scholarship students

Scholarship students who travel abroad for their PhD studies, with permission, are also covered by the insurance.

Partner and children

The insurance covers the employee’s husband/wife or partner (who has lived with the employee for at least 1 year) and unmarried children younger than 27 years of age who live at home or are students living away from home.

Policy excess

An excess of € 250 is payable for each incident of damage to baggage.

Negative travel advice

The policy of the Board of the University is that if the advice for a certain country or area is negative (colour code red) or only for essential travel (colour code orange), no permission will be given for the journey.

If a certain country or area has colour code red (negative travel advice) or orange (only essential travel), it must be clear that this country or areas will not be destinations (for study/placement/other) and that the student/employee will not travel to them. If the student/employee nevertheless travels to such a destination, the travel will not be classified as study or work-related, and the student/employee will not be covered by the insurance. This does not apply if colour code red (negative travel advice) or orange (only essential travel) comes into effect during the stay.

Last modified:22 April 2020 10.30 a.m.
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