This guide is provided to assist staff members whose travel starts after 1 January TRAVEL INSURANCE

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FLINDERS UNIVERSITY CORPORATE TRAVEL INSURANCE GUIDE - STAFF This guide is provided to assist staff members whose travel starts after 1 January 2017.

1 FLINDERS UNIVERSITY CORPORATE TRAVEL INSURANCE GUIDE - STAFF This guide is provided to assist staff members whose travel starts after 1 January TRAVEL INSURANCE Scope of Cover Insurance is provided to Flinders University staff authorised by the University to travel for and on behalf of the University, including spouses, partners and dependant children. Cover is extended to any incidental private travel, providing that the private travel component does not exceed 50% of the University approved travel. Duration of Cover Staff (Category 1) cover up to 365 days The policy period runs for the period 31 October to 31 October in each year. A Journey commenced during the 2016 policy year continues to the journey s completion, irrespective of the policy period noted on the cover page. Top-Up Travel cover must be purchased by students at additional cost and prior to departure from Australia if: the staff member s private travel* exceeds 50% of the University approved travel; or the staff member intends to be away from Flinders University for more than a continuous 365 day period. *For the purpose of calculating the number of private days, weekends and public holidays falling within the period of approved University activity are not considered private travel. Top-up Cover To purchase additional cover, complete the Top-Up Travel Proposal Form (included at the end of this guide) and send it direct to the University insurance broker Arthur J. Gallagher (AJG) in Adelaide. AJG will provide you with a quote; once confirmed by you, they will you policy details and a Tax Invoice for payment. Premium options will be shown on the Tax Invoice sent to you. Some payment options will incur a small processing fee. Please note: the University policy may not provide protection or continue cover for you if you have purchased alternative cover for any part of your trip. You should make enquiry with AJG before committing to an alternative policy before you leave. The University policy always commences from the time your journey starts (usually in Adelaide) and continues for the period noted or until the end of the top-up period purchased. **Allow a minimum of 7 working days for your Top-Up Travel application to be processed**

2 Additional medical insurance Staff members travelling in a country where there is a requirement to purchase in-country health (medical benefits) insurance must do so before embarking on their trip. Staff are advised to check these requirements with the host organisation or embassy of the country they are intending to visit or study in, prior to travel. In certain circumstances, the University travel insurance may not satisfy the requirements of either your host University or the country you are travelling to. Age Limitation There is an age restriction of 101 years in regard to persons travelling and covered by the University travel insurance. There are certain restrictions on specific sections of cover provided once certain ages are attained (i.e. Personal Accident). Travellers with a pre-existing medical condition Insurance will be available for staff members who have a pre-existing medical condition, providing they have obtained a certificate of fitness to travel from their treating doctor prior to travel. The insurer may ask to see the certificate in the event that a claim is made on the policy. The policy excludes claims where the staff member is travelling against medical advice; travelling with a terminal condition which was diagnosed prior to travel; or travelling when unfit to do so. DFAT Please note that escalating DFAT warnings may affect the level of cover under the University insurance policy. For clarification, check DFAT s website and then contact the University insurance broker. AJG and the University insurer will need to confirm your cover before you leave. Also note the University procedure for the Vice Chancellor and President sign off for DFAT travel warning levels 3 & 4 Policy Exclusions The Policy covers incidents anywhere in the world, but there are some policy exclusions for travel to: Afghanistan Chad Chechnya Colombia Democratic Republic of Congo Iran Iraq Mexico Myanmar (Burma) Niger Nigeria North Korea Pakistan Somalia Sudan Venezuela Yemen If you intend to travel to any of these countries, please contact the Risk and Insurance Office riskandinsurance@flinders.edu.au or Luggage, Personal Effects and Travel Documents It is a condition of the policy that you will take all reasonable precautions for the safety and supervision of any luggage, personal effects, travel documents, money and credit cards. We recommend that personal effects including lap-tops and electronic equipment, travel documents, money and credit cards are carried on board in your hand-luggage. Deductible or Policy Excess If you make a claim, the insurer will reduce your total claim by: $100 - for baggage claims except; $250 - for lost or damaged business or electronic equipment (cameras not included)

3 For deprivation of baggage (wait period) 8 hours Motor Vehicle Hire (Policy section 9) It is common in some overseas countries for vehicle hire companies to offer a cheap hire rate with optional loss damage or collision damage waivers. A loss or collision damage waiver is an agreement with a car rental company which releases the renter from liability for physical damage to the vehicle in exchange for a fee, subject to the terms of the rental agreement or a state statute if one exists (i.e. the USA). The waiver is not insurance. It is a contractual obligation subject to many restrictions (e.g. reckless driving, driving under the influence). In some contracts, the renter has a choice to buy a full or partial damage waiver. The rental agreement typically stipulates that purchasing the damage waiver is not mandatory. The University recommends that you buy a full waiver to ensure that (subject to any exceptions set out in the hire agreement) damage to the vehicle will be capped at an agreed price. Without this loss or collision waiver, if you damage the vehicle, you may be liable for the full value of the damage/vehicle which includes third party legal liability. If you have an accident, the first $5,000 of the loss or collision damage waiver excess will be covered by the University s travel insurer.

Travel Guard Travel and Medical Assistance Emergency Assistance Card Travel Guard can help you with medical assistance, including emergency medical evacuation, repatriation and delivery of essential

lost passport and emergency travel services assistance If you need to incur unexpected or additional expenses in the event of an emergency, please inform Travel Guard prior to expenditure AIG

4 Travel Guard Travel and Medical Assistance Emergency Assistance Card Travel Guard can help you with medical assistance, including emergency medical evacuation, repatriation and delivery of essential medicine or drugs when such medicine or drugs (or local equivalent) are not available at your location Travel Guard also provides travel support, such as embassy referral, advice in the event of a lost passport and emergency travel services assistance If you need to incur unexpected or additional expenses in the event of an emergency, please inform Travel Guard prior to expenditure AIG Australia will not be responsible for any third-party expenses incurred without their authority Prior to departure, cut out the image of this card to keep with you at all times How to use your Travel Guard Card In the event of an emergency, call Travel Guard reverse charges on Travel Guard will need: Your name Policy name Flinders University Corporate Travel Policy Policy number Your contact number What has happened Please note: the Travel Guard Emergency card is for emergencies only and should not be used for minor claims such as luggage loss or car hire etc. These claims must be lodged directly with the insurer.

5 Travel Guard Travel Security Advice and Assistance AIG Australia has partnered with Travel Guard to provide policyholders and covered travellers with a range of travel security services including: Secure evacuation assistance Security and safety advisories, global risk analysis and consultation specialist Urgent message alerts, reporting and dissemination 24/7/365 response services to assist employees, customers and their families during an incident Online access to up-to-date intelligence: Breaking news Worldwide threat assessments and incident reports Detailed country reports For more information visit Travel Guard Mobile App, powered by AIG Travel Guard has a mobile app which can be downloaded free from The app will use your phone s GPS (no internet access required) to determine your location and provide you with contact information to help you find a hospital, dentist, embassy etc. Please note that data charges will apply to use of this app. Options for claiming against this policy 1. Claims are easily lodged at the time or when you arrive back in Australia via the AIG website. Refer to the claims procedure included on the next page of this guide 2. Provide a detailed description of the events that resulted in the claim 3. Attach all supporting documentation (photographs, receipts, letters, police reports, medical certificates etc.) to the claim form. You may be asked for proof of ownership

6 AIG Insurance Travel Claim Procedure Please contact: AIG Claims Postal: GPO Box 4363, Melbourne VIC 3001 Phone: or +61 (3) Or online at (click on the Claims Tab) All claims under the Flinders University policy (number ) are treated as Business policy claims and when accessing the AIG web sites you should refer to the BUSINESS tabs rather than PERSONAL What to do in the event of a Claim 1. Submit claims online directly to AIG Insurance at austclaims@aig.com noting Flinders University, your name and the above policy number in the subject line during your trip or within 30 days of completion of the journey 2. Alternatively, a claim form can be accessed here. The guide on the following page will help you input the correct detail into AIG s online claims portal For Assistance While Traveling 1. Use the Travel Guard 24 hour assistance Line (Malaysia) for specific assistance on all emergency travel matters whilst traveling overseas 2. Visit the Travel Guard website before you travel for comprehensive country reports, medical information and sign up for alerts for your destination(s) The following items must be included with your Claim *** Failure to provide these items may result in delays in processing your claim *** 1. Proof of entitlement to cover; a. If you are a University staff member or student (Undergraduate or Post Graduate) travelling on authorised University travel you will need to submit a copy of your University or host letter of approval to travel. This will confirm to the insurer your appropriate access to the University insurance b. If you are travelling as a private traveller where you have accessed cover through the University program you will need to confirm that fact in covering correspondence with the claim form 2. Cancellation charges, Loss of Deposit Claim The original Tickets / Vouchers if a refund is not obtainable 3. Doctors / Hospitals Certificate specifying exact nature of condition suffered by Injured / Sick person. Letter from Travel Agent verifying total cost of Journey, value of unused portion of journey, cancellation charges incurred and total amount of refund received 4. Overseas Medical, Dental and/or Hospitalisation Claim Original Doctor's / Hospital accounts and receipts together with details relating to medical benefit refunds 5. Emergency Expenses Claim Receipts and / or Tickets relating to additional expenses incurred. Doctor's / Hospital Certificate specifying exact nature of condition suffered by injured / Sick person. Letter from Travel Agent / carrier verifying reason for additional expenses and / or any refund applicable 6. Luggage, Personal Effects Claim: - Report or letter from authority i.e. Police, Airline confirming the loss occurred and the amount of compensation provided. Receipts, Guarantee Certificates, Instruction Manuals, Valuations and Certificates, Bank or Credit Card Vouchers or other proof of purchase for items claimed. Bank Statements, transaction receipts or other proof of cash claimed. Quotations for replacement items claimed for repair or replacement 7. Accidental Death Claim The Original Policy Document. Original Death Certificate which will be returned. Copy of Coroner's Depositions and Findings (if applicable). Original Birth Certificate which will be returned 8. Personal Liability Claim Letters or Demands of a claim made against you 9. Rental Vehicle Collision and Theft Excess Cover Claim, The Rental Agreement with respect to the excess or deductible. Documentation evidencing payment of excess or deductible. The vehicle repair invoice

7 General Requirements 1. For liability claims, do not make any admission or offer. Request the claim against you be put in writing 2. All losses under luggage and travel documents must be reported to local authorities within 24 hours and written acknowledgement obtained. Immediately report any luggage loss or damage to the carrier involved and submit a claim to them. In some instances, they may be responsible for damage and or loss 3. In respect of medical claim, you should submit claims to your private health provider prior to lodgement with AIG Access and submit your claim on the AIG claims portal with the following detail; 1. Using your internet browser log to 2. Click on the CLAIMS tab in the header 3. Click on LODGE A CLAIM 4. Click on Business 5. Select in the Claim Type drop down box Travel 6. Select in the Notify us: drop down box Online Claim Lodgement 7. Click Next 8. Do you wish to claim on a policy held in the name of a corporation? Click on Yes 9. Fill in the following screen with; Policy Number Company Name Flinders University Claimant Name Your Name Type in the text as shown 10. Follow the screens to complete your claim by filling in as most of the detail as you can 11. The General Claims Detail screen must be completed After completing the Claimants Details click ADD for Relationship to Policy holder please use the description used when you arranged the travel insurance (i.e. International, Contractor or Private) 12. For the GST line please choose No unless you are capable of claiming an Input Tax Credit in Australia in your own right From there you are free to choose a policy section from the list on the right side of the screen. Multiple sections may be completed. If you are not claiming under a section, do not complete that section Please note that you can move back and forward through the claim form but you cannot save a partially completed form and return to it later. You therefore should have all detail as noted on the previous page before commencing the lodgement You can Abort (top of the screen form) the form at any time and all completed data will be lost Submit your claim when you have completed the form Please be mindful of internet security when completing the form, particularly with your banking details AIG will forward you an acknowledgement of your claim after you have submitted it. If you experience any difficulty in claim management or settlement please contact the University s broker: Arthur J. Gallagher, 180 Greenhill Road, Parkside SA 5063 Phone: or Fax: matthew.thomson@ajg.com.au or david.clarke@ajg.com.au

8 PRIVATE OR ADDITIONAL TOP UP TRAVEL PROPOSAL FORM Insured Persons Staff and Students of Flinders University requiring extension of or where you are not covered by the University travel insurance program PREMIUMS Daily Insurance Rate Single Person Couple / Families $5.50 per day plus a small admin fee $11.00 per day plus a small admin fee Minimum Premium Payable is: Single $ (incl. Admin fee and GST) Couple / Family Cover $ (incl. Admin fee and GST) Policy Excess: $150 each and every loss for Baggage $250 each and every loss for Business Equipment Deprivation of baggage 8 hour wait POLICY CONDITIONS Minimum premium applies Payment of premium is required prior to commencement of journey Pre-existing conditions may be covered subject to policy conditions and subject to your general practitioner providing written confirmation that you are fit to travel Applications must be forwarded to the Broker for acceptance prior to the commencement of the journey OPTIONS FOR APPLICATION COMPLETION (Last page) You can print the page and hand write the form; Scan and it to us, or Post it to us Fill in the page in the soft copy save the page to a.pdf and it to us, or save the entire document (.doc or.pdf) and it to us The policy wording is available on the Flinders website or from the Broker DFAT WARNING Please note that escalating DFAT warnings may have an effect on the level of cover under the University s insurance policy For clarification, please contact the Insurance Manager on + 61 (8)

9 APPLICATION TO PURCHASE TRAVEL INSURANCE INTERNATIONAL OR STAFF BUSINESS TOP-UP BEYOND THE STANDARD UNIVERSITY COVER Your Details Do you have University authorisation for your trip? Have you effected other travel insurance for any portion of this trip? Student or Staff ID: Please nominate if you are: Staff (Cat 2) Post Graduate (Cat 3) Under Graduate (Cat 5) Insured Person (Mr, Mrs, Ms / Your Name) Date of Birth / / Yes Yes No No Full Postal Address Suburb State P/Code Phone Number Address Travel Details Country(s) of Primary Study or Business Total Period of Travel (Your total trip away) From To / / leave Home in Australia / / return to Home in Australia PRIVATE travel details within your total travel period (DO NOT include study or business periods here) Pre-Existing Medical Condition Do you have any pre-existing medical conditions? If yes, please detail: Do you have any condition that prevents your doctor from agreeing to your travel? If Yes, we will request additional information prior to providing a quotation Yes Yes No No This Application should be returned to Arthur J. Gallagher as follows; Arthur J Gallagher & Co (Aus) Ltd A.B.N t/as Arthur J. Gallagher Matt Thomson or David Clarke PO Box Adelaide BC SA 5000 Telephone: Facsimile: matthew.thomson@ajg.com.au or david.clarke@ajg.com.au Payment Methods There are a variety of payment options available all of which are detailed on our tax invoice. Some options may incur additional cost. Please note You will require a Gallagher invoice to enable you to complete payment. This will be ed to you. You confirm the information provided is accurate to the best of your knowledge You should allow a minimum of 7 working days for your application to be processed If payment has not been received prior to commencement of journey, NO cover will attach - no exceptions!

10 A.B.N AFSL Greenhill Road, Parkside SA 5063 Tel Fax MEMORANDUM OF INSURANCE Attention: Mr S Semmler To Whom It May Concern, MEMORANDUM OF INSURANCE This Memorandum is to confirm that, as the appointed insurance broker to Flinders University, the following contract of insurance has been arranged as at the date of this Memorandum. CLASS OF INSURANCE: INSURED: Corporate Travel The Flinders University of South Australia and its Controlled Entities and Businesses PERIOD OF INSURANCE: From: 31 October 2016 to: 4:00pm 31 October 2017 INTEREST INSURED: Loss in accordance with the sections of the policy while travelling anywhere in the World Limited as per policy terms and conditions SITUATION INSURER: World Wide AIG Australia Limited POLICY NO: INTERESTED PARTY: Various Staff, students and other parties as declared from time to time are Insured Persons for the purpose of this insurance **IMPORTANT NOTICE** This Memorandum is issued as a matter of information only and does not confer any rights upon the Memorandum holder. This Memorandum does not alter or override the terms and conditions of the contract of insurance. You must consult the policy wording for the terms, conditions and exclusions of the contract of insurance. Issued on 31 October 2016 By ARTHUR J. GALLAGHER A Division of Arthur J. Gallagher & Co (Aus) Limited Matthew Thomson Client Manager Corporate

Private Travel Insurance

Private Travel Insurance Alumni, Staff and Students FOR JOURNEYS STARTING AFTER 1 JANUARY 2017 This guide is provided to assist University of Adelaide Alumni, Staff and Students who wish to apply for cover