Travel Assistance Program. A Presentation for Business Travelers

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Bertram Jennings
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1 Travel Assistance Program A Presentation for Business Travelers

2 2 Travel Assistance Program Global program provided to all employees to help keep them safe and healthy while on international business travel. Program also provides additional financial security to employees and their family when employees travel at the Company s request. One thing to Remember: Call International SOS The Travel Assistance Program combines medical and security services (International SOS) with insurance coverage (Cigna Global and Chubb.) A phone call to International SOS is all it takes to access all the programs. Provided at no cost to employees globally

Medical & Security Assistance - ISOS o o o Resource and referral services worldwide 24 hours access -- all day, every day Toll-free or call

membnum=11bcma000075 Plastic wallet membership cards US employees request a card from Travel or the HR Direct International employees request

at the touch of a button Push notifications that show travellers when an alert arrives, even if the app is not open.

3 Medical & Security Assistance - ISOS o o o Resource and referral services worldwide 24 hours access -- all day, every day Toll-free or call collect worldwide Multi-lingual staff Website: Plastic wallet membership cards US employees request a card from Travel or the HR Direct International employees request a card from your local HR Business Partner International SOS Assistance App: Call the closest Assistance Center to the traveller's location at the touch of a button Push notifications that show travellers when an alert arrives, even if the app is not open. Country Summary and Alerts about your location Mobile Check-In option To download the app go to the app store on your phone (App Store, Google Play, Blackberry App World) and search for International SOS 3

4 4 Cigna Medical Benefits Abroad Medical coverage for urgent/emergent care while on out-of-country business travel Uses International SOS to coordinate referrals to physicians and hospitals Medical Benefit Up to $250,000 per employee per year Emergency Dental Up to $1,000 for dental accident & alleviation of sudden unexpected dental pain No deductible 100% reimbursement PUTTING IT INTO PRACTICE: Employees (and covered dependents) should call International SOS for medical & security assistance ISOS can make medical referrals and either guarantee the expenses or activate Cigna to pay the provider directly. In either case, the employee will usually not need to pay anything. In some cases, the local provider may require payment from the employee. In those cases, the employee can download a claim form and submit for reimbursement. Employees can also contact Richter International for assistance with claims.

5 Chubb Business Travel Accident Accidental Death and Dismemberment Including disability for paralysis or coma if the result of the accident Coverage for all business and relocation travel Inside and outside of the employee s country of residence Commutation (going to/from work not related to a business trip) is not covered Employee Principal-Sum equal to 4 x basic salary Up to $1.5Million 24 hour accidental death, dismemberment, paralysis and coma Includes special circumstances: War Risk areas, Acts of Terrorism, Sojourn Coverage is in addition to any other Company provided life and disability benefits Spouse / Domestic Partner / Dependent Child Up to $25,000 Evacuation Benefits: Unlimited Medical Evacuation; $100,000 Security Evacuation 5

6 VISAs & Certificates of Coverage There are two scenarios where a traveling employee may need Certificates of Coverage: To support a Visa application for travel to another country To provide proof of insurance in order gain access to a customer site PROCESS If the request is in support of a visa application of proof on insurance, the employee can follow the instructions using the following link: Required information: Name (as it appears in your passport) Date of Birth Travel Destination Travel Dates (including departure date and return date) If the request is to provide proof of insurance to visit a customer site, please benefitsadmin@richterintl.com and provide the following: Name (as it appears in your passport) Customer Name and Site Location Travel Dates (including departure date and return date) A response with the required documents may be provided within the same day, but please allow 72 hours due to time zone differences, response time from insurance companies, etc. 6

7 Contacts Richter International (broker) Program questions & escalations Benefits Program Manager Security Mobility Travel EHS Contact Information Dave Richter Jingmei Li Tom Scocca (408) Joanne Liao APAC Fiona Lawson EMEA Stephanie Eberspacher North America Vickie Smith (408) Michelle Lan (408)

8 Resources Travel website (type Travel at Browser) AMP website ( ISOS Mobile App 8

9 Additional Detail 9

10 International SOS Services (one number for help) Medical referrals Prescription transfers or medication shipments Inpatient admissions Medical monitoring Medical expense guarantee Coordination of emergency medical evacuation Repatriation of mortal remains Legal referrals Emergency cash assistance Pre-travel vaccination and general medical/security information 10

11 A Day in the Life..Scenarios Employee from India on extended business trip to Montana experiencing extreme GI distress. Calls his HRBP in India and asks how he gets reimbursed and where he should go for services? CALL ISOS Korea employee is on business travel in Taiwain has a dental emergency. He contacts his local HR support asking where he should go for services CALL ISOS Manager has paid the cost for emergency treatment in hospital for an employee on assignment out of his corporate credit card, how does Applied claim for reimbursement? Managers should not pay for employees medical cost out of their credit cards. If employee need urgent care and did not call ISOS but called the manager instead, manager can call ISOS on behalf of the employee and let them take care of the case and expenses, but if manager paid the cost, employee will have to submit the claim and once he/she receives reimbursement from Cigna the employee will have to repay the manager. Who is eligible for the Travel Assistance Benefits? All regular employees who travel internationally on Company business Dependents of business travelers are also covered if the are traveling with the employee on company paid and approved business travel. Are employees covered under the Travel Assistance programs while on vacation? No. They will need to use their own home country insurance or purchase additional insurance while on holiday. Note: International SOS does offer a 20% discount to Applied Materials employees for personal travel. All International Assignees and their dependents are covered while on vacation. Are contractors covered? No, these policies do not extend to contractors. Contractors are expected to have their own travel insurance programs in place. I m going on vacation after an international business trip am I covered under BTA? Sojourn Travel Business Travelers can add up to 14 days of personal travel to a business trip 11

12 Cigna Claim Process CASE 1 - Medical Event occurs (Emergency or Doctor Visit, or Hospitalization) Employee contacts ISOS to get confirmation of where he should go and seek medical assistance (if situation allows) Employee shows ISOS card to the medical provider (doctor, etc.) but makes no payment and doesn t get bills handed over to him /her ISOS contacts CIGNA CIGNA sends billing instructions to Hospital Hospital sends bill to Cigna Cigna pays 100% CASE 2 - Medical Event occurs (Emergency or Doctor Visit, or Hospitalization) Employee contacts ISOS to get confirmation of where he should go and seek medical assistance (if situation allows) Employee Shows ISOS Card to the medical provider (doctor, etc.) but is required to make a payment or part payment and/or gets bills handed over to him /her ISOS Contacts CIGNA Employee contacts Richter International, Benefits Admin (BenefitsAdmin@richterintl.com) to obtain the Cigna MBA form or download from Travel website Employee fills the Claim Form, mentioning Policy Number 0833 and sends the form back to Richter International, Benefits Admin (BenefitsAdmin@richterintl.com), and attach all bills and receipts If employee has paid using his private credit card, cash or his corporate card => Employee attach proof of payment to the MBA claim form and is reimbursed through Transfer from Cigna to his private bank account As the employee paid out-of-pocket, he/she will want to select the option to pay employee under Section B of the claim form and fill in the necessary banking details below for a wire transfer OR select a check to be mailed and indicated the mailing address. Also, employee needs to indicate the currency they d like to be reimbursed in. There is a box for this under Section B as well. 12

13 Travel Assistance Programs at a Glance Vendor Program ISOS Cigna Medical and Security Assistance Travel Medical Insurance Expatriate Medical Program Description - Call ISOS 24/7 for routine or emergency when you need: - General travel assistance (lost luggage, lost document, etc) - Access to ISOS Physicians & Security professionals for advice - Referrald and managment of incident overseas - from routine to emergency - Need evacuation to a safer place - No enrollment necessary - Employee keeps home country insurance - All expenses are coordinated by International SOS. Employee is not required to contact insurance, only ISOS - Urgent & emergency Healthcare coverage for illness or injuries incurred outside of the employee's home country - Urgent or emergent care only - No coverage for routine or preventive services - No deductible 100% reimbursement - Travel Assistance program coverage extended for Sojourns up to 14 days - Dependents are eligible if traveling with the employee with expenses paid by Applied Materials - Requires previous enrollment - Replaces employee's home country insurance - In most cases expenses will be coordinated with Cigna. Employee will need an insurance card - Employees can use International SOS to coordinate referrals to physicians and hospitals - Comprehensive medical, dental & vision* insurance for International assignees and their dependents - Coverage extends to home leaves & vacations Chubb Business Travel Accident (BTA) *vision for US expats only - Coverage for all business and relocation travel who suffered from disability for paralysis or coma if the result of the accident - Inside and outside of the employee s country of residence - Commutation (going to/from work not related to a business trip) is not covered - Benefit Principal-Sum equals to 4 x basic salary Up to $1.5Million - Includes special circumstances: War Risk areas, Acts of Terrorism, Sojourn - Coverage is in addition to any other Company provided life and disability benefits - Coverage for Spouse / Domestic Partner / Dependent Child - Up to $25,000 - Pays unlimited benefit for medical evacuations Pays up to $100,000 for security evacuations 13

14 Special Circumstances Travel Assistance program coverage extended for... Sojourns: Non-work related activities in conjunction with a business trip Weekend trips Sojourns (vacations) before, during, and after business trips 14 day maximum Emergency medical evacuation War risk and acts of terrorism Repatriation of mortal remains 14

15 Special Circumstances (work related injury) Each country may have its own requirements for reporting work related injuries and illnesses. Notify Applied Host Manager, local HR business partner, or local EH&S representative. Follow host country reporting requirements. Accidents which occur at a customer site should be reported to the customer as well. Host Manager or HR business partner are responsible for notifying EH&S of work related incidents. Local EH&S personnel are responsible for determining if an incident is work related. ALL work related incidences must be reported. 15

16 Traveling While on Assignment Employees and their dependents who are traveling while on assignment should contact International SOS for assistance with medical cases Employees will be able to speak with the ISOS physician In some cases, the local provider may require payment from the employee. In those cases, the employee can download a claim form from the International SOS Communications Portal and submit the claim directly to Cigna. Employees can also contact Richter International for assistance with claims 16

17 Medical & Security Evacuations All Employees who are traveling or on assignment overseas should contact International SOS for assistance with evacuation services Employees will be able to speak with the ISOS physician or Security professionals The International SOS physician or Security professional must authorize the evacuation service. They will authorize this based on an evaluation of the medical or security needs of the employee. If the evacuation is medically necessary as determined by the International SOS physician in consultation with the treating physician, then the evacuation will be approved. ISOS will also reach out to Applied Material to keep the company informed. No medical information will be shared with the company. International SOS will provide the evacuation services and directly bill Chubb for the evacuation expenses. 17

Offered by Cigna Health and Life Insurance Company, or its affiliates. Medical Benefits. Abroad /13

Offered by Cigna Health and Life Insurance Company, or its affiliates. Medical Benefits Abroad 112074 12/13 1 Everything you need to rest easy Simplicity Flexibility Convenience Ease Medical Benefits Abroad