Overseas travel

Frequently Asked Questions (FAQs)

Which forms do I have to fill in?

A Risk Assessment Form may be required, depending on the country/city being visited (see below)

What do I do if my trip is last minute and I cannot give 8 weeks notice?

What does the travellers' register do?

The register confirms staff have been authorised to travel and covers when and where they are going.  The register is also used to determine whether any staff are currently in a country where an emergency situation has arisen.

The information held on the database may also be used for business information purposes.

Why does the University need to know I am travelling overseas?

It is a University requirement that you provide your department with your itinerary, contact phone number and name/address of your accommodation.  Failure to do so may invalidate your insurance.

Do I need to complete a full risk assessment every time I travel?

This will depend on the country/city you are travelling to.  Some countries automatically require a full risk assessment, others will depend on current events.  As a general guide, a full assessment is not required for Canada, United States, Australia, Hong Kong, Malaysia, Singapore and European countries (except for Greece, Turkey and Russia). This is, however, dependent on current events and if the Foreign & Commonwealth Office and Red24 advise that the destination has current risks associated with it or an increased security status (due to terrorism, natural disaster, volatile political situation).  

For example, you would not usually be required to complete a full risk assessment for a trip to Paris, but if there are elections at the time of your visit or recent civil unrest has occurred in Paris, we would then request one. Other countries such as India will automatically require a full risk assessment.

Completion of the Travel Overseas Form will trigger a request for a full risk assessment if one is required for your destination. If in any doubt, please contact Anita Randell (Insurance Officer, ext. 3308) or Kim Hadley (International Office, ext. 5110)

Why does the Head of Department need to sign the Risk Assessment form?

Heads of Department have a role in exercising the University's duty of care to its staff to make sure they are working in a safe environment. 

What do I need to take with me?

When I come back, do I have to do anything?

I am a Head of Department, what do I have to consider when staff ask to travel overseas?

  • Is the trip necessary?
  • Is the trip well-planned and organised?
  • Have I adequately assessed the risks of the region to be visited?
  • Have I got their full contact details?
  • Can I commit this to my budget?
  • Do I have any concerns about their fitness to travel?

If you have concerns regarding a member of staff's fitness to travel, please contact the Occupational Health Service (ext. 3187)

What documents do I need to apply for a visa?

The documents required vary, depending on your nationality and which country you are visiting. As well as your passport, you will need some of the following:

  • Passport photographs: must have a white background and no smiling (the number of photographs required varies from one to four)
  • Completed visa application form for the country to be visited
  • Letter of invitation from the country to be visited (from an institution, company or British Council)
  • UK company letter
  • Copy of your itinerary
  • Yellow Fever Certificate

You must ensure that you have at least 6 months remaining before the expiry date on your passport (some countries will request one year). For further advice on applying for visas, please contact Kim Hadley (International Office, ext. 5110).

I want to stay on for a few days leave at the end of my business trip (or arrive a few days earlier) - am I insured?

Yes, for seven days or 50% of the total duration of your trip overseas (whichever is the greater).

If I need travel advice about the country I am visiting, who should I contact?

  • Kim Hadley (International Office, ext. 5110). The International Office staff can provide hotel recommendations and country information sheets, advise you on recruitment activities in the region you are visiting and put you in touch with local contacts
  • Visit the Foreign & Commonwealth Office website
  • Visit the Red24 website for travel safety and medical advice (enter password 7797, then click on 'Travel assistance website' and select your country)

Can I take my partner/children with me on the trip?

This is at the discretion of your Head of Department.  Please note: the University will not cover the costs of your guest. They will not be covered by the University insurance and will have to take out alternative travel insurance.

Does the University insurance cover my personal trips and family holidays overseas?

No.

I am travelling overseas as an external examiner... am I covered by the University insurance policy?

Yes - you will be covered under the University's travel insurance provided you follow University travel procedures.

I am travelling overseas on University business, but I am being externally funded... am I covered by the University insurance policy?

Yes - you will be covered under the University's travel insurance provided you follow University travel procedures.

I have a pre-existing medical condition (e.g. asthma/bad back)... am I still covered by the University insurance policy?

The University policy does not exclude pre-existing medical conditions but does exclude travelling against the advice of your medical practitioner. If in doubt, contact your GP to check that you are fine to travel. It is important that you take any medical conditions into account when completing your risk assessment. Contact Anita Randell (Insurance Officer, ext. 3308) for further advice.

Is there a maximum duration for a trip?

Yes - 12 months.  If you are going on a trip lasting up to 12 months, you will be covered by the University insurance provided you have completed the Travel Overseas Form (and Risk Assessment if one is required for your destination).