Travelling for Business? We’ve got you covered!

Travelling for business is an important part of university life. Many of our staff need to travel to most parts of the world and at times, undertake unusual and exceptional activities.

The University of Newcastle takes very seriously the welfare of all staff who travel. This is why we have obtained significant and uniquely tailored travel insurance that will cover our staff and students across an extensive range of activities and destinations. This includes a worldwide health and assistance service to all travellers (see link below for further information).

In some circumstances the University will extend insurance to cover additional days for staff who wish to extend their business trip with private travel. Conditions apply, so please refer to the information below for important information regarding what this does and does not cover.


To help staff optimise their travel plans and provide some flexibility in travel bookings, the University also covers limited private travel.

Private travel insurance is available to staff and students when:

  • the purpose of a trip is primarily for business purposes ( 50 per cent or more of the trip is business related), and
  • when the private travel days do not exceed five days in total.

Private insurance cover will only be made available if these two conditions are met. If these conditions are not met, private insurance cover will not be available and it is recommended that individuals purchase their own travel insurance cover for any private component of the trip..

These conditions apply to all bookings from 1 February 2013 forward.

Summary of conditions and rules of private travel insurance cover:

Staff Students

When Private travel is no more than 50 per cent of the trip (up to a maximum of five days).

  • Return trip to Australia is considered private if the last day of the trip is private (even if flight is paid for by the University).
  • Up to 10 hours immediately following arrival at final destination will be considered business if the trip was eight hours or more.

There is no coverage for personal travel taken in conjunction with travel for University purposes, except one week before and after exchanges to allow time for orientation, settling in and packing up at the host University location/city (side trips on the way are not covered).

  • No coverage for semester breaks.

Weekends are covered provided the traveller worked the Friday prior and the Monday following.

Spouses and dependents are not covered.

Personal travel insurance limitations

Limitations apply to insurance cover for any private travel (as applies above).

These limitations are:

  • No coverage for travel to DFAT 4 countries – as rated at the time of booking.
  • No coverage for the following activities:
    • any snow sports, such as skiing, snowboarding, ice-climbing etc.
    • hunting
    • racing (other than on foot)
    • polo playing
    • hang gliding
    • rodeo riding
    • BASE jumping
    • sports activities in a professional capacity
    • mountaineering or rock climbing using ropes or guides
    • scuba diving unless the traveller holds an Open Water Diving Certificate or is diving with a qualified diving instructor.

Examples where private travel is insured by the University, or not.

Definitions:

Business Activities are activities undertaken by staff members (e.g. attendance at a meeting, attendance at a conference, field research, speaking at a lecture) that relate to their work as University staff members and requires them being at that location to complete the activity. Such activities would have the requisite approvals in line with the Travel Policy and Procedure.

Private Component refers to the number of days when an employee or student is not undertaking business activities. For staff, linkage will be made to annual leave records.

Trip Starts from when the employee leaves home or work for the strict purpose of travelling to their overseas destination and extends until the time the employee returns home or to work.

LEGEND:

 

Work related Travel / transit

Travel Insurance Cover:

 

Work days

University insurance applies

 

Weekend between work days

 

University insurance does not apply

 

Private

Case by case review

 

Private Travel

Scenario One: Mid-week conference

A staff member attends a three day conference overseas with personal days before and after.

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Not Covered

Covered

Not Covered

Response: The University’s insurance will cover the transit day there and the three days of the conference. All other days are personal and therefore not insured by the University’s travel insurance policy as more than 50 per cent of the total trip is personal.


Scenario Two: Collaboration and Holiday

A staff member travels overseas for a 10 day conference and collaboration followed by a holiday.

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Covered

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Response: The University’s travel insurance will cover the transit, conference and collaboration days as well as the weekend in between. The weekend following the business component plus the holiday is not insured by the University’s travel insurance policy as the private component is in excess of five days.


Scenario Three: Weekends

A staff member or student travels for a conference followed by two days of collaboration with a weekend in between.

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Covered

Response: The weekend is covered as the staff or student was on University business on the Friday prior and the Monday following.


Scenario Four: Personal travel in between business travel

A staff member or student arranges to have a holiday in between two approved University related activities.

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Covered

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Covered

Response: The University’s travel insurance will cover the business component. The private component is not covered as it is more than five days. The transit day between the holiday and the business component will need to be referred to Risk & Assurance Services. Only direct transit will be covered.


Scenario Five: Weekend and transit days

A staff member is overseas for research with a weekend before and after the scheduled research days.

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Covered

Response: The University’s travel insurance will cover the entire trip as the private component is both five days or less and under 50 per cent of the trip.


Scenario Six: Long weekend

A staff member has two conferences to attend over two weeks following by a few days of personal travel.

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Covered

Not covered

Covered

Not covered

Response: The University’s travel insurance will cover the business days. The first weekend is not covered as the staff member is not working on the Monday following. The first long weekend plus the private days at the end are in excess of five days therefore not covered by the University’s travel insurance.


Scenario Seven: Long weekend

A staff member has two sessions of collaboration arranged in two separate locations with a weekend in the middle and a personal day after.

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Covered

Refer RAS

Covered

Refer RAS

Response: As always, the business days are covered. There are 5 known personal days in this trip. The second transit day will be covered if the transit is direct – ie transit was within a normal acceptable range between the first and second locations. Therefore, this trip will need to be referred to RAS for consideration.


Scenario Eight: Unavoidable Delays

As there are no other flights available, a staff member or a student arrives at their overseas destination two days before their collaboration meetings are scheduled. The staff member/student then can’t fly out until one day after the meetings have concluded.

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Covered

Response: The University’s travel insurance will cover the entire trip as the “personal days” are out of the control of the staff member/student.