Plan the trip in accordance with the University Safety Office Overseas Travel and Safety in Fieldwork guidelines, Travel insurance cover depends on compliance with these guidelines and the advice given on the Foreign and Commonwealth Office (FCDO) website. Country information should also be monitored whilst in country and changes made to the risk assessment should be reviewed with your department and the Safety Office where required.
If advice changes whilst away, contact your supervisor to review your plans and risk assessment and if premature departure is needed, you must contact the Emergency Assistance Provider (PDF).
Please ensure all travel documents are up to date (e.g.passport and visa etc) prior to travel.
The University’s travel policy includes cover for emergency medical expenses resulting from a pre-existing medical condition, however, cover will not operate in respect of journeys taken against the advice of a Qualified Medical Practitioner or where any existing medical condition is not under control and it is foreseeable that medical assistance may be needed on a journey.
It is strongly recommended that if you suffer from a pre-existing medical condition you visit your GP prior to travelling in order to check that you are fit to travel and undertake the duties intended.This will ensure that in the event of a claim, evidence is available to confirm you were not travelling against medical advice and that any existing medical conditions were considered under control at the start of your Journey.
An EHIC/GHIC card should be obtained by travellers prior to travelling to the European Union (EU).
The EHIC is being replaced by the GHIC (Global Health Insurance Card) which gives you the right to access state-provided healthcare during a temporary stay in the EU. Please note having an EHIC Card will not provide a full range of medical cover or repatriation costs due to a medical condition and it is therefore always recommended that full Travel Insurance is also taken in addition to maintain complete cover.
The card is free of charge and can be obtained by following this link - Apply for a free GHIC card
Please check your eligibility and relevant application process so you can allow sufficient time for the GHIC card to arrive prior to your travel.
If an EHIC/GHIC Card is refused as payment by a hospital - do not offer your credit/debit card as payment, but immediately contact the emergency provider, who will be able to provide the promise of payment or direct you to a hospital/clinic who will accept such proof of reciprocal arrangement.
We strongly advise you do not take valuables or items of sentimental value unless you are not worried about them being lost or stolen. Please also think of the threat to personal safety where items of value are worn.
The University’s Expenses Policy should be followed when arranging travel: https://finance.admin.ox.ac.uk/expenses