FAQs

Employee coverage
Student coverage
Spouse/Partner & family coverage
Equipment & auto coverage
File a claim & reimbursement
Travel insurance (aka Trip insurance)

Employee coverage

What coverage does a UW employee have while traveling abroad on university business?

• Work-related injury or illness
• Personal injury or illness for a two-week period associated with work travel
• Accidental death or dismemberment (AD&D, aka 'business travel accident')
• Medical evacuation to the nearest adequate facility, as determined by the insurance company, if injured or ill
• Assistance in obtaining medical care for an injury or illness
• Assistance in developing an exit plan from an area of civil unrest abroad.

See the chart, UW Insurance While Traveling Abroad, for more information.

Does UW insurance include health insurance?

No, the UW insurance described above is only for work-related injuries or illnesses. It does not include personal health coverage. University travelers should maintain their own personal health insurance plan and determine how this insurance applies when traveling abroad.

Does UW insurance cover the cost of an employee's trip if the trip must be canceled?

No, UW insurance does not cover trip cancellation expenses if canceling prior to traveling. The employee may buy optional trip insurance for this purpose which is usually not reimbursable or the department may choose to pay any expenses from a departmental discretionary 64-xx budget.

Does UW insurance cover an employee while traveling on a combination business and vacation trip?

Yes, the employee is covered for personal travel abroad up to two weeks, if this travel is either immediately before or after travel associated with doing UW business abroad. The employee is also covered for personal travel on the weekends if on UW business for more than a week.

Does UW insurance cover an employee while attending a professional meeting abroad at the individual's own expense?

Yes, it is not necessary that the university reimburse for the travel expense to be covered under UW insurance.

If the federal government (or a professional association) reimburses a university employee for travel expenses abroad when rendering a service, is the person covered by UW insurance?

Yes, UW insurance is in effect even if the employee collects a fee. However, the work must be directly related to the individual's primary employment at the university, approved by the department and the honorarium must be for travel, not a consultant's fee.

Does UW insurance apply if an employee is traveling on university business in the U.S.?

Other UW insurance applies including coverage for work-related personal injury or illness as well as business travel accident coverage. There is no evacuation coverage or assistance receiving medical care for travel within the U.S., its territories or possessions, or Puerto Rico.

Is an employee covered by UW insurance while on sabbatical abroad?

Generally, no. Contact Office of Risk Management for information.

In the case of a university employee who is on a leave of absence from the UW to conduct research and is receiving a salary from a source other than the university, is this person covered while traveling abroad to gather information for research?

No.

Does UW insurance apply for an employee traveling on university business in a U.S. territory (e.g. Mariana Islands)?

Yes, the coverage applies to business travel in any U.S. possession or territory, or Puerto Rico.

What coverage is available if an employee needs to be medically evacuated while traveling abroad on UW business?

The employee will be evacuated to the nearest adequate local facility, as determined by the insurance company that issues this plan. Faculty, staff and UW student employees may, at their own expense, purchase insurance for evacuation to the facility of their own choice (e.g., a hospital in Seattle). The cost of evacuation insurance to the facility of choice can't be reimbursed by state funds. The cost can be reimbursed by departmental discretionary funds from a 64-xx budget.

What is the coverage for a university employee traveling abroad who needs to be evacuated out of an area of civil unrest?

Worldwide Assistance Services can help develop an exit plan. Travelers to unstable or remote areas should register with the in-country U.S. embassy so they can be contacted and evacuated, if necessary.

Are university employees covered while doing private consulting or while engaged in private medical or dental practice abroad?

No.

Does UW insurance cover employee travel in countries that are under sanction by the U.S. government? 

Employees are advised that UW insurance may not cover them for travel in countries under sanction by the U.S. government. Contact the Office of Risk Management for more information.

Student coverage

As a student traveling on university business, does UW insurance apply?

Only students who are paid through the university payroll system are covered by UW insurance. See the chart, UW Insurance While Traveling Abroad for more information. Students who are not paid through the university payroll system are not covered by UW insurance when traveling abroad.

Are students who receive a stipend covered by UW insurance? 

No, a stipend is not the same as wages. Students who receive only a stipend are not UW employees and are not covered by UW insurance. 

Are student volunteers covered by UW insurance? 

Volunteers are covered by UW insurance. To be considered a volunteer, a student must meet all of the following criteria for an activity:  is not receiving academic credit; is not receiving wages; and can be reimbursed for expenses. 

Can program fees paid by students be used to buy emergency medical assistance and medical evacuation insurance for a student trip abroad?

Yes, student-paid fees can be used to buy insurance, if the insurance option of the program fee is optional.

Spouse/Partner & family coverage

Are family members covered by UW insurance when they accompany an employee on a trip abroad while I conduct UW business?

No. However, accompanying family member can receive assistance if the university employee is injured or needs evacuation.

Equipment & auto coverage

Is an employee's laptop covered when taken abroad while on University business?

An employee's laptop is not automatically covered when taken abroad. If the laptop is UW property and the department purchased coverage through Risk Management, then it is covered. If the laptop is personal property, there are several options for coverage. Under certain circumstances insurance can be purchased. For more information, see the Risk Management website. Coverage may also be available through an individual's personal insurance policy or personal credit or charge card. UW employees who have paid for their flight with their UW travel card have coverage for hotel/motel theft. See the Travel Office website for more information about coverage through the travel card.

Does the UW's auto insurance cover an employee while abroad on UW business?

Yes. See the chart, Car Insurance Coverage, for more detail. However, some countries (i.e., Mexico) have compulsory insurance that you must buy when driving in the country. UW's auto insurance isn't recognized in these countries. Check the Department of State Consular Information Sheets for the countries you'll be visiting for local insurance requirements.

File a claim & reimbursement

If an employee does get injured or sick while abroad on university business, how should a claim be submitted?

Contact the Office of Risk Management.

Can an employee be reimbursed by the UW for buying additional evacuation insurance?

No, the cost of additional coverage beyond what the university provides is the financial responsibility of the employee. Additional coverage may be purchased by the department for the UW employee with funds from a discretionary 64-xx budget. The other funding source for discretionary insurance could be a grant that specifically allows for the purchase of the particular insurance in question.

Travel insurance (aka Trip insurance)

What is travel insurance?

Travel insurance (aka trip cancellation insurance) covers trip expenses which are paid if the traveler has to cancel. Also, accidental death & dismemberment and lost property or baggage coverage may be included in travel insurance.