Please send all claims to the University Insurance Office (finance.helpline@ed.ac.uk) Cancellation/Curtailment – Unable to Travel If you are unable to travel due to a positive covid test, or contract covid when you are abroad and incur additional costs, before completing the claim form, you should contact Diversity Travel (if they’ve arranged your trip for you) or airline/travel provider/organisers to cancel your trip, unless you are able to reschedule. Diversity Travel will enquire about a refund of any travel arrangements they’ve made for you. You will need to provide copies of all correspondence as part of the required claim documentation. Diversity Travel will also seek a refund of the airport taxes which are refundable. You will need to provide copies of the correspondence either detailing their attempts to obtain a refund or confirming the actual refund to the Insurers. If you did not book through Diversity Travel and made your own arrangements, then you will need to contact the airline/accommodation provider etc for a refund and enclose the correspondence as part of the claim. If you are attending a Conference or other event which you had to pay a registration fee for, you should enquire about a refund and enclose any correspondence on this with your claim. If no refund is due, you should ask for the event terms and conditions which should set out the cancellation policy. Also required: Claim form - be sure to state the amount being claimed Confirmation of the cost of the original trip, including any travel, accommodation or conference fees Evidence of any refund, and subsequent responses from travel providers - as detailed above Evidence of a positive covid test - this can be a photo of the test Bank account details if the funds are due to you personally NOTE - There is an excess of £100 on cancellation claims which will be deducted from any amount paid by the Insurers. Testing Positive for covid whilst abroad If you test positive for covid whilst abroad and have to change your return flight and/or extend your accommodation, these additional costs are covered by the Cancellation Section of the travel policy. You should contact Diversity Travel to assist you to alter your arrangements. If you did not use Diversity Travel for your trip, you’ll need to contact the airline/accommodation providers directly. To claim back any additional costs you will need to provide the following: Completed claim form - be sure to state the amount being claimed Your original travel itinerary showing the cost of your trip Evidence of a positive covid test Receipts for the cost of any additional accommodation and admin charges to change your flight If the return flight has to be cancelled, a refund of the air fare and airport taxes should be sought. Please note that the insurance policy will only pay the difference in cost between the refund and the cost of the replacement travel Bank account details if the funds are due to be paid to you personally NOTE - There is an excess of £100 on cancellation claims which will be deducted from any amount paid by Insurers. The same procedure applies for claims cancelled for other reasons, ie event being cancelled, non covid illness, or illness to a family member. In this case a doctor's certificate is required as evidence of the trip cancellation. Medical Expenses If you have received medical treatment during your trip the following documents are required: Completed claim form - be sure to state the amount being claimed Receipts for any treatment Travel Itinerary – this is required as evidence of your travel Bank details Loss, Theft or Damage to Personal Belongings NOTE – It is a requirement of the Policy that all reasonable care is taken to prevent loss, theft of damage to personal items Completed claim form – this must details the incident circumstances Police report PIR – Required as evidence of lost or damage baggage and is provided by the airline Estimate for repair of items. If irreparable, then this must be confirmed on the estimate Estimate for repalace,ent of items of an equivalent value/specification For high value items, ie cameras, you will need to provide evidence of ownership Travel Itinerary – this is required as evidence of your travel Bank details Stolen Money - police report and evidence of the amount. This can be a bank statement or ATM slip Bank details Delayed or Lost Baggage If, on your outward journey, your bags are delayed, there is cover for any emergency items you have to purchase (this should be toiletries and clothing). Completed claim form – this must details the incident circumstances PIR – Required as evidence of the delay Receipts for the items you had to purchase Bank details Claim Process and Payment The Insurance Office will log all claims and will pass them to Insurers to deal with. If they require further information, you’ll receive an email from the Insurance Office. Once the claim payment has been agreed, Insurers will make payment directly to you within 3-5 working days. The Insurance Office will confirm the payment date. Insurance Forms This article was published on 2024-07-01
