Accounting Office

Travel Insurance & Assistance

UC travel insurance and assistance resources may apply to eligible employees and students traveling on approved University business or participating in qualifying UC-sponsored activities. Eligibility and available benefits depend on the traveler, activity, destination, and current policy conditions.

Registration, assistance, and insurance are different

Travel registration allows UC to locate travelers during an emergency and enrolls registered travelers in relevant travel alerts. Registration does not guarantee insurance eligibility or coverage.

UC employees must be traveling on approved University business during which they are compensated by the University. Students must be participating in a qualifying UC-sponsored or supervised activity. Contact UCR Risk Management when eligibility is unclear.

Domestic, international, and personal travel

The following is a high-level summary. Travelers should review the current UC benefit documents for eligibility requirements, limits, exclusions, and claim documentation. Review current UC Travel Risk and Insurance information

Travel type General UC treatment What the traveler should confirm
Domestic U.S. travel Coverage is limited and may include medical evacuation and certain eligible accident-related medical expenses connected with a covered activity. The traveler’s U.S. health insurance is generally primary. Confirm eligibility and review the current benefit summary before travel. Use the traveler’s health plan for medical care when applicable.
International travel Coverage may be broader and may include eligible accident and illness care, counseling, medical or security evacuation, travel delay, cancellation or interruption, and personal-property benefits, subject to policy conditions. Review the current benefit summary and insurance contact card before departure. Carry the assistance numbers and understand applicable exclusions.
Personal travel UC business-travel insurance may not apply to personal portions of a business trip, companions, or personal-only travel. Confirm coverage before departure. Eligible UC affiliates may purchase separate personal travel insurance when appropriate.

Understand the available resources

Resource What it provides Important distinction
Travel registration Provides itinerary visibility to UC and enrolls registered travelers in relevant travel alerts Registration is a risk-management requirement; it does not establish insurance eligibility
Travel assistance Provides 24-hour assistance for eligible employees and students traveling on UC-affiliated business 100 or more miles from home Assistance is a non-insurance service and does not guarantee that an expense or service will be covered
Travel insurance Provides benefits described in the applicable employee or student policy when eligibility and policy conditions are met The current policy and benefit documents determine coverage, limits, exclusions, and required claim documentation.

Emergency travel assistance

For an immediate emergency, contact local emergency services first. Once help is on the way, contact Chubb-AXA Global Travel Assistance for eligible medical, security, evacuation, or travel-assistance support.

Email responses may take up to 24 hours and should not be used for an immediate emergency. When contacting the assistance provider, be prepared to provide the traveler’s name, UC campus, UC affiliation, current location, assistance needed, contact information, and applicable policy number. 

Review UC Travel Assistance

When assistance or a claim is needed

  1. Contact local emergency services first when immediate medical or safety assistance is required.
  2. Contact Chubb-AXA Global Travel Assistance as soon as practical for medical referrals, security guidance, evacuation coordination, or other eligible support.
  3. Notify the appropriate UCR contact, such as the department, trip leader, international program leader, or UCR Risk Management.
  4. Retain itemized bills, receipts, medical records, proof of payment, police or incident reports, and notices from airlines or other travel providers.
  5. Review the current benefit summary and follow the insurer’s claim instructions. An expense incurred or service arranged is not automatically covered.
  6. Respond promptly to requests for additional information and retain all claim-related correspondence.

Insurance certificates

A destination government, visa application, host institution, or other organization may require evidence of insurance coverage. Submit the certificate request early enough to meet the requesting organization’s deadline. Review the instructions for requesting an insurance certificate

Coverage questions

  • UC employees must be on approved University business during which they are compensated by the University.

    Students must be participating in a UC-sponsored or supervised off-campus activity that meets the applicable policy definition of a covered activity. Current policy terms determine final eligibility.

  • UC business-travel coverage may be limited or unavailable during personal portions of a trip and generally should not be assumed to cover companions.

    Registration does not extend UC insurance coverage to an otherwise ineligible person or activity. Eligible affiliates may purchase separate personal travel insurance when appropriate.

    Review the UC Personal Travel Insurance Program

  • The traveler should contact their health-plan administrator to determine whether the plan provides international coverage. International treatment may be treated as out of network, and advance approval may be required for nonemergency care.

  • Insurance and security-evacuation benefits may be restricted when U.S. sanctions prevent an insurer or assistance provider from operating or paying claims in a destination.

    Consult UCR Risk Management and the UCR Export Control Office before making travel or financial commitments involving a sanctioned or high-risk destination.