The University carries a travel accident insurance policy. This policy provides basic principal coverage of $250,000. (Exclusions in this policy may result if traveling in areas of declared war.)

All full time permanent employees, Members of the Board of Governors, and Members of the Alumni while traveling on University business are covered from the time they leave their residence, or place of regular employment for the purpose of going on a trip, whichever last occurs, and continues until such time as they return to their residence or place of regular employment, whichever first occurs.  This coverage is extended for members of the Senior Administrative Team on a 24 hour per day 365 days per year basis.

All students and part time instructors who may travel in pursuit of academic requirements, or as representatives of the University are covered for a principal sum of $150,000 while traveling outside of the city limits.

In order to obtain insurance coverage for individuals, Financial Services must be notified, normally by the submission of an approved Travel Authorization Request Form, or via memorandum, and the following information provided:

• Names of individuals;
• Reason for travel;
• Number of travel days; and
• Account number (FOAPAL) that the travel will be charged against

The premium costs for travel insurance are funded centrally and not distributed to Operating, Research or other accounts.

In addition to the University's coverage business travel booked through the University's travel agent, Marlin Travel - Percy Hunt Travel Group Inc., will automatically have $100,000 of Flight Accident insurance coverage.

Those who participate in the University's group life policy also have life insurance at the level chosen in that benefit.

Additional travel insurance coverage exists in certain circumstances when the corporate travel card is used (See 30.05.10.04).

The Extended Health Plan for eligible academic and administrative employees provides emergency out-of-country coverage for both business and personal travel.

Given the variety of insurances provided by the institution, the costs of any additional travel life insurance premiums the traveler may wish to purchase will not be reimbursed by the University.

Trip Cancellation Insurance

When air travel is booked, travel agents normally encourage travelers to buy trip cancellation insurance coverage. Trip cancellation insurance pays for the cost of the airline ticket in the event that the trip must be cancelled as a result of an insured peril.

Commercial trip cancellation insurance is not a reimbursable University expense and should not be purchased by the traveler for University travel. The University self-insures for trip cancellations. In the event that a University trip must be cancelled, contact the Associate Vice-President (Finance) for the claim reimbursement procedure.

Note that the internal self-insured University trip cancellation insurance only covers the same insured perils as commercial trip cancellation insurance. The primary insured perils are a severe illness of the traveler, and severe illness or death in the traveler’s immediate family. Medical documentation may be required to substantiate a claim. Trip cancellation insurance does not cover travel cancelled due to cancelled meetings, bad weather, political upheaval at destination, etc.

Insured Risks for Flight Cancellation Coverage

Cancellation of your trip prior to the scheduled departure or curtailment of your trip prior to the scheduled return or delayed return directly because of:

1. Sickness, bodily injury or death of yourself or a member of your immediate family (as defined) or a Travelling Companion (as defined) or a member of the travelling companion's immediate family (as defined),
   
2. A disaster which renders your principal residence uninhabitable,
   
3. Your being quarantined or hijacked,
   
4. Your being called for jury duty or your being subpoenaed as a witness in a case being heard during the period of your trip,
   
5. The death or hospitalization of your host at destination, (as defined),
   
6. Terrorism in a country originally ticketed which leads the Canadian Government to issue a general recommendation that Canadians should not travel within that country for a period that would include your scheduled trip,
   
7. Cancellation of a business meeting, (as defined), because of the sickness, injury or death of the person with whom the meeting had been arranged in advance.

Definitions for above:

1. "Member of Immediate Family" means the insured's legal or common-law spouse, parent, legal guardian, step-parent, grandparent, grandchild, in-law, natural or adopted child, step-child, brother, sister, step-brother, step-sister, aunt, uncle, nieces or nephews.
   

2. "Travelling Companion" means the person who is sharing travel arrangements with the insured (to a maximum of four (4) persons including the insured)
   

3. "Host at Destination" means the person with whom you are sharing pre-arranged overnight accommodation in his/her usual principal place of residence.
   

4. "Business Meeting" means a pre-arranged private meeting pertaining to the full-time occupation or profession of the insured and which was the sole purpose of the trip (documentation evidence of meeting arrangements required). In no event shall Business Meeting include a Convention, Conference, Assembly, Trade Show, Exhibition, Seminar or Board Meeting. No benefit shall be payable due to cancellation resulting from lack of attendance, participation or financial support.
   

Luggage Delay/Loss, Delayed Flight Departure or Denied Boarding, Missed Connection

If the travel is charged to the University’s procurement card or is arranged through Supply Management Services via the issuance of a purchase order, the University internally provides the same coverage as if the trip had been charged to the BMO Mastercard Travel Card. In the event of a claim, contact the Director, Financial Reporting for the claim reimbursement procedure.

If the traveler chooses to pay for the University travel using any method other than the BMO Mastercard Travel Card, the University procurement card, or University purchase order, the University does not provide any insurance coverage for lost/delayed luggage, delayed flight departure, denied boarding or missed connection.