The UCD Travel Policy, which is endorsed by the University Management Team, has been developed to inform all persons engaged in foreign travel about the University’s travel safety and travel insurance provisions and limitations. This policy describes the approvals process within UCD related to international travel, travel insurance and the international travel risk assessment. 

This policy is not based exclusively around Covid 19 risks but considers all aspects of international travel and therefore is applicable to all such travel irrespective of the Covid status of the destination. 

It is important that persons travelling abroad on approved University business are familiar with the provisions of this policy and adhere to its provisions.

The approvals process is based on the (opens in a new window)Department Of Foreign Affairs Travel Advisory System.

It should be noted that:

• Authorisation is required for certain types of travel (see Table 1 below).
• For low risk travel in the UK, Switzerland, the EU and the EEA, no authorisation is required and insurance can be assumed. This does not apply to travel for fieldwork purposes or group travel, including undergraduate field trips, which must be submitted to (opens in a new window)SIRC in advance to confirm travel insurance.
• Permission from your Head of School / Unit must be obtained for any travel to a country or region which is outside of the UK / Switzerland / EU / EEA, and details of such travel must be submitted to SIRC ((opens in a new window)insurance@ucd.ie) in advance to confirm travel insurance.
• Permission from your UMT line manager and your Head of School / Unit must be obtained for any travel to a country or region which is subject to an ‘Avoid Non Essential Travel’ travel advisory, and details of such travel must be submitted to SIRC in advance to confirm travel insurance.
• Any travel that requires approval must also be risk assessed using the (opens in a new window)International Travel Risk Assessment template.
• For travel involving fieldwork, a (opens in a new window)Fieldwork Risk Assessment must also be completed irrespective of the location.
• The duration of travel is limited to 12 months for any single trip, however, any travel of longer than 90 days must be notified to (opens in a new window)SIRC irrespective of destination so cover can be confirmed.

* This does not apply to travel for fieldwork purposes or group travel, including undergraduate field trips, which must be submitted to (opens in a new window)SIRC in advance to confirm travel insurance.

Table 1. UCD International Travel Approvals Process (Taken from UCD Travel Policy)

When making a submission to the SIRC Office seeking confirmation of travel cover the following details must be included:

• Full travel itinerary to include dates of travel and purpose of travel
• (opens in a new window)International Travel Risk Assessment if applicable
• (opens in a new window)Fieldwork Risk Assessment if applicable

Submissions should be made to the (opens in a new window)SIRC Office at least ten days in advance of any travel.

As part of the confirmation of insurance cover the SIRC Office will provide travellers with details of the limits of cover in place and emergency contact numbers to be used for medical emergencies whilst abroad.

It should be noted that in certain circumstances cover for losses related to Covid 19, such as cancellation, curtailment, self-isolation, mandatory Covid 19 tests or quarantine costs on arrival etc. will be limited and may not be recoverable from insurers.

In the event that the Covid 19 situation in the country of travel deteriorates further or the travel advisory status changes, such that return travel is impacted, insurance cover may be affected.

All persons travelling on behalf of the University are advised to read the (opens in a new window)UCD Travel Safety Guidelines and the (opens in a new window)UCD Travel Insurance Guide for Staff or the ‌‌(opens in a new window)UCD Travel Insurance Guide for Postgrads. 

Notwithstanding the extension of UCD’s insurance cover all persons travelling within the EU and the EEA are advised to obtain a (opens in a new window)European Health Insurance Card (EHIC). This allows access to the public health systems of countries within these areas and is free of charge.

Any queries in relation to making a claim under the university travel and personal accident policy can be sent to (opens in a new window)insurance@ucd.ie

Assessment of any claim will be subject to the policy term and conditions.