International Travel Insurance

There are a variety of University policies and insurance programs that are applicable to international travel, including the Comptroller’s Travel Policies and Procedures, which should be reviewed well in advance of departure. The state provides several insurance coverage programs for University related international travel at no cost to University travelers or their departments and is automatically in force for qualified individuals to the limitations described below.

Insurance programs available to University employees

University faculty and staff have the following coverages while traveling internationally on University business.  This includes travel to conduct research, meet with colleagues, attend and speak at conferences, lead student travel, sabbatical travel, and any other travel on University business regardless of the funding source for travel:

  1. Worker's compensation benefits are provided for on-the-job injuries. This includes medical care and wage replacement for injuries determined to be compensable, and consistent with applicable statutes.
  2. Liability coverage is provided for University employees and volunteers while acting within the course and scope of their employment duties.
  3. Emergency medical care, emergency evacuation, and repatriation services.  For available services, see the Travel Assistance Services section.  The program for emergency medical care covers unforeseen medical care needs only, it does not cover continuing care for existing conditions or routine appointments.  This is not health insurance and does not cover ongoing medical care, illness, or medications that are not associated with a compensable workplace injury. Travelers are strongly advised to review the applicability of their personal health insurance for international travel and make arrangements for personal health coverage while abroad. Travelers may wish to purchase additional international insurance.

The insurance program provided by the state only applies to University employees traveling for an authorized business purpose. It does not cover family members that may choose to accompany an employee on the trip. Further, additional travel that is not connected to a University purpose is not covered. Examples include an extended stay in the region, vacation or other non-University related purpose.

International Insurance Coverage for Student and Registered Volunteer Travel

  1. Enrolled University students participating in a study abroad program, a one credit hour or more study, internship, service learning, or research program abroad will be required, and automatically enrolled, in the contracted international health insurance plan.  Contact the Center for International Education for more information.
  2. Students traveling abroad with University faculty or staff, or as part of a University program (except registered study abroad students) are provided emergency medical care, emergency evacuation, and repatriation coverage.  The program for emergency medical care covers unforeseen medical care needs only, it does not cover continuing care for existing conditions or routine appointments.  This is not health insurance, so students may wish to arrange international coverage at their own expense through another international insurance provider, especially if they have continuing care needs while abroad.  Liability coverage is applicable for registered volunteers and students traveling in an official University capacity as a University employee.  Liability coverage is also applicable for students when international travel has been approved as a required part of the student’s academic training program or curriculum.  University insurance coverage is not applicable for independent travel or research.
  3. The State of Arizona also provides a very basic Foreign Travel Accident Insurance Policy for students and registered volunteers that travel abroad. The coverage is automatically effective during travel, and there is no cost to the traveler. This policy is only applicable as excess to any other valid and collectible insurance, has many exclusions, and has a maximum benefit of $25,000 per person for most incidents. For these reasons, the University strongly advises students and registered volunteers traveling abroad to evaluate their coverage needs.

Travel Assistance Services for University employees, enrolled students, and registered volunteers

Executive Assistance® Services is available to all University employees, enrolled students, and registered volunteers, at no cost, while traveling or working outside their home country on University business or as part of a University sponsored program or activity.  These services can assist University travelers in difficult or problem circumstances during a trip.  Services include emergency medical or political evacuations, referral to a doctor or hospital, hospitalizations, emergency prescription medication replacement, emergency travel arrangements, language assistance or translation services, legal referral, critical travel document replacement (like passport or credit card), emergency cash advance, embassy or consulate contact information, and concierge services. A list of services and instructions for accessing assistance are available at the following link:  Travel Assistance or in a wallet-sized document that you can take with you.

ACE Travel App

The ACE Travel App provides travel assistance services to University employees, enrolled students, and registered volunteers who create a travel itinerary prior to or during their trip. Based on the traveler’s GPS location, as well as their stored itinerary, real-time alerts, risk management mitigation tips, as well as tools to manage medical or other travel related incidents will be pushed to the user’s mobile device. When connected to a mobile network, the ACE Travel App can provide information on Country Research, Travel Alerts, Security Services, Emergency Assistance and Concierge Services.

The mobile Ace Travel App is available for download by:

  1. Clicking on https://www.acetravelapp.com/TA/register.html.
  2. Click Register Now.
  3. Enter your e-mail address and policy number: PHFD38226873.
  4. An e-mail will be sent with a temporary password. Login to the site and change your password. The ACE Travel App will be available to start using immediately following the steps above.

Claim Reporting and Report of Injury

Seek emergency medical care as needed for treatment of injuries; use Travel Assistance Services to help. Contact Europ Assistance (contact information is found on the Travel Assistance Program) to open a claim for payment of treatment expenses.

Employees who suffer an on-the-job injury should notify their supervisor of the injury and their medical status. Ask the supervisor to complete the online Report of Injury as soon as possible to report the injury to University's Human Resources.

University Travel in Mexico including Automobile Insurance

Travel in Mexico is subject to the University’s travel policies and procedures and may include advance travel review and authorization while U.S. State Department Travel Warnings are in effect. Employees should obtain written authorization, on University Stationary, from their Dean or supervisor granting them permission to drive a state vehicle into Mexico on University business.

A Mexican Automobile Insurance program through the Arizona Department of Administration Risk Management Division covers University vehicles traveling into Mexico. Prior to the trip, University travelers must obtain a Mexican Insurance Packet, specific to each vehicle. To obtain this packet, contact the Insurance and Claims Unit of Contracting and Purchasing Services at least 10 days prior to departure with the following information: Department name, Name of University authorized driver(s), date entering Mexico, date leaving Mexico, specific location of travel, purpose of travel, University vehicle number, number of University employees traveling, number of University students traveling and if a trailer will be used (if so, provide license number).

Mexican law only recognizes insurance coverage issued by Mexican insurance companies. The Mexican government (and police) do not recognize policies written by American insurance companies, even if that policy has Mexican coverage. The University does not provide Mexican insurance coverage for private vehicles and most commercial rental agencies prohibit travel into Mexico. In case of an accident, follow the detailed instructions in the Mexican Insurance Packet. You must report incidents to the Mexican insurance carrier before you leave Mexico AND to the Insurance and Claims Unit of Contracting and Purchasing Services as soon as possible.

Travel Warnings

U.S. State Department travel warnings lists two general levels of urgency.  One level includes warnings of heightened risk of travel to a particular country.  The other, more urgent type of warnings, may forbid, restrict, or otherwise urge U.S. citizens to defer travel to a particular country.  The U.S. State Department warnings are available online: Travel Warnings.

Travel to Sanctioned Countries and War Zones

From the OFAC Website: The Office of Foreign Assets Control (OFAC) of the US Department of the Treasury administers and enforces economic and trade sanctions based on US foreign policy and national security goals against targeted foreign countries and regimes, terrorist, international narcotics traffickers, those engaged in activities related to the proliferation of weapons of mass destruction, and other threats to the national security, foreign policy or economy of the United States.  OFAC acts under Presidential national emergency powers, as well as authority granted by specific legislation, to impose controls on transactions and freeze foreign assets under US jurisdiction.  Many of the sanctions are based on United Nations and other international mandates, are multilateral in scope, and involve close cooperation with allied governments.

University travel to sanctioned countries requires detailed advance review and approval to ensure compliance with applicable license requirements and travel restrictions. Sanctioned countries may or may not also be subject to US State Department Travel Warnings. Consult with the Office of Regulatory Compliance well in advance of any travel envisioned to a sanctioned country. For information about current US sanctions, see https://www.treasury.gov/resource-center/sanctions/Programs/Pages/Programs.aspx.

All University travel that requires a federal license must be coordinated through the Office of Regulatory Compliance and requires significant lead time for review and license issuance.

International insurance programs and assistance services may have coverage limitations or may not be valid at all for travel to sanctioned countries or in war zones. Contact the Insurance and Claims Unit of Contracting and Purchasing Services well in advance of travel to review any exclusions or limitations applicable to the destination country.

Any individual traveling to a war zone on University business must justify and obtain approval for the travel from the individual’s Vice President or Provost after review of the travel risks and insurance issues involved.

Export Control Regulations and Defense Base Act (DBA) Insurance

Export Control Regulations

Certain types of technology, equipment, software and even presentation materials may require a federal license if transported outside the United States. Consult the following link well in advance of any travel that may require a federal license for review and license issuance: https://nau.edu/research/compliance/export-controls/export-controls--foreign-travel/.

Defense Base Act (DBA) Insurance

This is a federal requirement for international travel that is associated with the U.S. Federal Government. There are two primary triggers when DBA must be obtained:

  1. Travel abroad as part of a public work or service contract with the U.S. Federal Government where the University is a contractor or subcontractor.
  2. Travel to conduct work on a U.S. military installation abroad.

DBA is generally NOT required for travel under federal research grants, cooperative agreements with federal agencies, or other authorized University travel unless one of the two triggering criteria listed above are applicable. To arrange DBA insurance, please contact the Insurance and Claims Unit of Contracting and Purchasing Services a minimum of 30 days in advance of departure.

Additional Links and Resources

U.S.State Department Traveler’s Checklist
U.S. State Department Smart Traveler Enrollment Program
Centers for Disease Control Traveler Health Information

Contact

For insurance questions, please e-mail NAU-Insurance@nau.edu and for claims questions, please e-mail NAU-Propliability@nau.edu or call (928) 523-2009.