FOREIGN TRAVELGood Practices & High Hazard Approval

 

Zachary GiffordAssociate Director, Systemwide Risk Management

The California State University – Office of the Chancellor

Rob LeongCSURMA Program Administrator

Alliant Insurance Services

Foreign Travel Ins Program

• Broad Foreign Coverage for CSU and/or Auxiliary Organization sponsored foreign travel involving low hazard activities such as:– Recruiting– Research– Workshops– Partnership meetings– Present/Attend Conference– Study Abroad = By Campus

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Foreign Travel CoverageWho is Covered:• California State University Risk Management Authority

(CSURMA)• California State University (CSU)• CSU Auxiliary Organizations

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Lessons Learned (the hard way)

High-Risk Travel

Laying the Groundwork

• What is the University’s mission anyway?• What are the desired outcomes?• How to achieve the outcomes?• Get the word out – make it as personal as

you can

Travel Preparation Part 1

• Begin planning as early as possible• Review Trip Resources• Scope and purpose of Travel• Skill of Travelers• Do not advance to part 2 until concerns

are resolved

Travel Preparation Part 2• Get to know your travelers and their destinations better

– Overseas Security Advisory Council (State Department Bureau of Diplomatic Security)

– Familiarize yourself with local conditions and laws - State Department web site at http://travel.state.gov/travel/cis_pa_tw/cis/cis_1765.html

 has useful safety and other information – Identify and plan for potential hazards and dangerous

conditions• Itineraries, emergency phone numbers, email addresses,

Facebook, Twitter – everything you can get your hands on• Get details, details, details. . .• Do not advance to part 3 until concerns are resolved

Travel Preparation Part 3

• Pre-Trip Orientation – trip leaders and travelers

• Include Emergency Preparedness

• Confirm and update information from part 2 and make appropriate trip adjustments

Travel

• Periodic check-ins and/or incident reviews

• Support and assistance for critical events

• Post-return support, assistance and debriefings

FTIP Reporting Procedures

• Report foreign travel to Alliant and include the following required information at least 30 days prior to travel:

Date of Departure Date of Return Destination – Include all regions (cities/towns) of travel• Purpose of Travel• Number of Employee(s) Traveling• Number of Student(s) Traveling• Number of Other(s) Traveling and relationship to traveler• Names of All Travelers

FTIP Reporting Procedures (cont’d)

• Confirm whether or not the country(s) participants are traveling are located on the following lists:

• CSURMA High Hazardous Country List (attached)• U.S. State Department Travel Warning List (attached) (

http://www.csurma.org/)• If a country appears on the CSURMA High Hazardous Country

or the U.S. State Department Travel Warning list the following guidelines apply:

• Campus President and Chancellor Approval (make every effort to give 30 days’ notice)

High Hazard Requests – tips to get to… “YES”

• Fill out the on-line form as complete as possible https://csyou.calstate.edu/Tools/high-hazard-travel/Pages/default.aspx

• Travel Antacids -– Traveler sign up for “STEP”? – Pre-trip orientation? (especially with student travel)– Traveler’s familiarity with destination.– In-country travel….how is it being done? What is being done to

mitigate risk?

Plop, Plop, Fizz, Fizz…cont’d

• 30 days+ notice• Itinerary• Traveler can convey good practices by

acknowledging “additional security concerns” and providing more detail than not regarding the travel, the country, etc.

• Robust description regarding purpose of travel

CSYOU Intranet: https://csyou.calstate.edu

Select on Tool and Services

Select on High Hazard Travel

Complete Online Form

Attach Supporting Documents / Select Submit

To Print: Select “View My Requests”

Select & Open the request you want to print

Select File and PrintObtain President signatureScan all documents and email Charlene Minnick at cminnick@calstate.edu

FTIP Reporting Procedures • Upon receipt of approval from the Chancellor’s Office, confirmation

of binding coverage, the rate for the trip, and the Travel Assist Card will be forwarded (by Alliant)

• For all High Hazardous/U.S. State Department Travel Warning countries, the following additional information is required (same as what is requested on Chancellor approval form):

• Contact information for the participant traveling• Contact information of where the participant will be staying• How will the participant be traveling from where he/she is

staying and where he/she is conducting university business• What airport will the participant be traveling to• What additional security is in place for the participant while

traveling to the high hazardous country

** There are high hazardous countries that require the approval of the Underwriter

High Hazardous Countries

• Albania• Armenia• Azerbaijan• Bahrain• Cambodia• Colombia• Cuba• Egypt• Federal Republic of Yugoslavia• Georgia• India• Indonesia• Kenya• Kyrgyz Republic• Macedonia• Nigeria• Northern Ireland• Oman• Pakistan• Peru• Philippines• Qatar• Saudi Arabia• Sri Lanka• Tajikistan• Turkey• United Arab Emirates• Uzbekistan• Venezuela

• Afghanistan• Algeria• Angola• Bosnia & Herzegovina• Burundi• Central African Republic• Cote d'ivoire• Democratic Republic of Congo (formaly Zaire)• Eritrea• Ethiopia• Guinea-Bissau• Haiti• Iran• Iraq• Israel• Jordan• Kosovo• Kuwait• Lebanon• Liberia• Libya• Mali• Northern Korea• Rwanda• Serbia• Sierra Leone• Sudan• Syria• Uganda• West Bank and Gaza (Palestinian Terroritories)• Yemen• Zimbabwe

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U.S. State Department Travel Warning List

• Burundi - 04/18/2012• Eritrea - 04/18/2012• Mali - 04/09/2012• Niger - 04/06/2012• Kenya - 04/04/2012• Chad - 03/29/2012• Yemen - 03/27/2012• Israel, the West Bank and Gaza -

03/19/2012• Syria - 03/06/2012• Nigeria - 02/29/2012• Colombia - 02/21/2012• Mexico - 02/08/2012• Pakistan - 02/02/2012• Iraq - 01/19/2012• Congo, Democratic Republic of the -

01/12/2012• Sudan - 01/11/2012

• Philippines - 01/05/2012• Central African Republic - 01/04/2012• Republic of South Sudan - 12/22/2011• Cote d'Ivoire - 12/16/2011• Afghanistan - 12/01/2011• Guinea - 11/04/2011• Korea, Democratic People's Republic of -

11/03/2011• Iran - 10/21/2011• Lebanon - 10/12/2011• Mauritania - 10/12/2011• Libya - 09/22/2011• Algeria - 09/19/2011• Somalia - 08/19/2011• Haiti - 08/08/2011• Niger - 08/05/2011• Saudi Arabia - 08/05/2011

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FTIP Coverages – “Best in Class”

• Foreign General Liability• Foreign Excess Automobile Liability• Employers Responsibility Coverage Voluntary Compensation• Employers Liability• Primary Medical Expense• Emergency Medical Benefits• Emergency Medical Evacuation• Repatriation of Remains Benefit• Emergency Reunion• Accidental Death & Dismemberment• Trip Cancellation• Trip Interruption Benefit• Trip Cancellation (Self-Funded)• Worldwide Travel Assistance

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Assistance Services (EuropAssist)

Pre-Departure Information Travel Medical Emergency Services Medical Evacuation & Repatriation Emergency Travel Assistance

Contact Information:

ACE Travel Assistance Program

1-800-243-6124 (Inside the USA)

1-202-659-7803 (Outside the USA Call Collect)

OPS@europassistance-usa.com

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CLAIMS REPORTING

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Questions?

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