# How does insurance work for university fieldwork abroad?

Source: https://www.roamlytravel.com/guides/university-fieldwork-insurance  
Publisher: Roamly Travel  
Last reviewed: 2026-10-30  
Audience: Universities

## Short answer

Most UK universities arrange a central travel insurance policy for staff and students on approved overseas university business, but cover is not automatic or unlimited. It depends on approval, the destination, the activity, the length of the trip and the traveller's circumstances. Policies often exclude destinations where the FCDO advises against travel, and insurance never approves a trip or a risk assessment, so read your university's policy and ask the insurance office before you book.

## Key takeaways

- University policies differ: some cover staff and students on authorised trips automatically, others need an application form, and some cover only certain trip types.
- Insurance does not authorise travel. At Dundee, for example, the university states that insurance does not approve business travel or risk assessments.
- Travelling where the FCDO advises against all or all but essential travel can invalidate cover, so approval and insurance checks need to happen together.
- Check exclusions for hazardous activities, pre-existing conditions, trip length, sanctions territories, personal holidays added to the trip, and equipment.
- A GHIC is not a substitute for travel insurance, and a student society's own union insurance may not cover trips abroad at all.

## Who does university travel insurance usually cover?

Practice varies, so look at your own policy, but examples show the pattern. The University of Leeds says staff travelling overseas on university business or study-related activity are generally insured under its policy, and students normally resident in the UK are covered on university business such as a field trip. It also says the policy does not cover UK travel and that the university does not reimburse international travel insurance bought elsewhere.

Dundee's guidance says travellers with pre-existing medical conditions are covered, provided they are not travelling against medical advice, that cover is for emergency treatment only, and that there is no cover for personal travel. USHA lists the choices an institution makes when designing a policy: whether to restrict it to employees or extend it to students on authorised trips, to visitors and to others; whether it is limited by trip type; and whether it is time-bound.

## What does cover usually include?

*Typical elements of a university travel policy and what to check, based on USHA guidance*

| Cover element | What to check |
| --- | --- |
| Emergency medical or dental expenses | Limits, excess, and whether treatment is guaranteed directly by the assistance company. |
| Emergency helpline | That the number is on every contact card and works from the destination. |
| Search and rescue, emergency repatriation | Whether remote or hazardous locations are included. |
| Cancellation, curtailment, delay | Triggers and exclusions, including changes in FCDO advice after booking. |
| Personal liability and personal accident | Limits, and whether they extend to students. |
| Equipment and personal effects | Single-item limits, and whether scientific equipment is on the schedule. |
| Kidnap and ransom | Whether it is included, noting that disclosure may be restricted. |

The GOV.UK guidance on foreign travel insurance adds a practical test: confirm the policy covers every activity you plan, declare existing conditions and pending treatment, and check that it covers emergency transport and getting home.

## What is commonly excluded or restricted?

USHA says policies differ considerably and gives common examples: hazardous activity exclusions, including sports perceived as dangerous; exclusion of territories against which the FCDO advises; incidental holiday travel; pre-existing medical conditions; trips over a set duration such as 3, 6, 9 or 12 months; and sanctions exclusions that can make it hard for an insurer to move funds into some countries even in an emergency.

Cambridge gives a concrete example. Its published exceptions to the university travel policy tell travellers to seek advice if they are travelling to a country where the FCDO advises against all travel, travelling against medical advice, away for more than 18 months, aged over 80, or visiting any of a named list of countries.

> **Insurance and approval are separate**
> GOV.UK warns that cover may not apply if you travel to a destination where the FCDO advises against all but essential travel or all travel. Insurance does not approve a trip, and approval does not guarantee cover. Get both, in writing, before you pay non-refundable costs.

## What about equipment, vehicles and personal holidays?

- **Equipment:** USHA says to check policy limits, excesses and conditions and arrange additional insurance where needed, because the institution's material damage policy and the travel policy may offer different cover.
- **Hired vehicles:** check that drivers have insurance covering local legal requirements. USHA notes that some countries, notably the United States, have low standard third-party injury limits, so extended third-party cover should be considered.
- **Stopovers and extensions:** check insurance for stopovers or personal holidays added to fieldwork, and arrange separate cover where the university's policy does not extend to them.
- **Students arranging their own cover:** USHA warns that personal insurance can be inferior and may not let the institution discharge its duty of care, so make requirements explicit.

## Do student society trips fall under the university policy?

Often not. Durham Students' Union says its insurance covers registered student groups but not trips abroad, which need appropriate insurance bought as a group or individually. Cardiff Students' Union says it does not cover travel, personal equipment or belongings, although it provides public liability and personal accident cover for registered activities. See our guide to who is responsible for student society trips.

## What should you do first?

1. Find your university's travel insurance policy and the insurance office contact.
2. Check whether your trip type, destination, duration and activities are inside the policy or need referral.
3. Ask how long an application takes, since higher-risk destinations may be referred to underwriters.
4. Declare any traveller needs that the policy asks about, and tell participants what they need to arrange themselves.
5. Put the policy number and assistance line on every contact card and in the emergency plan.

## How Roamly can help

Roamly does not replace your insurance office or insurer, whose policy terms decide what is covered. We provide accurate itineraries, traveller lists, accommodation and transport details for applications, and support risk assessment and emergency planning through our [consulting service](https://www.roamlytravel.com/services/consulting). The free [travel risk assessment tool](https://www.roamlytravel.com/travel-risk-assessment) helps you document activities for the insurer. [Contact us](https://www.roamlytravel.com/contact) to discuss your trip.

## Frequently asked questions

### Does the university's insurance cover students automatically?

It depends on the university. Some policies cover students on authorised overseas university business automatically, while others require an application or exclude certain trips. Leeds, for example, covers UK-resident students on field trips, but you must check your own policy and approval status.

### Can we travel to a destination the FCDO advises against?

Some universities allow it with senior approval, others do not allow it at all, and insurance may not apply. Newcastle, for example, bars its postgraduate research students from travelling for university business where the FCDO advises against all travel. Check your policy and speak to the insurance office first.

### Do pre-existing medical conditions affect cover?

They can. USHA notes that many policies exclude pre-existing conditions, while Dundee says its policy covers them for emergency treatment. GOV.UK advises declaring existing conditions and pending treatment because failure to do so may invalidate cover.

### Is a GHIC enough for a trip to Europe?

No. GOV.UK states that GHIC and EHIC are not alternatives to travel insurance, because they do not cover private healthcare, repatriation or costs such as mountain rescue.

### What if the FCDO changes its advice after we book?

Contact the insurance office straight away. Policies treat this differently: Manchester, for example, allows cancellation claims where FCDO advice against travel was issued after booking and was not in place when you booked, but you should confirm your own policy's terms.

## Sources

- [USHA: Higher Education Sector Guidance on Health and Safety in Fieldwork and Travel (2018)](https://sapoe.org.uk/news/higher-education-sector-guidance-on-health-and-safety-in-fieldwork-and-travel/)
- [GOV.UK: Foreign travel insurance](https://www.gov.uk/foreign-travel-insurance)
- [GOV.UK: About FCDO travel advice](https://www.gov.uk/guidance/about-foreign-commonwealth-development-office-travel-advice)
- [University of Leeds: Travel and subsistence insurance](https://finance.leeds.ac.uk/key-information/policy-2/expenses-non-staff-expenses/travel-and-subsistence-insurance)
- [University of Dundee: Business travel and personal accident insurance](https://www.dundee.ac.uk/corporate-information/business-travel-and-personal-accident-insurance)
- [University of Manchester: Travel insurance procedure](https://www.staffnet.manchester.ac.uk/insurance/travel/)
- [Durham SU: Does the SU have insurance?](https://ask.durhamsu.com/support/solutions/articles/202000062050-does-the-su-have-insurance-and-what-does-this-mean-for-our-group-)