Guidance Note
How to Complete the International Travel Form
NB The travel does not have to booked in order to complete the International
Travel Form.
It is assumed that all journeys start in the UK. If this is not the case please contact the Insurance
Officeinsurance@exeter.ac.uk.
1. Information Required to Complete the Form
You will need the following information to hand in order to be able to complete the
International Travel Form:
a. Details of all travellers
i. First name
ii. Last name
iii. Email address
iv. College or Service
v. Username eg rh103 (The letters and numbers used to access the UoE computer
system. This is not your password)
vi. Mobile Number
b. Travel details for each journey leg:
i. Departure Date
ii. Arrival Date
iii. Arrival Time (if possible)
iv. Arrival Airport or Arrival City
v. Location/Organisation that is to be visited
c. Reason for travel (recruitment, partnership, field trip, research collaboration,
conference, supervision, external examination, visiting scholar or other - an explanation
for other will be required)
d. Details about any personal travel being under taken on the trip
e. Details about any family members or partners accompanying the traveller
f. Details for risk assessment evaluation:
i. Travel to remote areas (e.g. mountain regions, sparsely populated areas)
ii. Travel to politically unstable or volatile regions
iii. Activities provocative to the home government/security forces/military
presence (e.g. undertaking research on minority groups, religious beliefs and
political motivation etc)
iv. Being accompanied by the military or bodyguards
v. High-risk physical activities e.g. diving, mountaineering, caving etc
vi. High-risk medical exposures
Page 1 of 3
Insurance and Legal Services (Ref 1006164)
Final Version
vii. Travelling other than by public transport or self-drive hire (e.g. charter flight or
boat, skidoo, horseback etc)
(NB. Piloting an aircraft is not an insurable activity under the travel policy)
viii. Supervising students who are overseas with you
ix. Are you carrying out field work?
x. If you have answered yes to any of the above, please provide details together
with a completed 'Safety in Fieldwork' risk assessment (obtainable form Health
& Safety). Please email the ‘Safety in Fieldwork' risk assessment to
insurance@exeter.ac.uk.
2. How to Add Additional Travellers / Duplicate Travellers
In order to add additional travellers or duplicate travellers all details on the form must be
exactly the same for each traveller apart from the personal details of each traveller.
a. Where the form asks how many “How many people are travelling?” enter the
number of the travellers on the trip eg 30.
b. You will then be provided with data entry boxes to enter the details of all travellers.
c. You will also be asked if you are the traveller. If you are tick the box and you’re
details will be copied into the box, if not ignore this question and add the travellers
details.
3. Are you visiting more than one Country?
NB We do not need to know about transit countries.
Out and Return Trip
a. If you are only visiting one country then the travel will be a simple out and back trip.
b. Where the form asks “Are you visiting more than one destination country/location?”
then the answer will be No.
c. You will then be provided with data entry boxes for the outward and return journeys.
d. You do have the opportunity to add more journey legs if required by clicking the button
“Add more Journey Legs” at the bottom of the page.
Visiting more than one country
a. If you are visiting more than one country, then where the form asks “Are you visiting
more than one destination country/location?” then the answer will be Yes.
b. You will then be provided with data entry boxes for 3 journey legs.
c. You can add more journey legs if required by clicking the button “Add more Journey
Legs” at the bottom of the page. You can add up to 6 journey legs. For journeys with
more than 6 legs please contact the insurance office insurance@exeter.ac.uk.
4. What is a Journey Leg?
A leg in this instance is part of a journey or a stage of a journey.
For example
1. A traveller was travelling to France to visit the Louvre in Paris and then onto New York to
visit the Guggenheim Museum and finally returning to the UK. This trip would have 3 legs.
Page 2 of 3
Insurance and Legal Services (Ref 1006164)
Final Version
a. The first leg would be UK to France
b. The second leg would France to New York
c. The third leg would be New York to UK
2.
A traveller was travelling to China to undertake recruitment activities. The flight was via
Dubai where he changed planes and then flew onto China a week later he returned again
via Dubai. Assuming that the traveller did not enter Dubai then this trip would have 2 legs
only ie an Outward and Return Leg.
a. The outward journey or first leg would be UK to China
b. The return journey or second leg would China to UK
However if the traveller did enter Dubai on his outward journey but not on his return then
this trip would have 3 legs.
a. The first leg would be UK to Dubai
b. The second leg would Dubai to China
c. The third leg would be China to UK.
Page 3 of 3
Insurance and Legal Services (Ref 1006164)
Final Version