Insurance Services - Staff

Travelling Abroad

You will need to obtain Travel Certificate from the Finance Office. Please email finance@aber.ac.uk with the following details and they will arrange it. Cover also applies to Departmental students travelling abroad as part of their courses.

Dates of travel
Countries to be visited
Purpose of visit

Any member of staff wishing to travel to potentially 'risky' areas of the world should contact the Insurance Section for advice and consult the Foreign and Commonwealth Office travel information for the latest news.

Travel Insurance Cover Summary

Latest Travel Risk Notices

Driving Abroad

Please email finance@aber.ac.uk with the following details:

Dates of travel
Countries to be visited
Vehicle make and insurance category
Registration Number
Purpose of visit

In your e-mail you will also need to confirm that you are a registered driver.

Authorised University Drivers

Each Department must keep an updated list of application forms of all drivers who drive University vehicles or hire vehicles on behalf of the University and a copy must be provided to the insurance office. Prior to an employee driving either a University vehicle or hiring a vehicle he/she should provide a copy of his/her driving licence to their Department. Drivers should have held a full driving licence for at least two years before driving University or hired in vehicles for business use and anyone with 6 or more points on their licence must provide a copy of their licence to the insurance office before hiring or driving a vehicle, the licence will need to be approved by our insurance company.

Authorised Drivers Categories

Minibus Drivers

please refer to Government guidelines at - http://www.direct.gov.uk/en/Motoring/DriverLicensing/WhatCanYouDriveAndYourOptions/DG_4022498

training courses can be set up via the County Council contact - Bryn.davies@ceredigion.gov.uk

and University guidelines at - Minibus Use Guidelines

Tractors and quad bikes etc
Any person legally entitled to drive and have received appropriate safety training. Students may drive as long as special Departmental permission is granted.
Student Drivers
As long as special permission is granted by the Department, they are at least 21 years old and a restricted 30 mile radius is in force. Any other permissions must be approved by the University Insurance Office in the Finance Office.
HGV
As long as the appropriate legal regulations are met and the authorised driver has no medical issues that have not been disclosed then once the usual safety training has been received they are permitted to drive.
Personal Use The University motor insurance policy only allows cover for "business use" and any other use invalidates the cover, if you need to take a vehicle home in order to set off early next morning for a meeting etc without having the need to pick up from the campus then this is permitted. Vehicles should be kept on the University campuses when not in use. Any personal use of vehicles would be deemed a benefit in kind and an adjustment to your tax code will be required and a return to HMRC detailing the personal use etc
Accidents in University Vehicles

Please ensure you let your own personal car insurance company know of any incidents you have whilst driving University vehicles, this is very important!!

Accidents

Being involved in an accident is scary, but it's important to stay calm afterwards and take the following steps:

At the Scene of the Accident -

Call 9-9-9

(or 911 equivalent abroad ) to get anyone who is hurt to a hospital right away. Exchange Information with the other driver: Make sure to get their name, address, phone number, licence plate number and insurance information (the company name, policy number and phone number). If the driver doesn't have insurance the it's especially important to get all of their other information.
Get information from witnesses: Get the names and phone numbers of any witnesses that may have seen the accident. They could be important in backing up your story later, particularly if the other driver doesn't tell the truth.
If the police attend the scene, get the investigating police officer's name and badge number: You may need to contact them later to get their official report.
Stick to the facts: Don't say "I'm sorry" or admit the accident was your fault (even if you think it was). Don't try to make the other person admit they were wrong. It's up to the police and the insurance companies to decide who was at fault.
If you have a camera or camera phone, take picture of the scene and damage to both vehicles.

After the Accident

Contact the Aberystwyth Universityth's Finance Office. extension 8656.

Making an Insurance Claim

Your departmental administrator will need to be notified immediately of any incident as well as the Insurance Section in the Finance Office on (01970) 628656 or 622027.

Accident claim forms can be downloaded from the list below or will be sent out by the Insurance Section of the Finance Office and should be returned for processing.

Insurance Claims

Any event which might give rise to an insurance claim should be notified to the Finance Office as soon as possible after it has occurred. To do this please e-mail finance@aber.ac.uk with brief details of the vent and someone from the Finance Office will then contact you as soon as possible if any further details are required.

Driving own vehicle for University Business

Please ensure that you check your own insurance policy that it covers you for 'business use', don't assume it does!! And it is your own responsibility to ensure that the vehicle is roadworthy.

Managing Occupational Road Risks (MORR)

Grey Fleet Management

Insurance Cover Summaries

Full details of cover summaries on -

Motor
- Authorised drivers
- Using your own vehicle for university business
- Hired vehicles
- Minibus drivers
Personal Accident & Travel
Employers Liability
Professional Indemnity
Clinical Trials
Public & Products Liability
Property
- General Property
- Money
- Business Interruption
- Computers and Computer Security
- Engineering Property Damage
- Engineering Inspection
Terrorism
Farms

Are available on the Finance Office Sharepoint site.

Personal belongings etc in University Offices etc

From the Policy wording document -

'to the extent that they are not otherwise covered directors, members of governing bodies, employees, students and visitors, personal effects including clothing, pedal cycles, tools, instruments and the like for an amount not exceeding £1,000 per person but any cover granted under this section for damage by theft shall not apply to personal effects partly or wholly of precious metal jewellery, watches, furs, contact lenses, portable electronic entertainment equipment or computer equipment, cameras, money and securities of any description'.

If you experience any problems accessing this site, please contact the Insurance Services office on extension 8656.