Where the FCO advises against travel, a written risk assessment must be prepared, approved by the head of department or institution, and submitted to the University Safety Office for review.
It is essential to prepare a risk assessment for all overseas work, and indeed mandatory for using University travel insurance. The risk assessment should include a contingency plan in case of emergency.
You must register your trip details in the University travel registration system TIRS.
Department should retain the contact and travel details of staff when travelling abroad on business.
You can apply for the University Travel Insurance or register your travel details by completing the online application form here. You will need to prepare a risk assessment and upload the approved version as part of your application.
Insurance should be applied for at the time of booking your trip to make sure there is no gap in the cancellation cover.
Your department will refer your application to the Insurance Office if any of the referral criteria applies in order to arrange cover.
Note that the University travel insurance will not cover family members travelling with an Oxford employee. The ABI website provides useful advice for those considering their insurance requirements.
There are several pieces of guidance in answer to this question. Here are extracts from relevant University policy:
HR: The University HR guidance on staff working overseas is divided into two sections: new or existing UK-based employees undertaking work overseas and overseas residents working overseas.
Insurance: Legal requirements for liability insurances differ for staff based overseas. In order to arrange insurance to suit the relevant country's legal requirements please contact the Insurance Office. Note that the University travel insurance will not cover local / casual staff.
Legal Services advise that the legal/employment status of overseas field workers paid in cash at a daily rate will depend on the applicable laws of the relevant country. Advice should be sought from qualified local lawyers about the University's tax and employment law obligations so that it can ensure that these are met. (This advice should be sought through Legal Services but funded by the department.)
The University's motor insurance policy does not provide cover for the ownership or hire of motor vehicles whilst abroad. All motor vehicle ownership/ use outside the UK needs to be insured locally. Take out the highest indemnity limit offered by the vehicle hire company to ensure you are fully covered. Care needs to be taken to ensure that an appropriate level of insurance be arranged, as it is quite possible that the legal minimum for third party risks (including personal injury) of some countries may be very low, and may not include any third party property damage (including for any other vehicle which might be damaged, and as can be the case in certain territories, including the vehicle hired).
Clear documentation should always be obtained, particularly when hiring a vehicle and any questions raised with the Insurance Team.
It is essential to think carefully about the type of money arrangement that might be needed while working overseas eg which currency will be used, are ATMs available? Can cards be used to make purchase? It is strongly advised to allow sufficient time to arrange money matters and not to leave it to the last minute
Where possible goods and services should be paid for directly by the University.
It is possible to arrange an advance for travel. Direct payment to the recipient’s bank account is preferred. However a prepaid card or cash advance can be arranged. This includes ordering foreign currency. Contact the Payments Team for direct, electronic payment requests and the Cashiers Team for pre-paid card or cash advance requests.
Please note that all claims must be supported by evidence i.e. receipts or equivalent proof of purchase. Credit card slips or copies of bank statements alone are not normally considered to be as sufficient evidence to support a claim.
When entering a country you may be required to pay customs duty on some goods (eg alcohol or tobacco over your duty-free allowance), while other imported and exported goods may be prohibited (eg cultural heritage goods, vegetables and fruits). To avoid any delays at the border, it is essential that you check which rules apply to you before you travel.
Travel Centre website provides updated information on customs and airport tax regulations. For comprehensive advice, it is advised to consult the customs webpage of the country you are travelling to or from.