Be a well-prepared traveller, whether you are planning a leisure vacation or a business trip. Prepare for your trip by reviewing the following tips and guidelines prepared by UBC’s HR Benefits staff so that you know what to do should situations arise when you’re abroad.
Print off our Preparing for Travel checklist for easy reference – pack a hard copy printout in your suitcase or save the PDF electronically on to your laptop or Blackberry should you need to access it quickly.
Whether you are travelling for work or leisure, be sure to do the following before you leave:
Bring your health insurance information. Essential to include in your wallet: your Sun Life coverage card and your BC medical card. Also pack your Medi-Passport information, emergency help numbers and your family doctor’s contact information.
Review your benefits coverage. If you have any questions about your benefits coverage, refer to the appropriate benefits booklet based on your employment group.
Fill your prescription if you take any medication on an ongoing basis. For a single purchase, you will be reimbursed for a 34 days’ supply; for maintenance drugs, you will be reimbursed for a 100 days’ supply. If you will be out-of-Province/out-of-Country for a longer period of time and require more than a 34 days’ supply (or 100 days’ supply for maintenance drugs), you will have to pay the entire cost of the prescription at the pharmacy, and then make an extended health claim to Sun Life at the end of each 34- or 100-day period. You must submit the same receipt at the end of each period in order to be reimbursed for your 34-day or 100-day supply (be sure to make a copy of the original receipt before you send your first claim).
Talk to your doctor if you have a medical condition but wish to travel. Follow-up with Sun Life directly at 1-800-361-6212 or 1-800-661-7334 or send a secure e-mail via the Sun Life plan member’s website if you need clarification of out-of-Province/out-of-Country coverage under your plan.
Provide your family members and travelling companions with details of your health insurance. Visit the Sun Life plan member’s website to print extra Travel Cards, which contain vital contact information for Europ Assistance, the 24-hour emergency travel assistance service provider you or the person you will travelling with will need to call if there is a medical emergency.
Check the travel report and health notices for your destination and all the points you will be visiting in-between. Following are some web resources to assist:
Determine if you need immunizations and/or are required to carry vaccination certificates when travelling to specific countries or areas.
Review the UBC Travel Policy. If you are embarking on work-related travel, review UBC’s Travel Policy #83 and note the exclusions that apply to the Accidental Death and Dismemberment business travel insurance plan.
Review WorkSafe BC Coverage. UBC faculty and staff who will be working outside of BC should also review the WorkSafe BC out-of-province coverage information.
Travel-related information is available on the following web sites:
Whatever the nature of your trip, it is important to make the most of your experience. At the same time, you should always consider your personal safety and be aware of your surroundings.
If you, or one of your dependents who are also covered under your health plan, experience a medical emergency during your travels, know that Europ Assistance is a phone call away and available 24 hours a day.
Welcome home! If you encountered a medical emergency during your travels and paid out-of-pocket for services or supplies, you may be reimbursed for these expenses, provided Europ Assistance can confirm the circumstances of your emergency.
If your claim is for medical expenses resulting from an emergency, please refer to the next section.
To ensure you are properly reimbursed, you should keep all related receipts and always obtain a fully itemized bill for any hospital treatment.
To submit a claim:
If you are submitting claims for services and supplies while in hospital, semi-private hospital room and outpatient and physician’s services incurred outside of BC or Canada AND as a result of a medical emergency, Sun Life will coordinate payment of your claim with MSP (who is the first payor), the UBC plan (second payor) and any other benefit plans you are covered by with Sun Life.
You do not need to send claims for physicians’ or hospital fees to your provincial health care plan first. Sun Life and Europ Assistance will usually be able to coordinate the entire process, and send you a cheque for the eligible expenses. This way, you will receive your reimbursement faster. Europ Assistance will ask you to sign a form authorizing them to act on your behalf.
Once you submit your extended health claim to Sun Life, Europ Assistance, Sun Life’s travel benefits provider, will send you additional forms that you will need to complete in order for them to coordinate your payment of your claim with MSP.
Note that there are some situations where it will be necessary for you to reimburse Sun Life, for any amounts that:
If you are have incurred out-of-pocket emergency and non-emergency dental expenses while travelling out-of-Province/out-of-Country, submit a dental care claim to Sun Life when you return home. If your claim was a result of a dental accident, use an extended health claim form.
Attach original receipts ensuring that the currency and amount are clearly indicated. Make a copy of the entire claim for your records. If you have any questions about submitting a benefit claim, email UBC Benefits or call 604-822-6823.
Disclaimer: This outline is for information purposes only and is a descriptive outline of the plans described; it is not a contract. UBC does not warrant the completeness, timeliness or accuracy of any of the information contained in this web site. Plan terms and conditions are governed by policy contract numbers 25205, 23218, 50555-G, 100328 and 51075 with Sun Life Assurance Company of Canada and Policy #920137 with AXA Insurance Inc. In the event of a discrepancy between the information provided on this web site and these policy contracts, benefits will be paid in accordance with the policy contracts.
Any information on the Medical Service Plan of BC (MSP) is a descriptive outline only; UBC is not responsible for the terms and provisions of this plan as it is administered by Health Insurance BC (BC Provincial Government). UBC does not warrant the completeness, timeliness or accuracy of any of the information contained in this web site. For further information, please refer to http://www.health.gov.bc.ca/msp.
You must be registered and enrolled the benefit plans to receive the coverage under the plans. Coverage under some of the UBC benefit plans is not automatic. It is the sole responsibility of the traveller to ensure that they are enrolled in the UBC plans and have appropriate coverage in place based on their personal circumstances and their travel destination.