Virtual Travel Center

Check Travel Insurance Coverage & Travel Assistance

Willamette University's health and welfare benefit plans provide a variety of insurance protections and other services when employees are traveling. Some of these benefits apply for both personal and business travel whereas others only apply for business-related travel.

  1. Health and Dental Insurance
  2. Workers Compensation
  3. Travel Accident Insurance
  4. For Employees
  5. Who qualifies for Business Travel Accident insurance plan (BTA)?
  6. When does the BTA coverage begin?
  7. What is Group Life Insurance?
  8. For Family Members
  9. Travel Assist Services
  10. What types of travel assistant services are available?
  11. What information does Assist America need when I call?
  12. How long does Assist America cover for my trip oversea?
  13. Is my family covered by Assist America's Travel assist services?
  14. Is Assist America only option for travel assistance?
  15. What does AIG plan cover?
  16. How can I file a claim?
  17. Other Resources

1. Health and Dental Insurance

Willamette's health and dental insurance plans provide coverage for enrolled employees and their covered dependents when traveling outside our region, regardless of whether travel is for personal reasons or related to your work at Willamette. 

Emergency or Urgent Care

The predominant medical service need when traveling tends to fall under the "urgent" or "emergency" care provisions of health insurance. Both health plans provide that an insured member should go to the nearest emergency room in the event of a health crisis. Where there is doubt as to whether a healthcare need is or is not an emergency, members of Kaiser Permanente can call Kaiser at 503-361-5400 to speak to advice nurse. Pioneer/Regence members should contact their primary doctor's office advice line for guidance.

Regular Care

If you plan on residing out of the area for a period of time, either on sabbatical or otherwise, and are in need of receiving regular or continuing health care, you should consult with your doctor or health plan before leaving. You can also contact Human Resources to assist you in evaluating your options.  Provider network limitations exist in both plans that may reduce benefits for regular health care needs (ie. care that is not emergency or urgent in nature). 

Pioneer Educators Health Trust (PEHT)

Administered through Regence BlueCross/BlueShield, PEHT provides for an extensive out-of-area provider list when traveling to, or temporarily residing in, another location in the U.S. This national network is available through what is called the BlueCard network, which includes most doctors and hospitals throughout the U.S. BlueCross also maintains a list of international providers that can be used as in-network providers when traveling or temporarily residing outside the U.S. More information about BlueCard may be found at www.bcbs.com/coverage/bluecard/

Kaiser Permanente Northwest

Before traveling, Kaiser participants should obtain the brochure "When you're away from home: Care for you across America and around the world" as well as a Non-Plan Care Information form from Kaiser, or Willamette's Human Resources Office or Travel Office. Primarily, Kaiser provides for emergency or urgent care, but continuing care options may potentially be arranged for longer duration stays through your Kaiser primary care physician.

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2. Workers Compensation

If you are injured in the course of performing work for the University, including while you are traveling on University business, your injury and any lost time may be compensable under the University's Workers Compensation policy. In such cases, you should inform your supervisor or Human Resources immediately to ensure your claim will be considered. Forms for filing Workers Compensation claims are found on the HR department website under "Workplace Safety".

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3. Travel Accident Insurance

Willamette maintains a travel accident policy for employees who are traveling on University-related business. Travel Accident Insurance includes benefits such as coverage of repatriation expenses in the event of medical emergencies or loss of life while traveling, as well as other benefits related to accidental death or injury in transit. "Travel Assist" services are also included (see below).

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4. For Employees

In addition to your Group Life insurance, employees are eligible for the Business Travel Accident insurance plan (BTA)while traveling abroad on University-related business. This insurance helps to provide the needed financial security for employees in the event of an accidental death or injury.

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5. Who qualifies for Business Travel Accident insurance plan (BTA)?

BTA applies to full-time employees who work 30 hours or more per week and domiciled in the U.S. traveling on University business.

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6. When does the BTA coverage begin?

The coverage begins when you leave your residence or place of regular employment, which ever is last, for the purpose of a business trip, coverage continues until your return to your residence or place of regular employment, which ever is first, following a business trip or until you undertake a personal deviation.

For more details view Business travel accident insurance plan policy- Brochure

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7. What is Group Life Insurance?

Group Life insurance is Life and Disability insurance coverage provided by Willamette for employees who work a minimum of 30 hours per week, or are otherwise a .75 FTE employee.

For more details, view Sun-Life group and optional life insurance

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8. For Family Members

Occasionally, family members may accompany employees to foreign destinations on University business. Optional life and medical assistance insurance may be purchased through Travel Guard for your family during your trip. The insurance is needed to be processed and purchased prior to your trip (minimum 10 days).

For more information on types of insurance available, please contact Willamette's Insurance Broker, Bill Russell at 503-588-2988 ext.312

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9. Travel Assist Services

"Travel Assist" services are available to benefit-eligible employees for both business-related travel and personal travel. Services include emergency medical consultation, hospital admission guarantee, emergency medical evacuation, medically supervised repatriation, prescription assistance, lost luggage or document assistance, and interpreter and legal referrals, just to name a few. The Travel Office will provide contact information for the Travel Assist program that applies to you

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10. What types of travel assistant services are available?

When you travel on the university business over 100 miles from your home or to foreign countries, you are eligible for travel assistant services from Assist America. Assist America provides 24/7 Global Emergency Services and more for Willamette community. Assist America pays for all of the assistance services it provides.

  • Hospital admission guarantee: guarantees hospital admission outside the U.S. by validating your health coverage or by advancing funds to the hospital. 
  • Emergency medical evacuation: ensures your connection to appropriate medical care.
  • Medically supervised repatriation: helps to repatriate you home or to a rehabilitation facility with a medical or non-medical escort upon being discharged from a hospital.
  • Message transmission: receive and transmit emergency messages for you.
  • Lost luggage or document assistance: helps to locate personal belongings.
  • Pre-trip information: detailed, web-based travel information.
  • Emergency trauma counseling: immediate initial telephone-based counseling for critical incidents, etc.

For more details: Contact at 1-301-656-4152 and Assist America brochure and emergency card.

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11. What information does Assist America need when I call?

  • Your name, telephone number and relationship to patient
  • Patient's name, age, gender, reference number (01-AA-SUL-100101) and employer
  • Description of the patient's condition
  • Name, location and telephone number of hospital, if applicable
  • Name and telephone number of attending physician
  • How to reach the treating doctor immediately

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12. How long does Assist America cover for my trip oversea?

If your trip is within 90 days, you are covered. Exceeding 90 days from legal residence, separate purchase of Expatriate coverage is available for you and your family.

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13. Is my family covered by Assist America's Travel assist services?

Your family under your Willamette insurance is eligible to use the services. Children are always covered, however Assist America excludes coverage for spouse business travel.

*Assist America is not travel or medical insurance, rather it is a provider of global emergency services. Assist America's services do not replace medical insurance during medical emergencies away from home. All medical costs incurred should be submitted to your health plan and are subject to the policy limits of your health coverage.

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14. Is Assist America only option for travel assistance?

NO. Willamette University provide AIG Foreign travel accident and sickness coverage for eligible Willamette full-time employees and students on university business. Contact AIG Assist at 1-713-260-5598.

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15. What does AIG plan cover?

  • 24 hour protection: services are available 24-hours-a-day, 7-days-a-week, 365-days-a-year. 
  • Accidental death and dismemberment: ensure the benefit for loss of life and dismemberment.
  • Accidental and sickness medical expenses: support your emergency medical expense occurred during an insured period.
  • Emergency medical evacuation: ensure your medical evacuation ordered by AIG or an certified physician.
  • Emergency family travel: ensure supports for your family who are accompanying you when your medical emergency occurred.
  • Repatriation of remains: Make all necessary arrangement for the return of remains.

Please print your AIG card.

For more information, please contact Linda Lombard, Manager of Fiscal Affairs, 503-370-6728.

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16. How can I file a claim?

Please contact Human Resources, 503-370-6210 or resources@willamette.edu.

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17. Other Resources

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