Insurance Abroad Updates FAQs

The university cares about the safety, health, and wellbeing of its faculty, staff, and students while abroad, and strives to support their endeavors. To further this objective as outlined in Policy 1070, the Office of Risk Management administers the university’s global travel emergency medical and assistance services insurance. These changes reduce administrative burden on travelers, the departments that support them, and the Global Education Office by streamlining and centralizing institutional billing and enrollment in the Office of Risk Management.

No, the coverages available through CISI and AXA Assistance remain the same. AXA Assistance 24/7 phone number (+1 312-935-1703) and email (medassist-usa@axa-assistance.us) remain the same.  

• No separate insurance enrollment. For employees and students who travel with university funds, initial trip data from Emburse will be used in the Global Travel Registry (GTR). For study abroad students committed to programs in their My Study Abroad portal, their trip data will be populated in the GTR by GEO's Global Safety Office. The Office of Risk Management will then use the information in the GTR to enroll travelers in the university's global medical & security insurance.
• Internal Payment of Premiums. Utilizing information available in the Global Travel Registry, the Office of Risk Management will collect premiums based on the number of travel days from departments using a journal entry or from individual students by posting a charge to their student account. 

• No separate insurance self-enrollment. Business travelers do NOT need to self-enroll in the university’s global medical & security insurance offered through CISI prior to their travel. As long as a Emburse pre-approval is approved prior to their departure date, business travelers will be automatically enrolled in the university's global medical & security insurance. Data from Emburse will feed into GEO’s Global Travel Registry, which will be used to enroll travelers in insurance.
• Internal payment of premiums. Utilizing information available in the Global Travel Registry, the Office of Risk Management will collect premiums from departments using a journal entry (for department-funded travel) or from individual students by posting a charge to their student account (for self-funded travel)  based on the number of travel days. Charges will be applied after travel is complete.
• Timely Emburse pre-approval is important! Approved trip pre-approval in Emburse Enterprises will populate into the university's Global Travel Registry. The GTR is then used by the Office of Risk Management to  automatically enroll travelers. Travelers should aim to submit their Emburse travel pre-approval at least 14 days prior to their departure date. We encourage travelers to have a fully approved trip pre-approval on file at least 7 days prior to travel. 
• Waiver of mandatory CISI coverage. To ensure Policy 1070 compliance and robust coverage for all VT international travelers, waivers of the mandatory CISI coverage will no longer be available based on travel to one’s country of citizenship or legal permanent residence status.

1. Submit Trip Pre-Approval in Emburse. This information provides a preliminary data feed into the Global Travel Registry (GTR).
2. Provide additional information to the GTR when requested/as needed. Ensure information is accurate and complete prior to travel so the university can provide support in an emergency. GTR data is also used by Risk Management to enroll travelers in the global medical & security insurance and bill departments.

That’s it! No other action is needed by the traveler, their delegate, or the department. Travelers do not have to pay for the insurance with a credit card and get reimbursed. Travelers do not have to complete a separate full registration for insurance. The department will not have to process an invoice for insurance or pay with a P-card and reconcile. Enrollment and billing are automated with the Office of Risk Management.

Yes. Travelers will still be required to enroll in the university's global medical & security insurance and be registered in the Global Travel Registry if the trip is considered "university-supported" by Policy 1070. An Emburse trip pre-approval can be submitted for $1 as an international travel/risk management expense type (or just the cost of the insurance for the trip).

• No self-enrollment. Travelers (or their delegates) no longer need to enroll directly with CISI for global medical & security insurance prior to departure.
• Internal payment of premiums. Billing will no longer be through pre-payment to CISI via credit card or by invoice after travel. The Office of Risk Management will charge departments premiums based on each traveler’s number of travel days in the Global Travel Registry on file via a journal entry.
• Timely Emburse pre-approval is important! Approved travel pre-approvals in Emburse will populate into the university's Global Travel Registry. The GTR will then be used by the Office of Risk Management to enroll travelers in the global medical & security insurance and subsequently bill departments. Aim to have the trip pre-approval completely approved at least seven days prior to departure. 
• Waiver of mandatory CISI coverage. To ensure Policy 1070 compliance and robust coverage for all VT international travelers, waivers of the mandatory CISI coverage will no longer be available based on travel to one's country of citizenship or legal permanent residence status.

Once a premium charge has been placed with a department, the Office of Risk Management will not make corrections if the incorrect fund was on file in the GTR (i.e. departmental error or incorrect Emburse trip pre-approval). Departments will need to make further adjustments on their end if desired. 

Risk Management will correct journal entries if an incorrect fund is charged, i.e. a manual transcription error occurs on the part of Risk Management.

• Confirmation of program roster is key! Approximately six weeks prior to the program's departure date, the study abroad program's primary program leader will work with GEO's Global Safety Office or their GEO Program Manager to confirm the program roster. GEO's Global Safety Office will enter the group's details to the Global Travel Registry, which VT's Office of Risk Management will use to ensure CISI coverage. CISI will continue to provide verification of coverage to all program participants.
• Faculty program leaders are enrolled in CISI via Emburse. Approval of an Emburse trip pre-approval ensures the faculty program leader will be entered into the Global Travel Registry and covered by the global medical & security insurance. Non-employee program leaders whose trip pre-approvals are submitted to Emburse are covered in the same way.
• Verification of coverage messages. Program leaders and students will receive individual verification of coverage messages from CISI before their program’s departure date. If medical or security assistance is needed, the program participant will have everything they need to access assistance on their insurance ID card. 
• Departmental billing. Fiscal techs will no longer remit payment to CISI via HokieMart. Based on each group’s travel dates and roster, the CISI insurance cost will be charged to the program fund by the Office of Risk Management after the start of the program. 
• Reconciliation. If a student drops out of the program less than 7 days prior to departure date, the program leader should notify GEO's Global Safety Office. Insurance is nonrefundable for student participants after the departure date.

1. At least 30 days prior to departure, confirm roster with GEO's Global Safety Office or your GEO Program Manager, who will use this information to input travelers into the Global Travel Registry (GTR). Information in the GTR will be used to (a) enroll travelers in the global medical & security insurance, and (b) internally bill the program fund for the cost of all associated premiums.
2. At least 14 days prior to departure, submit an Emburse trip pre-approval for department-funded travel costs, including program leader travel (can use a $1 placeholder if needed). Indicate that you are leading a study abroad program to ensure the reduced rate.
3. Travel with the CISI verification letter and encourage your students to do the same. This will come directly from CISI prior to departure.
4. Conduct a final reconciliation of program participants. Insurance is nonrefundable for student participants after the departure date.

• Timely submission of the Non-Credit International Travel Planning Assessment matters.  VT Engage requests submission of the Non-Credit International Travel Planning Assessment 60 days prior to the program's intended departure. Once approved, work with GEO's Global Safety Office for entry of the group to the Global Travel Registry.
• Confirmation of program roster is key! At least 30 days prior to the program’s departure date, the program’s primary program leader will work with GEO’s Global Safety Office to confirm the program roster. GEO’s Global Safety Office will enter the group’s details to the Global Travel Registry, which VT’s Office of Risk Management will use to ensure CISI coverage. Verification of coverage and information on how to access resources will come from CISI prior to departure. 
• Faculty program leaders are covered in CISI via Emburse. Approval of an Emburse trip pre-approval ensures the program leader will be entered into the Global Travel Registry and covered by the university's global medical & security insurance.
• Verification of coverage messages. Program leaders and students will receive individual verification of coverage messages from CISI before their program’s departure date. If medical or security assistance is needed, program participants will have everything they need to access assistance on their insurance ID card.
• Billing. Fiscal techs will no longer remit payment to CISI via HokieMart. Based on each group’s travel dates and roster, the CISI insurance cost will be charged to the program fund by the Office of Risk Management after the start of the program or directly to students’ accounts, depending on the funding organization of the program.
• Reconciliation. If a student drops out of the program less than 7 days prior to the departure date, notify GEO's Global Safety Office. Insurance is nonrefundable for student participants after the departure date.

1. At least 60 days prior to departure: submit a Non-Credit International Travel Planning Assessment. This should include determining a funding source for the university's required global medical & security insurance.
2. At least 30 days prior to departure, confirm roster and submit to GEO's Global Safety Office, who will use this information to input travelers into the Global Travel Registry (GTR). Information in the GTR will be used to (a) enroll travelers in the global medical & security insurance, and (b) internally bill the program fund or student account for the cost of all associated premiums.
3. At least 14 days prior to departure, submit Emburse trip pre-approval for department-funded travel costs, including program leader travel (can use a $1 placeholder if needed).  Indicate that you are leading a non-credit program to ensure the reduced rate.
4. Conduct a final reconciliation of program participants. Insurance is nonrefundable for student participants after the departure date, whether department-funded or student self-pay.
5. Travel with the CISI verification letter and encourage your participants to do the same. This will come directly from CISI prior to departure.

• Timely commitment to the program in the My Study Abroad portal matters. Students in Committed status in their My Study Abroad portal who have made timely program payments will be included in the roster for the Global Travel Registry and enrolled in the global medical & security insurance. GEO will work with the program leader to verify the program roster. 
• Verification of coverage messages. Students will receive individual verification of coverage messages from CISI before their program's departure date. If medical or security assistance is needed, the student will have everything they need to access assistance on their insurance ID card.
• Payment for insurance. The study abroad program costs include global medical & security insurance. The program fund will be charged for insurance for all participants following the program start date and will be nonrefundable.

1. Review status in the My Study Abroad portal. Students must be in “committed” status. 
2. Make timely payments to the Office of the University Bursar for your study abroad program. Consequences for non-payment can include impacting the ability to register for classes.
3. Take the CISI verification letter with you abroad. This will come directly from CISI prior to departure.

• Timely commitment to program matters. Commit to the program with the program leader by their established deadlines. GEO’s Global Safety Office will work with the program leader to verify the program roster. Students who have committed will be included in the roster for the Global Travel Registry and enrolled in the university's global medical & security insurance.
• Verification of coverage messages. Students will receive individual verification of coverage messages from CISI before their program's departure date. If medical or security assistance is needed, the student will have everything they need to access assistance on their insurance ID card.
• Payment for Insurance. Participants' program costs may include the required global medical & security insurance, or the cost of insurance may be directly charged to the students' account. Contact your program leader for more information.

1. Commit to the program with the program leader.
2. Confirm whether the cost of the required global medical & security insurance will be covered by a centralized financial source, or whether participants will be individually charged on their student account for the insurance.
3. Take the CISI verification letter with you abroad.
4. If insurance is charged to your student account, make timely payments to the Office of the University Bursar. Consequences for non-payment can include impacting the ability to register for classes pursuant to standard Bursar procedures.

• Timely commitment to program is key! Approximately four to six weeks prior the start of each program term, GEO’s Global Safety Office will pull participant details from the My Study Abroad portal. GEO will enter these details (destination, start/end travel dates, VT PID) to the Global Travel Registry, which the  Office of Risk Management will use to enroll participants in the mandatory insurance. 
• Deadlines and accuracy matter. The mandatory insurance coverage is based on participants' committed status in their My Study Abroad portal and their itinerary dates.  
• Verification of coverage messages. Students will receive individual verification of coverage messages from CISI before their program's departure date. If medical or security assistance is needed, the student will have everything they need to access assistance on their insurance ID card.
• Charge to the student’s Bursar account. Based on travel dates and the CISI premium rate, the CISI insurance charge will be billed to the students' account in the Office of the University Bursar (OUB). Charges will be placed upon the commencement of travel and are non-refundable after the first date of travel. 
• Waiver of mandatory insurance. If the program’s mandatory insurance coverage requirement meets or exceeds what is offered by VT, the student traveler may request a waiver. Waivers must be requested at least 30 days before the students' departure date. VT’s Office of Risk Management will review the waiver request and communicate the results of their review. 
  • Participating in an ISEP program? This will be flagged by GEO’s Global Safety Office as participating in a pre-vetted program and do not need to submit a waiver. 

1. Complete all requirements in the My Study Abroad portal. The details provided will be entered into the Global Travel Registry and used for enrollment in VT's global medical & security insurance with CISI. 
2. Take the CISI verification letter with you abroad.
3. Make timely payments to the Office of the University Bursar. Consequences for non-payment can include impacting the ability to register for classes. 

1. Complete all requirements in the My Study Abroad portal – Global Research, Externship, and Internship Registry for the appropriate term (Fall, Winter, Spring, Summer). The details provided will be entered into the Global Travel Registry and used for enrollment in VT’s global medical & security insurance with CISI. 
2. Take the CISI verification letter with you abroad.
3. Make timely payments to the Office of the University Bursar. Consequences for non-payment can include impacting the ability to register for classes pursuant to standard Bursar practices.

For department-funded travel, please refer to Department-Funded Travel.

Policy 1070 generally defines students traveling with a Registered Student Organization (RSO) as NOT ELIGIBLE for the university’s global medical & security insurance. Contact the Global Safety Office if you would like to review the specifics of your travel, particularly if accompanied by a Virginia Tech employee. Traveling with a Virginia Tech employee may change the classification of the trip.

Once a charge for the global medical & security insurance is placed with the Office of the University Bursar (OUB), standard Bursar collections practices apply. This will appear on your student bill as "CISI Insurance Abroad." Contact the Bursar’s Office with any questions.