Insurance & Risk Management Overseas
Insurance and Emergency Assistance While Overseas
Quick Navigation: Employees on University Business | Employees NOT on University Business | Students Representing Virginia Tech | Students NOT Representing Virginia Tech | MEDEX Application
5. 1 Employees of Virginia Tech, overseas and on University Business:
All employees are covered worldwide for Workers Compensation. This coverage provides for emergency evacuation due to medical reasons to the nearest medical facility capable of providing appropriate medical care. At overseas locations, however, it is customary that you pay the bill and get reimbursed when you return to the states and submit a claim with receipts.
All employees are covered worldwide for general liability concerns through the Commonwealth’s self-insurance program. If an entity claims negligence on behalf of the university’s employees on business trips, insurance exists to defend and, if necessary, pay any settlement costs that arise.
When vehicles are rented overseas, the optional automobile insurance for liability and collision available from the rental company should be purchased and is a state-approved, reimbursable expense.
Emergency medical evacuation and assistance through Frontier, Inc. (MEDEX) is available at an extra cost to all employees traveling overseas. This assistance provides an outlet for questions related to medical treatment, provides emergency medical evacuation to a location suitable for providing emergency treatment, and provides an interpreter and other services, as needed. This coverage is provided through a group called MEDEX on a per person fee basis. Fees can range from $35.00 minimum per person, $320 per year per person, to $710 per year per family, depending on length of stay. Should this service be needed, it is an allowable charge to the employee's department or grant, if funds are available, or it may be paid directly by the employee. Request the MEDEX coverage through the Office of Risk Management at Virginia Tech (231-7439), or fax 231-5064, or send an e-mail request to mikki@vt.edu.
Repatriation, necessary clearances, and preparation of mortal remains are covered under Workers Compensation and the MEDEX program.
5.2 Employees of Virginia Tech overseas but not on University Business (i.e., on personal time)
No Workers Compensation coverage exists.
No general or automobile liability is provided by Virginia Tech for employees on personal time. It is advised that you purchase additional insurance for driving a vehicle overseas.
The MEDEX services and evacuation assistance program is in place 24-hours a day, 7 days a week and applies to personal time as well as business time while overseas. Repatriation of mortal remains is in effect.
It is recommended that you check with Virginia Tech’s Benefits Office on the effectiveness of your personal medical plan for overseas travel. Some personal medical plans may not cover sickness, injury, repatriation, emergency evacuation, etc. while overseas. A receipt for any medical expenses for overseas treatment must be in English and the currency conversion must be provided in U.S. dollars. Exchange rates are provided by banks or from your receipt from your money exchange in the overseas country.
5.3 Students of Virginia Tech Overseas and Representing Virginia Tech on Official Business.
No Workers Compensation exists unless the student is being paid as an employee of Virginia Tech. If the student is being paid, then the same provisions as discussed above for employees are in place.
If a student volunteers time for the university, then healthcare would be the responsibility of the student, as no Workers Compensation exists. Aetna offers a healthcare plan to all fulltime Virginia Tech students in a group policy which provides for accidents, sickness, emergency evacuation and assistance, as well as repatriation of mortal remains. If a student does not have appropriate healthcare (not on his/her own or under the parent's plan), the Aetna plan definitely should be considered. Aetna coverage includes full On Call International coverage for students.
While representing Virginia Tech, general and automobile liability plans are the same as described in the section for employees on official business. (Section 5.1)
A plan for emergency evacuation and assistance under MEDEX is available to all students. The plan varies in cost and would be paid by the student or the department. If the student has the Virginia Tech student Aetna healthcare plan, the MEDEX assistance would not be necessary as the Aetna plan includes On Call International coverage in its student policy.
No Workers Compensation exists. No general or automobile liability exists.
Healthcare coverage is the responsibility of the student. The Virginia Tech sponsored Aetna healthcare is applicable 24 hours a day, 7 days a week on a worldwide basis. For more information about the Aetna Student Health Plan please contact campus office at 231-6226 or Aetna Customer Services 866-577-7027.
The office can be reached by email: smi@vt.edu.
MEDEX Assistance is applicable 24 hours a day, 7 days a week if it is purchased before leaving the country.
5.5 MEDEX Assistant Services
Frontier, Inc. (MEDEX) provides emergency services to Virginia Tech faculty, staff, and students and their dependents at a group rate for travel overseas. The services may be purchased through the Office of Risk Management (540/231-7439) and may be paid for with state funds, grant funds, or personal funds, depending on whether the travel is official business of Virginia Tech or personal travel.
This is not travel insurance. It is a system of services that includes emergency medical evacuation from an area, medically supervised return to a licensed medical facility, and repatriation of mortal remains to the United States. MEDEX will assist and pay for one-way economy airfare to the place of residence for dependent children left unattended as a result of a Covered Individual's accident or illness. If a Covered Individual is alone and is hospitalized for more than seven days, MEDEX will arrange and pay for a roundtrip economy flight for a family member to the place of hospitalization.
MEDEX has a network that can assist with locating medical care, evaluation and monitoring of treatment through medical advisors, emergency medication and blood transfer, replacement of a prescription, transfer of medications, vaccines or blood where legally permissible, emergency cash advance, and a variety of multilingual assistance. Some of the services have no cost; other services function as a monetary advance; all services are for travelers who have subscribed and are registered for a specific period of time and are in an emergency situation.
Also included is assistance with lost travel documents, passports, legal referrals, hotel arrangements for convalescence before and after evacuation, emergency message transmittal, advisory documents on health and safe travel in certain countries, and contact with U.S. Counsular Offices/Advisories overseas. MEDEX provides emergency telephone numbers across the globe for toll free access.
The cost of MEDEX Services per person, when requested through Risk Management, are listed below:
- 1-10 Day Rate: $35.00
- Monthly Rate: $ 80.00
- Annual - Individual: $ 320.00
- Annual - Family: $ 710.00
- ________________________
- (Afghanistan, Iraq, Somalia rates)
- Monthly Rate: $ 360.00
- Annual - Individual: $ 1425.00
- Annual - Family: $ 3250.50
APPLICATION FOR MEDEX SERVICES
- MEDEX Application--You may fax this form to 540-231-5064.
These descriptions briefly summarize the benefits of the MEDEX Assistance, Aetna Student Health and the university's insurance for employees, staff and students traveling overseas. For further information, or for MEDEX, contact mikki@vt.edu or for Student Medical Insurance, contact smi@vt.edu .