There are many types of travel insurance and travel assistance available to the Yale community. Partner Tech Stack - Yale. new weekly e-newsletter for and about staff, University Policies, Procedures, Forms, and Guides, Yale Policy 3301.9 Business Travel Insurance, Trip Cancellation and Interruption Insurance and Coverage for Personal Effects. Use these resources to educate yourself on . (Please note, this plan is not endorsed by Yale; the link below is provided for infromational purposes only). For additional information and proper use of ledger accounts and spend categories, refer to Procedure 1305 PR.04 Unallowable Costs. Yale Policy 3301.9 Business Travel Insurance. All rights reserved, International SOS Global Travel Assistance, Division of the Senior Vice President and General Counsel, ISOS Medical and Security Travel Briefing Request Form, Small Group Enrollment Worksheet for Non-Yale Affiliates, Waiver/Assumption of Risk, Release from Liability, and Indemnification, Contact ISOS to request a pre-departure briefing specific to your itinerary. Contact the nearest U.S. Consular service or Embassy or the embassy of your country of citizenship. Family Plans: Most familyplans can cover two adults and two children. Travel Insurance; Why Portland, OR Is an Artist's Paradise. In general, the University may issue travel advances if the traveler is ineligible for a Yale PCard or when extended travel or unusual circumstances are involved. Travelers (or their designees) must obtain an exception (see Exceptions and Special Circumstances) for purchasing cancellation insurance and must provide justification for doing so. This insurance can be provided via their own automobile insurance policy, by the companies that they represent, or by purchasing the insurance from the rental car agency. The Portlandia parody of its hipster people has contributed much to the city's . Business travel expenses will be paid by Yale if they are reasonable, necessary, and meet policy and compliance requirements. Hear about Yales rich 300-year history and aspects of student life within Yales twelve residential colleges. Provisions not authorized by contractual agreement must be approved in advance by the department Lead Administrator. AIG Travel Unveils Optional Lodging Expense CoverageSource: TravelPulse. The University reimburses actual hotel expenses. The Universitys preferred method for purchasing travel reservations and accommodations and paying for travel expenses is the Yale Purchasing Card (PCard). There is usually a short window of time (7-21 days from the first payment date) when travel insurance must be purchased and will allow for certain provisions (such as pre-existing conditions). CT emissions inspection, insurance, and possibly property tax. If a personal vehicle is used for business purposes primarily for the travelers convenience and results in a higher cost than other modes of transportation, reimbursement will be limited to the lower of the following: The University assumes no liability for any loss or damage to the employees vehicle. Use of a private stretch limousine should be limited to situations involving multiple passengers or exceptional circumstances. Consulting services generally fall under the domain of professional services, as contingent work. Review the full benefits and rewards package available to Yale staffby Job Classification. Evan Meyer welcomes the Dean of Public Policy at New York University, Sherry Glied on this episode of Meyerside Chats. Amtrak (800.872.7245) provides train service to New Haven from Vermont, Providence, Boston, and Washington DC. Reviews and rules on requests for exceptions to University travel policy, in consultation with the Provosts Office, General Counsel, or an Officer of the Corporation, as appropriate. These awards cover the full cost of tuition and fees, housing, the meal plan, and travel with a Yale Scholarship, and qualifying students receive a $2,000 grant their first year and hospitalization insurance coverage. Travelers traveling by air, and their designees, are expected to follow the Universitys rules, guidelines, and processes explained in Procedure 3301 PR.03 Air Travel on University Business. Travelers on Yale-related business (including students traveling on study abroad programs, doing research, attending conferences, or student organization travel) have coverage through International SOS for up to $250,000 in out-of-country medical expenses for treatment for accidents or sicknesses that occur while traveling. If an accident occurs when a traveler is using his/her personal vehicle for business travel, the employees personal automobile liability and physical damage insurance is primary. Use of these vendors is strongly encouraged. Yale Travel Management has negotiated car rental agreements for Yale business rentals with primary supplier Hertz Corporation, and secondary suppliers Enterprise Rent-A-Car and Budget, that will provide collision damage coverage and supplemental liability protection inclusive with the rates. Travel protection is coverage that can help protect you from losses and unexpected events that occur when you're traveling. Travel restrictions may vary between federal and non-federal sponsors. The Office of Risk Management does not extend Yales insurance coverage to these vehicles. For detailed scenarios regarding mileage reimbursement, refer to the Mileage Reimbursement Matrix. Signature Benefits The preferred method of payment for Airbnb is the Yale PCard. See the Yale Airbnb page for more information. If the receipt total is less than the equivalent of $1,000.00, an annotation in English on the original receipt (i.e., notes from the traveler indicating the items purchased). Portland has had rapid growth in recent years, making its housing market one of the hottest in the nation at that time. cost of train fare within the main cabin class (e.g., economy, coach) that is reasonably priced, consistent with business requirements, between the nearest passenger station serving the origin and destination cities. For more information, contact the Office of Risk Management. Can I still use it? See Policy 3215 Yale Purchasing Card for further information. Approved Academic Travel Rider; Yale Health. In situations where a traveler is conducting business with one or more guests, reasonable group meals and entertainment expenses will be reimbursed. Small group insurance is available for groups of 5 or more. The University does not cover loss of, or damage to, a travelers personal belongings. Business mileage does not include the normal commute to and from work. For example, when complementary shuttle services (e.g., from a hotel) are available and practical, travelers are strongly encouraged to use such services. If coming from abroad, the easiest way to travel to Yale University is by air. CISI for Yale University - International (culturalinsurance.com). The driver must have a clean motor vehicle record, the vehicle . Clarence William Nelson II (born September 29, 1942) is an American politician and attorney serving as the administrator of the National Aeronautics and Space Administration (NASA). This allows the University to be billed directly for travel expenses. Whether you're a current, new, or prospective employee, we encourage you to learn more about our enviable benefits program and resources. The use of a personal vehicle for University business will only be reimbursed at the federal mileage allowance rate for business travel published in the Controllers Office Fact Sheet. Whenever possible, travelers (or their designees) should use a PCard for such purchases. Yale School of Architecture has partnered with Yale Alumni Academy to offer the classes of 2021 and 2022 a special post-graduation travel experience. Travelers (or their designees) must document the justification on the applicable expense report. Privacy policy, Clerical & Technical, Service & Maintenance Coverage, Managerial & Professional Staff and Faculty Coverage, Yale Police Benevolent Association (YPBA) Coverage, Download Your Yale Health Member ID Card pdf, Connecticut Advance Directives Information and Forms, Student Enrollment/Change Application Form (for dependents and affiliate plan). AXA Assistane USA - Best For Baggage And Personal Effects Coverage. The decision to use a private car service should be made jointly by the traveler and departmental business office, based on an analysis of cost and business requirements. New Haven has many attractions including a thriving downtown district with parks, shops, museums, hotels, and restaurants. The University maintains an Emergency Evacuation and Travel Assistance program that provides medical, personal safety, and travel-related assistance services if an emergency arises while traveling domestically or internationally. Employees may use their personal vehicles for business purposes. AIG Travel Guard - Best for Add-ons. Yale attracts a diverse set of international visitors students, faculty and staff, and visiting lecturers and short-term guests. Proper documentation must be provided with the expense report and charges must be coded to the unallowable travel ledger account and spend category. Foreign tax refunds or applicable credits under Federal awards refer to receipts, or reduction of expenditures, which operate to offset or reduce expense items that are allocable to Federal awards as direct or indirect costs. Undergraduate Students: Undergraduate Students are advised to make summer plans with caution, paying careful attention to the Yale College Travel Policy and the entry requirements of the proposed destination (usually available on the Ministry of Foreign Affairs and/or Embassy website). Whether you are in need of counseling support, financial planning assistance, or help with balancing family and work responsibilities, Yale's Signature Benefits have you covered every step of the way. You can review the Student Coverage page to understand your Basic Coverage service, which includes care in Student Health, Acute Care, and Mental Health & Counseling for students amongst other services.. All new degree-seeking students need to review the . Travel on University Business. It is expected that when research or business requires travel in a distant location for periods of time greater than 30 days, travelers will be able to find less expensive meal options (e.g., groceries). Typhoid fever, oral and injectable. Alternatively, local shuttles and bus services are also available for travel between Union Station and Yale. Travelers (or their designees) should contact the University Tax Department (tax@yale.edu) before traveling to one of the states on the list, as travelers may be required to present a copy of the exemption certificate to obtain the applicable sales tax exemption. The University does not pay for lodging related to single-day travel within 50 miles of a regular work location. Learn about our Employee Referral Program, offering eligible employees an award for bringing talented professionals to Yale. Its Your Yale is getting a new look! England, Belgium & France: Legacies of WWI & WWII on the 80th Anniversary of D-Day Supports travelers (and their designees) in their department for appropriate implementation of this policy and its related procedures. General Principles of Ground Transportation for University Business. We can create traveler profiles and provide guest access to travel services for those who require it for traveling on Yale business. Metro Cab - (203) 634-6000; Yellow Cab - (203) 777-7777; 604-792-4116 Main. Note: certain sponsors and other funding sources may use variations of the above classifications (e.g., some federal agencies include Canada as domestic travel). You will receive all of your healthcare at the Yale Health Center unless your primary care clinician refers you to an outside clinician/specialist. Additionally, contracts and other agreements are subject to the requirements of Policy 3210 Purchase Contracts and its related procedures. Exceptions to this policy require prior approval by the Controllers Office, in consultation with the Provosts Office, General Counsel, or an Officer of the Corporation, as appropriate. The CDC recommends that all individuals should be up to date with their COVID-19 vaccines before travel. Rabies for pre-exposure prophylaxis. Notice: The University has implemented a number of emergency actions in response to the impacts of COVID-19. Your BCAA Membership card number One additional piece of photo ID Advises departments and principal investigators on the terms and conditions of specific awards as they pertain to travel. Learn more aboutPersonal Wellness,Financial Wellness, andWorkLife. It is important for travelers (or their designees) to accurately classify their travel. Student Coverage: Students must take and pass the Driver Safety Awareness Training. Note: If a traveler (or their designee) pays for travel expenses out-of-pocket, the University will reimburse for sales tax paid. Welcome! Cost. The University strongly encourages travelers (or their designees) to make travel reservations using Egencia or WorldTek. If the receipt total is greater than or equal to the equivalent of $1,000.00, a full translation to English (this may be accomplished via Google Translate, an interpreter, or other comparable service); or. Travel and associated activities have been identified as a risk for exposure to COVID-19. Once arrived, one has buses, taxis, and car services at one's disposal. They will notify the Yale University Office of International Affairs, Risk Management Office, Yale Health, and, if relevant, your program: Contact International SOS for assistance (call collect +1 (215) 942-8478). YYGS requires that all participants be covered by health insurance during the program, including during travel to and from the program. Provides guidance to travelers (and their designees) in their department on application of this policy. View Company . Separate travel insurance policies also tend to offer more robust cancellation coverage. Recent Partners Added 40. Students do not have to sign up or pay extra to obtain this coverage, Yale Healths Basic Student Health Services. Every effort should be made to use the Universitys shuttle service, if available, when traveling between University locations. Call the Visitor Center (203.432.2300) or check their website for more information. Such arrangements are an exception to policy and require prior approval, consistent with the Exceptions and Special Circumstances section of this policy. The Office of Risk Management will not extend Yales insurance to these vehicles. If traveling from within the United States, it is convenient to take a train to New Haven Union Station, minutes from Yales campus. Yale community members have access to International SOS online travel safety and security training modules. Whether you are exploring Yale for the first time, or just arriving, take a moment to discover what Yale has to offer: Discover why Yales health and welfare benefits are among the most comprehensive and affordable in the nation: Prepare for the future with these valuable planning resources: new weekly e-newsletter for and about staff, University Policies, Procedures, Forms, and Guides, New Hire Benefit Enrollment Instruction guide, Review the Manage Your Benefits training guide, Contact the Employee Service Center (ESC). We use our industry knowledge to share information on travel-related issues and provide training opportunities on Egencia and Concur. You can review the Student Coverage page to understand your Basic Coverage service, which includes care in Student Health, Acute Care, and Mental Health & Counseling for students amongst other services.. All new degree-seeking students need to review the documents about . In general, VAT applies to all goods and services that are bought and sold for use or consumption in those countries that assess VAT. Obtains required approvals prior to making travel arrangements. Call Yale Security 24/7 at +1-203-785-5555 who will notify the Yale University Office of International Affairs and, if necessary, your program. Beyond the city limits lie beautiful beaches, peaceful lakes, charming New England towns, and pastoral suburbs. Out-of-Country Medical Coverage. Review guidance on campus packages and mail delivery, supply orders and delivery of products, and more onWorkplace Guidance FAQs page. International Payments Training. the University makes payments directly to the hotel or restaurant (or other vendor) using a Yale PCard or Yale check. Ownership in a Corp. or LLC is easily transferable to others, either in whole or in part. For claims, no deductible will be charged to the department if the claim is fully covered by the insurance. Country information reports that include detailed travel, security and health guidance by country and major cities, Articles on a range of travel topics from altitude sickness, to dust storms, to insect bites and more, Travel safety tips for all travelers, as well as guidance specific to women and for LGBTQ travelers, Global risk ratings including specific reasons for the ratings. It duplicates insurance already provided by Yale and will not be reimbursed. All expenses related to a trip to an international destination are considered international (e.g., if driving to a domestic airport to leave for an international destination, mileage, parking, tolls, etc. Privacy policy, Clerical & Technical, Service & Maintenance Coverage, Managerial & Professional Staff and Faculty Coverage, Yale Police Benevolent Association (YPBA) Coverage. If you fall in Spain and break your leg, you will need hospital treatment and flights. TravelInsurance.com - Best for Comparing Quotes. Traveler's Insurance. Yale Health encourages you to work in partnership with our clinical staff to manage your health. In many cases, credit card protections cap reimbursement at just $10,000 a trip, while travel insurance . Foreign citizens traveling to the United States may need visas for temporary stays. Yale Travel Services has arranged for preferred vehicle rental agencies who will include insurance in the rental fee. A consultant is employed or involved in giving professional advice to the . For detailed information on expense advances, see Policy 3305 Expense Advances. The machine-readable file (MRF) is a document that publicly discloses pricing information and whose content can be readily processed by computers. Performing other duties or responsibilities as assigned by the Head Coach and/or the assigned sport administrator or Director of Athletics. Therefore, reimbursement for actual lodging expenses for travel greater than 30 days is permitted only up to 50% of the current published federal per diem rates for lodging expenses at that location for the applicable time period, available at Domestic Per Diem or Foreign Per Diem. Consultants traveling on University business will be reimbursed for reasonable and necessary business expenses. . Contact Us. Tips and gratuities, when reasonable and accepted as standard practice (e.g., restaurants, ground transportation, bellhops, and hotel housekeepers). Receipts are required documentation for all travel expenses greater than or equal to $75.00 (Note: receipts are required for all lodging expenses, including those below $75.00). Medical Evacuation and Repatriation Coverage If you are in the U.S. on Yale's J-1 visa sponsorship (as employee or unpaid affiliate) items #3 and #4 are covered for you by International SOS , a travel . 55 Lock Street P.O. Such expenses, if purchased, are personal to the traveler. Car Rental Insurance. If you submitted a claim for a VAT reimbursement and, If you submitted a claim for a VAT reimbursement and the VAT refund is. Yale employees would have to find their own insurance to cover any time between their arrival in the U.S. and when the Yale Health Plan begins. Note: There is a limit on vehicle reimbursement of no more than the economy class airfare for a similar trip. Up to $1 million in coverage . Personal card delinquency fees or finance charges; Membership/dues in private clubs, including airlines, wholesale clubs, etc. Yale Signature Benefits. "There is no substitute for visiting campus," he said. Register your travel : You will need your NetID and must use a Yale networked computer or Yale VPN. Federal sponsors require compliance with the Fly America Act regardless of classification of travel as either domestic or international. 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