Travel

Travel Information for Faculty and Staff

TRAVEL – INTERNATIONAL OR DOMESTIC

When traveling away from Wellesley College on College sponsored or funded trips, faculty and staff members should be aware of the travel assistance services available to them as well as key steps to take prior to departure.

PLEASE NOTE: All travelers are responsible to have personal health insurance while traveling; none of Wellesley College’s travel insurance policies provide personal health insurance.

Wellesley College has insurance through Chubb/ACE for emergency evacuation services, including medical emergency and geo-political evacuations. Services are provided through their operating partner AXA. Registering your travel is strongly recommended to access these services. No other trip insurance is provided. All services MUST be arranged through AXA; services arranged independently will not be reimbursed. Chubb/ACE/AXA offers many other free Travel Assistance Services that can be very helpful, but any fees charged by a third party (e.g., translator, attorney) will have to be paid directly by the traveler.

If you want to have trip cancellation/interruption insurance, lost or damaged luggage insurance, medical/dental insurance or other coverage for your trip, you may individually purchase trip or travel insurance (see www.insuremytrip.com for a sample of policies available or search the internet for coverage.) See the CollegeTravel Policy and the Travel Reimbursement Policy for information on other travel resources and reimbursement for travel insurance.  

Travel Assistance Program via Chubb/ACE Insurance Company 

As part of the College’s travel accident insurance policy through Chubb/ACE Insurance Company, Wellesley College faculty, staff and students have access to the assistance services of AXA while traveling for Wellesley College related activities 100 miles or more from campus

Please print the Travel Assistance Program brochure prior to your College related travel. The College advises travelers to cut out and carry the Card (below the dotted line) provided in the brochure with you at all times while traveling on behalf of Wellesley College. Their toll-free number is 1-855-327-1414.

The Chubb Travel Assistance Services document  provides detailed information about the College's travel assistance services. Please contact riskmanagement@wellesley.edu with any specific questions you may have after reviewing this information.

Chubb/ACE/AXA Assistance Services Website

To register with the Chubb Travel Assistance website, please follow these steps:

1) Go to www.acetravelassistance.net

2) Enter the username (medassist-usa@axa-assistance.us) and password (acea&h) and click the “Sign In” button.

3) On the Registration Form page, enter your Wellesley email address for your username plus your first and last names. Then, click the “Register” button.

4) You should receive the following message: “You have been registered correctly. An email has been sent to your account with the password.”

5) Open the link in your email from AXA Assistance Services and enter your username (your full Wellesley email address) plus the password provided in the email. Click the “Sign In” button.

6) You will be prompted to choose a new, secure password. Click the “Change Password” button.

7) The website’s main page should now appear and you should have access to the full website. 

Please contact Risk Management with any questions about this process. 

AXA Travel App for Smartphones

Wellesley College travelers can download the AXA Assistance Services app for their smartphones as another way to access the travel assistance services. 

TRAVEL – INTERNATIONAL 

Global Travel Registration via United Healthcare 

Wellesley College employees are strongly encouraged to register all college funded or sponsored international trips and domestic trips (greater than 100 miles away from campus) with the college's Risk and Compliance Manager via this form: http://goo.gl/forms/H7l8gxYmgn

Using a platform developed by United HealthCare, the College is able to visually manage its travel by location. Here is an example of the global travel map for Wellesley College:

Since crises can erupt in an instant in any location worldwide, Wellesley College wants to ensure that Wellesley travelers feel connected to campus and supported by the College throughout their trip. In the event of an emergency in a specific location, the College can quickly message those travelers who have submitted their travel information to the Risk and Compliance Manager prior to their travel and offer assistance, as needed. 

The UHC Global website also has a wealth of up-to-date information to prepare travelers for their trips. The UHC Global instructions sheet will provide you with the steps necessary to register with the website. Please note: only Wellesley College travelers may register with UHC Global by using these instructions. 

U.S. State Department's S.T.E.P.

Sign up for the U.S. State Department’s Smart Traveler Enrollment Program (STEP) before you travel to receive email updates about travel warnings and travel alerts.