Planning for Travel

Booking Travel through UC

If you choose to book travel, including airfare, hotels, and car rentals, for fieldwork through CONNEXUC (formerly Connexxus), your travel is automatically registered with the University. This makes you eligible for the UC Travel Insurance Program at no cost. In addition, coverage extends to traveling companions of eligible UC employees and students who are traveling on the same itinerary. 

The benefits  of the UC Travel Insurance Program focus on international 

• primary coverage for medically necessary treatment of illnesses and injuries

• security evacuation

• trip cancellation, interruption, and delay assistance

• emergency family reunion

• personal property loss

There are limited domestic benefits of this insurance program. UC recommends that travelers should use health insurance for medical care if you are sick or injured while traveling domestically. For more details on the coverage provided by the Travel Insurance Program can be found here. 

Registering Travel with UC

You can register work that was not booked through CONNEXXUC to enroll in the insurance program. Note that travel within the state of California does not need to be registered. 

To register a trip with UC Away

1. Log into https://ehs.ucop.edu/auth/login?originalUri=https%3A%2F%2Fehs.ucop.edu%2Faway

2. Fill in the UC Away - Register Travel form with the following information 

• Travelers’ phone numbers, email - addresses, affiliated institutions

• Travelers’ emergency contact information (optional)

• For international travel:

  • Whether a non-UC party is compensating the traveler or paying for travel

  • What equipment is being transported by travelers, including UC-owned electronic devices, specialized equipment, biological materials, or controlled data or other intellectual property

Benefits of Registration 

• information and alerts for your registered destinations

• expedites emergency support from UC’s security provider, Crisis24

• facilitates compliance with federal regulations

Travel registration is an important risk management tool for university-related travel. If you are unsure what travel policies or protocols might pertain to your travel, consult your campus Travel Risk Manager. Before you travel internationally, review the information on the UC Ethics, Compliance and Audit Services International travel web page and work with your location Export Control Officer for license, license exception, export declaration review and advice.

Remote Coverage

When traveling in remote areas, you have to consider what Search and Rescue (SAR) options are available to you, covered by your insurance, and how to access them in case of an emergency. In the United States, SAR is managed at the local level on state lands and at the federal level (National Parks Service or Forest Service) on public lands. These services can be deployed by calling emergency services (911) or triggering a SOS on a satellite communication device. 

Before leaving for a trip, check the statewide directory for your location to identify the nearest SAR group. You can often contact the local police non-emergency number to get specific information about your location. Use this information to help plan your emergency responses based on how long it may take for SAR to be deployed or reach you. California's SAR Resources are hosted here. 

If you're working in wilderness areas internationally, UC-provided travel insurance does not include search and rescue coverage. Therefore, if SAR services are not available through government agencies and volunteer teams like in the US, it is prudent to obtain SAR insurance in advance, such as through Garmin, DAN, or the American Alpine Club. Please consult with your Campus Risk Manager if you have questions about UC coverage or you're welcome to contact Sara Souza (sarasouza@berkeley.edu) to review your specific activities and concerns. 

Vehicle Registrations

If you are driving a car/truck

1. Submit copies of driver’s license 

2. Add vehicle descriptions and license plate numbers to your Field Safety Plan

3. Purchase UC Auto Insurance or private insurance (if personal vehicle). You can find details about insurance options here. 

4. Sign liability waivers (if applicable)

If you are driving a boat/plane

1. Consult with Risk Services

2. Consult with Boating Safety Officers

3. Sign liability waivers (if applicable)

If you are driving ATVs or snowmobiles

1. Consult with Environment, Health, & Safety

2. Sign liability waivers (if applicable)