Aarhus University is subject to the Danish State’s self-insurance scheme. This means that AU may not take out insurance, but the scheme is comparable to AU having taken out insurance itself. In case of claims, AU is therefore liable for the financial risk.
The reason for using this scheme is that, in many cases, it will be cheaper than if AU took out insurance through a commercial insurance company. However, journeys by car abroad are not part of the scheme.
Europæiske administers the scheme on behalf of the Danish State. Furthermore, Europæiske decides whether there is any liability for damages and if so, what the size of such damages should be. Europæiske pays doctor’s bills, damages etc., and AU must subsequently refund the amounts concerned to Europæiske. Beginning in 2020, all expenses in relation to damages paid to an employee are placed on the unit, whose employee has been subject to the damages. Prior to this, the AU accounting department gathers information as to where the expense should be placed.
At the end of each year, Accounting sends a statement to the unit summing up the unit’s damage payments over the past year.
Persons affiliated with but not employed by Aarhus University (AU) whose journey is fully or partially paid by AU can apply for travel insurance. The application for travel insurance is sent to the relevant department/unit and e-mail confirmation is considered valid proof of travel insurance coverage.
Be aware that accompanying family members are not covered by AU’s Europæiske travel insurance and therefore cannot be supplied with an insurance card cf. Cirkulære om tjenesterejseforsikringen. This is regardless of whether the trip is financed by ordinary or external funding.
However, Danish universities are able to defray any reasonable and documented expenses related to a researcher’s stationing (business travel of more than 28 days), including insurance for accompanying family members. Consequently, it has been decided at AU that the department may choose to refund the expense (the premium) for a private travel insurance for accompanying family members. This must be arranged prior to the stationing. The insurance must be taken out by the family and documentation for the expense is provided for the department.
Learn more about coverage of expenses for accompanying family members.
If a staff member is planning a trip to a location on a ‘do not travel’ list issued by local authorities, the Ministry of Foreign Affairs of Denmark or Statens Serum Institute or from which these institutions advise travellers to return home, the university’s travel insurance will still cover the trip; however the policy does not provide emergency evacuation, kidnapping and ransom coverage, cf. the travel insurance conditions, clauses 3.2.1., 3.5.2 and 3.6.1.
As a starting point, the travel insurance only covers in connection with acute illness and injury. In the event that you are or have been ill or have become injured within 2 months before a trip – or should you have any other reason to believe that you will need a medical doctor or other treatment provider abroad – the insurance will most likely not cover this and you should therefore apply for prior medical approval.
Complete the prior medical approval form, and it will be assessed whether and how you are covered, so you do not risk having to pay for expenses related to the illness/condition yourself. Apply for prior medical approval as early as possible – and no later than two weeks before departure. Prior medical approval (europaeiske.dk)
If you are asked prior to a trip to document that you are insured, you should just contact Europæiske. Here you will be issued a so-called statement.
You can obtain a discount from Europæiske if you are going on private holiday travel or supplementary holiday. Such insurance policies must be paid at your own expense.
HR's website about Insurance in connection with travelling abroad
If you need to make a claim, you must complete and submit the claim form on Europæiske ERV’s website. You can find the link on the right-hand side of this webpage. As part of your claim, you must attach a signed statement from your head of department, deputy director or administrative centre manager that confirms the following information:
All this information is required, and only the persons mentioned above are entitled to sign the statement confirming these details.
NB! It is also important to send this signed statement to rejser@au.dk. This enables the accounts team at AU to keep track of the insurance claims that have been approved by university managers and to connect these to the invoices received from Europæiske ERV.
Delayed or lost luggage
Before you can report delayed or lost luggage, you must contact the airline you flew with and get written confirmation in the form of a Property Irregularity Report (PIR). You will need to use this report when you make a claim with Europæiske ERV (the company that administers AU’s travel insurance).
Delayed luggage: If your checked-in luggage is delayed in relation to your expected arrival time at a destination outside your country of residence, AU’s travel insurance permits you to spend up to DKK 3,000 on necessary toiletries and clothes.
Lost luggage: If your luggage gets lost, you can receive compensation of up to DKK 25,000 (2023). This amount can increase to DKK 40,000 (2023) if your work-related trip lasts longer than three months.
For more information on using your AU credit card to replace items in your delayed/lost luggage, please read the “using credit cards” section of the AU credit card webpage. Credit card policy at AU.
It is not a requirement to own or bring a physical card to be covered by AU’s travel insurance policy for Danish government employees at Europæiske. If you need to use the insurance during a trip abroad and you do not have the physical card, all the necessary information and contact information can be found at Travel insurance for Danish government employees (europaeiske.dk)
If the traveller still wishes to bring a travel insurance card, it can be printed directly from Europæiske’s website. When initiating an insurance claim, confirmation from the head of department/school, deputy director, etc. must be included, and it is therefore not possible for unauthorised persons to create unjustified claims by using the print-it-yourself solution.
Please note that the individual AU employee is responsible for ensuring that the employee is covered by a valid travel insurance at AU before engaging in business travel.
In the Circular on travel insurance for Danish government employees, the procedure has been updated regarding section 5 and section 6, and there is no longer a requirement for registration of card numbers, etc.
Can unauthorized persons file a claims in the name of AU and obtain unjustified compensation?
Can unauthorized persons file a claims in the name of AU and obtain unjustified compensation?
Answer:
No. Europæiske requires that every submitted insurance claim includes confirmation from the head of department/school, deputy director, etc., before the claim is registered. Without confirmation, the claim will be rejected.
Do I need to show a card to get help?
Do I need to show a card to get help?
Answer:
No. Europæiske has informed us that a card is not required, and that all relevant contact information can be found at europæiske.dk. If you are in a part of the world without easy access to the internet, it is sufficient to bring a printed screenshot from the website, i.e. the contact information from Europæiske.
What are the benefits of a physical paper card?
What are the benefits of a physical paper card?
Answer:
Unlike a printed screenshot of the contact information, the physical card has a format that fits in your credit card holder. No other benefits.
Do I have to return my plastic card?
Do I have to return my plastic card?
Answer:
You can, but you are not required to. If you leave your job, the card must be destroyed.
Can insurance cards be printed for accompanying family?
Can insurance cards be printed for accompanying family?
Answer:
Pursuant to the circular on the travel insurance policy for Danish government employees, the persons insured are state employees travelling as public employees and other persons who, although not employed by the state, engage in travel partly or fully paid for by the state, see Section 4(1) and (2).
The provision in Section 4(2) covering persons other than government employees whose travel is partly or fully paid for by the state does not cover accompanying family members. In a memorandum dated 22 October 2013, the Danish Agency for Higher Education has confirmed that the provision is intended for persons other than accompanying family members.
Does AU cover the costs of taking out extended sickness/health insurance?
Does AU cover the costs of taking out extended sickness/health insurance?
Answer:
The basic premise is that AU must not pay the cost of taking out insurance, but according to Section 4(2) in the circular on self-insurance in the Danish state, insurance covering risks abroad must be taken out if required in the relevant country. The circular does not say that it must be a statutory requirement in the country in question, and so in the above case, it would be possible to bear the costs associated with taking out insurance with reference to Section 4(2) of the circular.
If the insurance from Europæiske is not approved, will AU cover the cost of insurance?
If the insurance from Europæiske is not approved, will AU cover the cost of insurance?
Answer:
The basic premise is that AU must not pay the cost of taking out insurance, but according to Section 4(2) in the circular on self-insurance in the Danish state, insurance covering risks abroad must be taken out if required in the relevant country. The circular does not say that it must be a statutory requirement in the country in question, and so in the above case, it would be possible to bear the costs associated with taking out insurance with reference to Section 4(2) of the circular.
Are there any restrictions on the cover after the first six months?
Are there any restrictions on the cover after the first six months?
Answer:
The travel insurance policy for Danish government employees is not time-limited and also covers leisure time and public holidays after the first six months; however, no cover is provided during periods of holiday.
How do I take out additional insurance, if I no longer reside in Denmark??
How do I take out additional insurance, if I no longer reside ind Denmark?
Answer:
We have contacted the Agency for Public Finance and Management, but the agency has not provided a clear answer. Employees are therefore urged to take out insurance cover for holidays in the country in which they are resident.
Am I covered during my leisure time during a posting?
Am I covered during my leisure time during a posting?
Answer:
The travel insurance policy for Danish government employees covers weekends and public holidays, but not during periods of holiday. It is therefore recommended that you take out private insurance covering periods of holiday. If you already have a private annual travel insurance, it is recommended that you contact your insurance company prior to a posting as special terms may apply in connection with holidays taken while travelling on business.
May AU cover the cost of taking out household content insurance?
May AU cover the cost of taking out household content insurance?
Answer:
Pursuant to the circular on self-insurance, AU must not take out or reimburse the cost of taking out household content insurance.
Does AU cover expenses for compulsory insurance coverage when concluding a tenancy agreement?
Does AU cover expenses for compulsory insurance coverage when concluding a tenancy agreement?
Answer:
No, AU cannot cover costs associated with taking out compulsory insurance cover in connection with the conclusion of a tenancy agreement.
Does AU cover the cost of taking out chronic illness insurance not covered by Europæiske?
Does AU cover the cost of taking out chronic illness insurance not covered by Europæiske?
Answer:
Clause 1.2 of Europæiske's insurance terms and conditions for travel insurance etc. for Danish government employees travelling on business abroad sets out a number of rules on when chronic illness is covered and when not.
Employees suffering from a chronic illness who are going travelling on business should therefore contact Europæiske for advance confirmation of cover.
If advance confirmation of cover of the chronic illness cannot be obtained, AU cannot take out insurance covering the chronic illness, see the circular on self-insurance in the Danish state.
Is pregnancy covered by the travel insurance policy?
Is pregnancy covered by the travel insurance policy?
Answer:
Pregnancy is not covered by the travel insurance policy, as a normal pregnancy is not regarded as an illness. Antenatal check-ups and the birth itself are therefore not covered by the travel insurance policy for Danish government employees. Any pregnancy complications or premature birth will, however, be regarded as instances of acute illness, and the travel insurance policy will cover medical assistance.
Some external grants include subsidies for taking out insurance. Can AU take out insurance based on such a grant?
Some external grants include subsidies for taking out insurance. Can AU take out insurance based on such a grant?
Answer:
The circular on self-insurance in the Danish state is an administrative regulation issued by the Ministry of Finance. Provisions in an external grant cannot set aside the rule in the circular under which AU may not take out insurance.
Are students covered if they borrow an official car in connection with a task related to their studies?
Are students covered if they borrow an official car in connection with a task related to their studies?
Answer:
Aarhus University does not have insurance that covers students. As a rule, this is also the case when students borrow an official car in connection with a task related to their studies.
The car is, of course, still covered by compulsory third party liability insurance, which means that any damage caused to other people or their property is covered by the university, but the student is not covered in case of personal injury to the student.
Are students covered if they are performing a task for the university?
Are students covered if they are performing a task for the university?
Answer:
Students who are asked to perform a task for the university are regarded as employees under the Consolidated Workers’ Compensation Act (Arbejdsskadesikringsloven), regardless of whether a written agreement exists or not. This means that the student is covered by the Consolidated Workers’ Compensation Act (Arbejdsskadesikringsloven) if he/she is involved in an accident when performing the task – this also includes during transport in an official car.
Are students covered if they are a passenger in an official car?
Are students covered if they are a passenger in a company car?
Answer:
This depends on the purpose for which the student is in the car. If the student is in the car to help perform a task, then he/she is covered by the Consolidated Workers’ Compensation Act (Arbejdsskadesikringsloven).
However, if the student is simply getting a lift home, the student is not covered by university insurance. In this context, it must be pointed out that employees may not use official cars for private purposes, and if the student is not in the car to perform a task, it may be regarded as a civil law matter committed by the employee.
For driving abroad in official cars, third-party liability insurance must be taken out for the car.
The insurance must be taken out no later than 5 weekdays before the scheduled departure date. The insurance is taken out by contacting Tryg insurance through their website: https://tryg.dk/erhverv/kundeservice.
If you need phone contact with Tryg Forsikring (Tryg Insurance), you can call +45 44 20 22 20
Remember to state following to Tryg Forsikring (Tryg Insurance):
If you fall ill or have an accident during an official trip, you should only contact the Europæiske Rejseforsikring Alarmcentral (the insurance company's emergency services) if you need medical care that requires payment. Emergency services are open 24 hours a day.