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California State University, Long BeachCalifornia State University, Long Beach

University Insurance Program

Procurement of Foreign Travel Insurance

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Related Policy: Procurement of Foreign Travel Insurance

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Procedure to Purchase Foreign Travel Liability Insurance

Obtaining coverage

Faculty, staff, employees, or students, who are participating in university business related foreign travel sponsored or paid for by the University, are ultimately responsible to ensure that Foreign Travel Liability Insurance Program (FTLIP) insurance is bound prior to departure. Due to the inherent risks associated with international travel, if the CSU’s FTLIP insurance is not obtained from Risk Management prior to departure, the international travel will be considered unauthorized and FTLIP insurance will be unavailable during and/or after the travel event has occurred. Employees, faculty and staff cannot substitute another insurance policy for the FTLIP insurance.

To initiate the process to obtain FTLIP insurance, the requesting participants must complete (1) the Foreign Travel Liability Insurance Participant List (FTLIP List, attached as Appendix A) and (2) a general questionnaire which outlines the scope of travel (Questionnaire attached as Appendix B). The FTLIP List and Questionnaire must include all individuals, including faculty and staff, who are participating in the foreign travel and must be received by the Campus Risk Manager no later than ten (10) business days prior to the date of departure. This minimum period of time does not include holidays, weekends or campus closures.

Revisions to the initially submitted FTLIP List should be limited, but also must be made no later than ten (10) business days before the date of departure. The FTLIP List and the Questionnaire are available at the Campus Risk Manager’s website or by request to the Campus Office of Risk Management at (562)985-2396.

In most cases, foreign travel requires at a minimum the Office of the Provost’s approval. The employee, faculty or staff member in Academic Affairs completes a travel authorization, the Foreign Travel Participant List and Questionnaire, and sends the documents to the appropriate dean or associate vice president’s office who will forward the documents to the Office of the Provost’s within thirty (30) days of the date of departure for travel. Upon approval of the travel authorization, the Office of the Provost will forward the completed FTLIP List and Questionnaire to the Campus Office of Risk Management to submit a request for coverage no later than ten (10) business days from the date of departure. The FTLIP Participant List and the Questionnaire only need to be completed one time per destination/trip where the traveler will be going.

Any CSULB faculty or staff member responsible for any short term study abroad program or university approved program for a course that is requiring foreign travel by students shall ensure that a request for FTLIP insurance is procured for students enlisted in that course. For CCPE operated programs, these requests are made through CCPE. For University courses that require foreign travel as a part of the core course requirements, these requests are made through the academic department(s). Once the travel has been approved, the academic departments contacts Campus Office of Risk Management to proceed with the insurance process. Insurance payment must be received from the academic department requesting coverage.

Upon receipt of the completed FTLIP Participant List and Questionnaire, the Campus Risk Manager will submit a request for coverage to the insurance program administrator. Once coverage is confirmed, the Campus Risk Manager will provide Travel Assist Cards for each participant, which will be sent to the responsible faculty or staff member for themselves and for distribution to the participant students, if applicable, prior to travel.

Coverage, once requested, must be cancelled at least ten (10) business days prior to the date of departure. The Campus Risk Manager will not refund any costs already incurred for FTLIP insurance within or after ten (10) business days prior to the date of departure.

Purchase and Payment of Coverage

Employees traveling abroad on university business will have the cost of this insurance covered by the employee or employee’s department that is approving travel. Upon procurement and binding the FTLIP insurance, the Campus Risk Manager recharges University departments for the foreign travel insurance premium cost through the traveler’s department California State University, Long Beach Chartfield account. For University approved travel, the Campus Risk Manager is unable to accept other forms of payment for foreign travel insurance premiums. Insurance premiums should not be included on the travel claim forms by individual faculty, staff or employees. If faculty, staff or employees fail to obtain the prerequisite authorization for travel but obtain FTLIP coverage, the traveling faculty, staff or employee will be personally liable to the Campus Risk Manager for any nonrefundable insurance premiums.

University faculty, staff, employees, or students who are participating in university business related foreign travel sponsored or paid for by non-state funds to include Foundation, the 49ers or the Associated Students, Inc. must still purchase FTLIP insurance. In such cases, FTLIP insurance is required to be purchased through the Department if not otherwise approved of by the travel funding source. If grant/contract funding is used, all travelers must contact the Office of Research and Sponsored Programs (ORSP) or their Grants Administrator to determine if such coverage is available or allowable.

If foreign travel is for a student that is attending a Short Term Study Abroad Program as a required part of a course core curriculum, the Campus Risk Manager will recharge the Department approving the course as part of its curriculum for any costs associated with procurement and purchasing of the necessary FTLIP insurance. In such cases, the approving Department can elect to request reimbursement for the cost through the student tuition fee approval committee or elect to charge students the cost as part of costs incidental to travel.

If foreign travel is part of a Short Term Study Abroad Program operated and controlled through CCPE, CCPE manages procurement for FTLIP insurance and costs associated with procurement of insurance. CCPE may elect to request the Campus Office of Risk Management to procure the FTLIP on its behalf. In such instances, the Campus Office of Risk Management will bill CCPE for any costs associated with procurement or insurance and CCPE may elect to charge back those costs to students enrolled in the program.

Please contact Stephanie Williams at 562 985-2396 or swilliam@csulb.edu if you have any questions.