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| Preparing For A Sabbatical: A Guide The following guide has been prepared to assist academic staff who are planning to leave the city on sabbatical. Obviously, some specifics within export/import or visa regulations are completely out of our control, and you are advised to check such details with the appropriate authority. However, we hope that this Guide will provide you with some helpful information. Your comments and suggestions for future revisions are welcomed. This guide is not intended to cover ground dealt with in the Faculty Agreement in Article 9 and Appendix E of the Agreement. Familiarity with this Article is assumed; we advise you to take your copy of the Agreement with you. Neither have we dealt with such issues as vaccinations and medical advice, nor have we given a wardrobe checklist or general travel tips. Such information is either already known or is easily available elsewhere. The Income Tax Guide, prepared by the Canadian Association of University Teachers, will provide you with more detailed information on tax matters. The Guide is posted on the CAUT website at www.caut.ca . You can also look at sabbaticalhomes.com, a web-service dedicated to helping academic communities around the world find or list houses or apartments for rent, exchange or house-sit when on sabbatical leave, research trip, exchange program, relocation or vacations. * * * * * * Although this guide has been prepared specifically with members of the
AAS:UA in mind, our starting-off point and inspiration was Preparing
for Research/Study Leave, A Guide prepared by the University of Manitoba
Faculty Association, based on the University of Windsor/OCUFA guide. To
all we give full acknowledgement. Any similarities are intentional. Updated October 2000 1. Sabbatical Articles in the Collective Agreement 2. Obtaining a Sabbatical Placement
5. Renting Your House or Subleasing Your Apartment
6. Moving
8. Automobile 10. Health Insurance In case of emergencies while travelling overseas 1. Sabbatical Articles in the Collective Agreement Before beginning the procedures to obtain a sabbatical, it will be helpful if you become familiar with the relevant articles of the current Faculty Agreement. Tenured faculty may be considered for one year's sabbatical after 6 year's
service (or for 6 months after 3 year's service). Applications must be
to the Dean by October 15 for the following academic year. Article 9 sets
forth the options, procedures, criteria, deadlines, and other regulations
pertaining to such leaves. This guide is intended to be read in conjunction
with the relevant articles. 2. Obtaining a Sabbatical Placement One of the questions which frequently arises before taking a sabbatical is how to go about finding a place to spend the year. The answer, of course, depends to some extent on what you intend to do and the kind of equipment you need. It has been our experience, however, that most universities and research centres welcome visiting scholars if they are not being asked to provide financial support. Office space, library privileges, and other conveniences are usually available. We suggest that you call the department or research centre you are interested in and obtain the relevant information regarding the most appropriate person to write to from the director's or department head's secretary. They can often provide additional information concerning titles, postal codes, etc. Your follow-up letter should contain some reference to the work that is currently being conducted at the department or research centre to indicate your awareness of their current interests. In the same context, it is advantageous to have a fairly well formulated plan of work in mind when you send the initial letter. It avoids subsequent hassles and possible disappointments when you are formally in place at the new setting. We suggest that you ask for a title such as "Visiting Associate Professor," "Visiting Professor," or "Visiting Scholar," so that you can include the appointment in your Vitae. Most universities have appropriate titles that enable you to take full advantage of their facilities and extracurricular activities. It also helps in obtaining a parking permit. A touch of reality was supplied by one of our colleagues who spent his
leave in Europe. He pointed out that visiting faculty often do not get
the attention that they thought they would receive. Others have noted
that hosts tend to forget about you after you get there. It certainly
pays to keep some options open to you so that your year is not dependent
on a particular individual's accessibility. Our colleague also felt it
was risky to expect to work closely with one individual at one university
unless you really know that person and he or she will also benefit greatly
from you. A program that has attracted a number of postdoctoral fellows
may have several advantages in this respect if you are willing to assume
a similar role. University of Alberta Research Grants Sabbatical salary is normally 80% of your basic salary. When your leave is approved, you will receive forms from the Office of the Associate Vice President (Academic Administration). At that time, you may apply to receive part of your sabbatical salary in the form of a sabbatical research grant, either as a lump sum payment or in monthly instalments. From the research grant, you may deduct legitimate research expenses, for tax purposes. (If your study leave remuneration is all in the form of salary, you may not deduct those research expenses.) There are both advantages and disadvantages to requesting a large grant. Income tax is not withheld at the time you receive the grant, so you might be liable for a large tax payment in the spring. If you do not save reliably, it is probably wise to be conservative in the amount you request. On the other hand, it is advisable to request some money as a research grant, in order for you to deduct research expenses. When your research grant form is completed, with the appropriate endorsements, it is forwarded to the Research Grants Office who sign the form on behalf of the University. The office will then send you back your copy of the form together with Revenue Canada information and a copy of the Directive to Payroll. You must choose a payment option and forward this form to Payroll. (The Research Grants Office also sends a copy of the form to Payroll for their action on your account. Payment options are best discussed directly with Payroll.) See the link to the Research Grant's Office on this section of the web page. Keep very careful records and receipts of expenses: every gasoline receipt,
book receipt, etc. will be worth tax dollars to you. You are not required
to file receipts for research expenses with your tax return. However,
an accounting may be requested at any time. Research and Travel Grants from Other Sources You are encouraged to explore the sources of support available from external funding organizations, including major granting councils. Early planning is recommended because a number of programs have deadline dates. Contact the Research Grants Office for program details and applications. Consult your grant literature and Target Point for deadline dates. Target Point and Discoveries are now on the Research
Grants Office home page http://www.rgo.ualberta.ca
All travel to and from your residence (assuming you've left Edmonton) and your new temporary office or laboratory is deductible, as are temporary hotel expenses, research and publication assistance, etc. Such deductions are only available from grants, so get a grant large enough to cover at least the deductible expenses. Revenue Canada has taken the position that a taxpayer may not claim the travelling expenses of a spouse and children. However, this condition has not been uniformly applied. Since their travelling expenses are arguably a cost of carrying out research, researchers may include such costs, realizing they may not be allowed. More information is available in the CAUT Tax Guide and from the local Income Tax office. Consultations with a tax accountant prior to beginning the sabbatical should be seriously considered. Such prior consultation could help in planning leave expenditures so that tax exemptions are maximized. To wait to consult the tax accountant until tax time may be akin to the proverbial late closing of the barn door and equally costly. Some accountants are better than others, so it probably pays to check with a few colleagues about their experience with taxes during the sabbatical. Please note that even though you receive your grant over only half of
a calendar year, the deductions are applicable for the entire calendar
year. Bank and credit cards have made international banking much easier but if you will be in a country that does not have reliable or accessible bank machines you may want to purchase traveler's' cheques and US cash. In any case, purchase some local currency to get you started when you arrive. Make sure your credit cards are up-to-date or, if they will expire while you are away, arrange to have the new cards sent on to you. Make arrangements, such as automatic deductions, for paying utility and credit card accounts. If you plan to continue to receive credit card statements and the mail is slow, be prepared to pay interest on outstanding balances. Some countries have regulations regarding the amount of currency you can take into and out of the country. Being aware of this in advance may save some headaches later. On the other hand, if you save receipts on European purchases, you should be able to obtain, on departure, a refund of value-added tax (VAT) paid. Make sure you store stocks, bonds, certificates, and other valuables
in a safety deposit box before you leave. If departing on January to July leave, it is possible to file your income
tax early, indicating "estimate only", and then file a revised form on
return. If you have nothing to pay on your income tax in the spring when
you are away, there is no penalty for late filing. Records can in this
case be kept or left until your return to Edmonton, where filing should
be easier. 5. Renting Your House or Subleasing Your Apartment
If you are going to rent your house, allow plenty of time for finding
a tenant. Advertising in the University's Folio is probably the
most effective. Advertising in the Edmonton Journal or Sun
will generate calls from individuals intent on leasing the property for
more than a year. February or March is not too early to advertise if you
are leaving in July. In order to calculate an appropriate monthly rent, total your costs for
mortgage payments, taxes, additional homeowner's insurance, cost of drawing
up a lease, realtor's and management fees, and any utilities (cable T.V.,
water, etc.) you will continue to pay, to determine the minimum rent you
will need to charge so as not lose money on the rental. Compare this minimum
estimate with typical rents for your area to arrive at a reasonable figure
for your home and your situation. Most banks will take post-dated rental cheques and cash them on the first
of the month. If you will be any distance from Edmonton, this arrangement
will greatly simplify your life. It is not necessary to have a lease drawn up by a lawyer although the legal fee is tax deductible from rental income. You can include anything in a lease that's agreeable between the two parties. One excellent suggestion is to arrange with someone in the city to make periodic visits to check on the state of the property. The individual should meet the tenants before you leave and it should be made clear that he/she is empowered to enforce the terms of the lease and act on your behalf should major repairs be required (e.g. fridge, stove, furnace, or water heater problems). You might want to make this legal by having a "limited" Power of Attorney form prepared. (See also Section 11.) A standard tenancy agreement used by landlords in Alberta is available at some stationers; you will need two copies. Ask your bank manager to check the credit rating of your prospective tenants after obtaining their permission. Other references should be requested and checked. Tenants must be notified three months prior to your return, and damage deposits are limited to one month's rent, and must be returned promptly, with interest. Your may obtain a copy of the booklet, for a small charge, outlining
the Landlord and Tenant Act from Edmonton's Landlord and Tenant Advisory
Board, Main Floor, Chancery Hall (496-5959). Canadian Customs and Revenue Agency at 9700 Jasper Avenue can provide you with a pamphlet that is very helpful in determining the tax-deductible aspects of renting. For example, all repairs required to maintain the rental property (or prepare it for the renters) are deductible from the gross rent. Insurance, property taxes, utilities, and interest on mortgage payments are also deductible from rental income. You can also depreciate your furniture (20% capital cost allowance) if you rent it furnished. If you take a capital cost allowance on the furniture, it is probably advisable to have an independent estimate of the value of the furniture completed before you leave. Please note that if you take a capital cost allowance on the house itself, you are then liable for taxes on any appreciation in the value of the property during that time. Specific deductions should, of course, be confirmed with a reliable tax accountant. Your income tax returns while your house is rented should contain a letter
stating that you are temporarily absent and that it remains your principal
residence (quote sub-section 45(2) of the Income Tax Act); this protects
you from capital-gains tax on the increase in the value of the house while
it is rented. See your insurance agent several months before you leave to arrange for
coverage while you are away. If your house will be vacant, your company
will insure the house for fire damage only. If you are renting, you may
require additional coverage. Some insurance companies will not insure
your household effects while you rent, so you may have to shop around.
If you do not insure your house contents, they become the responsibility
of the renter. Don't, however, count on the renter to obtain insurance
or to turn over insurance cheques, even though they were ostensibly issued
to cover damage to your property. Since the lessor can no longer require
a large security deposit, we are particularly vulnerable in case of loss
or damage caused by the lessee. In any case, you are probably well advised
to have your coverage specified in writing by your insurance company.
It is a good idea to take photographs of the rooms and the property (including
a reliable friend in each) just before you leave. It is also a good idea
to photograph the valuables that you will be taking. Photographs will
expedite insurance claims if valuables are lost, stolen, or damaged--leave
the photos with a friend. Please keep in mind that when you rent your house or sublease your apartment, the new tenants have the same rights you would expect if you were renting an apartment from a corporate landlord. The fact that you will not be renewing the tenant's lease and that you consider the property your permanent residence is irrelevant as far as tenant rights are concerned. Thus, any goods you leave behind are technically unavailable to you until the lease expires. Furthermore, you are responsible for all maintenance and upkeep, including lawn mowing and snow shovelling, unless specified in the lease. If you take pride in your lawn and garden, you might consider hiring a professional lawn care service. Otherwise, you will inevitably be disappointed when you return. Be careful about leaving tools, records, books, kitchen utensils, and other small items in their normal places. These items have a tendency to become mixed up with the tenant's property over the course of the lease period and may be moved with other items when the lease expires. It is often difficult to remember who owns what after 12 months. You have little control over the presence of pets in your rented home, although you can add a pet clause to your lease. It pays to ask about pets when interviewing prospective tenants. One recommendation you might consider is to obtain at least a verbal agreement from the tenants that if they have a pet, they will have the carpets cleaned before they leave. It is also a good idea to state explicitly what areas in your house or apartment can or cannot be remodelled, painted, or changed in some way. You may return and find a room redecorated if you don't specifically prohibit it before you leave. Utilities should be notified of a change of name when you call in a final reading prior to your departure. Then, if your tenants do not pay these bills, the utility companies will have no claim on you and will have to collect only from your tenants. Telus will allow you to retain the same telephone number if you and your tenants both sign a form at the beginning and end of the period assuming responsibility for outstanding amounts. This means, however, that you will lose your own listing in the Directory. The normal installation fee is charged. (Call Telus customer service, 811, for more information.) A final note. You are dependent on the good will of your tenants and
are well advised to take a positive but firm approach to all aspects of
the lease agreement. When you move for a year, it's certainly an advantage to move to a furnished apartment or house. Remember, however, that you may still need necessities like a vacuum cleaner, ironing board, wall hangings, etc. Every item you leave at home that you use at least once a week will cost you dollars that can't be recouped when you return home. There are furniture rental shops in many large cities, particularly those with large universities. Beware, however, that their advertisements usually quote prices for their bottom-line furniture that is usually both unattractive and uncomfortable. Take tools like a saw, hammer, wrench, etc., for building shelves, hanging pictures, and general maintenance. It's also handy to have a general repair book along for fixing bicycles, making stereo hook-ups, or repairing your toaster. If you intend using your favourite cooking recipes when out of the country, take with you a Canadian measuring cup and spoons. These will not be available with the same measure, or may not be available at all if, as is often the case, your host country lists all recipe ingredients by weight. The point is to free yourself as much as possible from dependence on
strangers in a strange land and to reduce needless expenses. If you have young children, it is probably a good idea to take some of their furniture (a bed, for example) and toys to help them adjust to strange surroundings. It also reduces what you have to buy or rent. Any piece of furniture that you need and don't take will have to be purchased
or rented. Good used furniture is usually expensive, is hard to find in
a university community in September, and is hard to sell in July. Travelling
light is not always the best policy. If you have dealt with a moving company, you probably already know that
estimated charges and final charges seldom correspond. Seasonal surcharges,
fuel surcharges, and taxes make it a costly operation. Although most movers
are reputable, the U.S. Interstate Commerce Commission recommends that
you insist on seeing the tare weight (preloaded weight) and that you observe
the final weighing after your goods are loaded. It is certainly a case
of buyer beware. It also appears that shipping goods to European destinations
is more expensive than vice-versa! Renting a U-Haul type trailer is remarkably cheap, but there are some
hidden costs. It's probably best to have a heavy-duty hitch permanently
installed on your car (it's tax deductible). You should also add an additional
cooling unit for the transmission if you're going any great distance.
The trailer rental company can probably offer an opinion on the suitability
of your car for hauling a particular size trailer (write to the company).
If you carry a trailer on your vehicle over a long distance, it is a good
idea to use a trailer with a wheel size approximately equivalent to your
vehicle wheels. Otherwise, you run the risk of burning out your bearings
on the too small trailer wheels if you don't keep lubricating them. Your Child's School and Health Records Take along your family medical records and if you have school-age children, it is advisable to obtain a signed record of their immunizations from your physician before you leave. Many school systems are adamant about having proof of immunizations and may suspend your child from school until the records arrive. Along the same line, if your child needs special classes, take something that at least looks official from your school system detailing his/her special needs. If you have to wait for the new school system to conduct a proper assessment, your child may have to wait months for an appropriate placement. Most school systems can provide you with a map indicating where each
of their schools is located. These maps are very useful in aiding in the
selection of housing conveniently located near schools. School personnel
are also very helpful in suggesting rental housing that might be good
for children. If you visit the town or city prior to your sabbatical, pick up a local phone book. It will certainly facilitate making the above arrangements before you leave. Sabbaticants from your host university or from another nearby are a fruitful source of accommodation. If you will be renting a home, advertise in their equivalent of the Folio indicating your exact needs. If you are travelling to England, you can write to the Nuffield Foundation, Nuffield Lodge, Regents Park, London, NW1 4RS to obtain information about subsidized housing for academics. The housing is centrally located and quite reasonable, but apparently difficult to get. The Canadian High Commission in England (and presumably Canadian embassies
in other countries) publishes a small, useful brochure Welcome to Canada
House (Canada House, Trafalgar Square, London, SW1Y 5BJ). It lists: services
available at Canada House (including files on accommodation and real estate
agents); information on the education system including a rough comparison
with Canadian grades; advice on banking, driving, health services, taxation,
pub licensing hours and a wide variety of useful London address/phone
numbers. We recommend that you make arrangements with a colleague to collect,
sort, and forward your University mail . It might be a good idea to ask
your colleague to keep you up-to-date on departmental matters, so that
if need be, you can respond quickly to developments that concern you.
For an administrative fee, the post office will forward first class mail
addressed to your home if you provide a change of address card. Policies regarding office space vary across the campus. You may find
it valuable to arrange with a colleague or graduate student to use your
office while you are away in exchange for taking care of your mail and
plants. Travel and Professional Development Allowances Even though you are on sabbatical, you are still eligible for travel
allowance and professional expense reimbursement. Take the claim forms
with you. Purchase While on Leave/ Driver's Licence If you purchase a car in the US, you will find it useful, perhaps necessary, to establish an official residence in the state of purchase in order to register the vehicle. You will also have to obtain a driver's licence in that state (or an international licence). If you are asked to give up your Alberta licence, you will need to reinstate that when you return. There is an agreement between all states and provinces to exempt valid licence holders from the road test, but they may require a written and/or vision test. If you purchase a car in Europe or the US, it must meet Canadian importation requirements, issued by Transport Canada. It is advisable before purchasing to contact the manufacturer to ensure that it complies with Canadian safety and emission standards. Transport Canada pamphlet TP 4494 gives a summary of the regulations, and for further information contact Road Safety and Motor Vehicle Regulation Directorate, Transport Canada, Ottawa, K1A 0N5, (613) 992-4464. You must have been out of Canada for one year, and have owned the car at least six months to be exempted from duty and taxes on the purchase. A limit of $10,000 is the maximum for any one item, but vehicles are usually depreciated 20%-30% as they are classified as used cars. You may not sell the vehicle for one year after your return. You may use a customs broker to arrange the purchase, however, it is
not too onerous to do-it-yourself. If you take your own vehicle into the States you should check to see how long the Alberta registration is legal in the state in which you will be living. If it is not necessary to register in that state (i.e., you are there temporarily and not earning a US salary), you should check on the relative costs of registering and insuring in the state vs renewing your registration and insurance in Alberta. If you transfer the registration to the new province or state, you'll probably have to surrender the Alberta registration. If you register the car in the US, you can expect to add at least a half-day to your border crossing when you return home. On return, you have three months to register a passenger vehicle (cars,
vans, motor homes) but any other vehicles, such as motorcycles or trucks,
must be registered immediately. If the car has been imported from Europe
or the USA, a K22 pink card, issued by Canada Customs, must be presented
in order to allow registration in Alberta. If you plan to take your car out of Canada, check well ahead with your insurance agent. Your policy may not be valid out of the country. Also you should check with the appropriate automobile association to determine the insurance requirements within that jurisdiction. Make such inquiries early because the insurance procedures may take some time to complete. If you purchase a car, or require automobile insurance in England, a
"no claims discount" is available which could lower the cost substantially,
if you have been claim-free for 5 years or more. Even one year of claim-free
driving can make a sizeable reduction in the premium, so request a letter
from your insurance company to take with you. Insurance costs vary immensely,
so use the Automobile Association or Royal Automobile Club to find the
best package to meet your needs. Instead of taking your vehicle with you, you may wish to lend it to someone
you trust who can make use of it and at the same time keep it in good
running condition. In such cases, both parties and a witness should sign
a document of agreement. If you lease the car to someone who pays
to use it, you must notify vehicle registration, and register and insure
it as a leased vehicle. If you are a non-citizen, permanent resident (formerly landed immigrant) in Canada, you must obtain a returning resident permit from the Citizenship & Immigration Centre-Edmonton (240 Canada Place, 9700 Jasper Avenue, T5J 4C3, 1-888-242-2100). If you leave the country for an extended period of time, without obtaining the permit, you can jeopardize your Immigrant status. The re-entry permit certifies that your absence is a temporary one. This may also be useful for tax purposes to verify that your Edmonton residence continued to be your permanent residence during your absence. Obtaining the permit requires a personal interview with you and your
family members who will be leaving the country. You may have to wait two
weeks or more for the appointment, so don't put it off until the last
minute. Also, once you arrive for your appointment allow for the inevitable
waiting time. Make sure to bring along the letter from a University administrator
confirming your sabbatical, your landed immigrant papers and two black
and white passport-type photographs of yourself and family members. We
recommend that you request the maximum time allowable (approximately 12
months) even though you might be returning a few months earlier. It saves
going to an immigration office to apply for an extension should you require
it. If you will be in countries other than those in which you are a citizen,
it is probably a good idea to contact the consulates to make sure there
are no problems concerning leaves in those countries as long as you will
not be taking paid employment while there. You will need a work visa if
you are planning paid employment. In some countries, immigration may ask
you to register with the local police. Listing Goods You Take With You If you leave the country, you'll be required to provide Customs with a list of the major items you are taking and plan to bring back. Refer to Canda Customs' website http://www.ccra-adrc.gc.ca You will require a permit to take a computer out of the country. Forms
and information from Customs & Transportation, Supply Management Services.
As of this writing, one can make purchases up to $10,000 Canadian funds
per item with no customs charge. This means that you can purchase a number
of items with a total cost of much more than this upper limit as long
as each separate item does not exceed $10,000. Also bear in mind that
depreciation is taken into consideration before duty charges are assessed,
so an item that cost more than $10,000 may be assessed below $10,000 by
customs. If an item is purchased at the very beginning of the study leave,
there may be as much as 30% depreciation. In order to obtain this duty
free status you must be able to demonstrate you were officially out of
Canada for one full year and that you made the purchase at least 6 months
prior to re-entry to Canada. Your re-entry permit, your list of items
stamped by customs prior to beginning your Sabbatical, and your receipts
should be enough to establish this duty free status. Your Alberta Health Care Plan, Supplementary Medical and Dental Care
Plans will continue to provide full coverage of normal medical and dental
expenses for you and your dependants while you are out of the province
or out of the country. You should not require additional health insurance.
Medical expenses will normally be reimbursed at the prevailing rates of
the place where the care was provided. Dental expenses, on the other hand,
will be limited to the maxima provided in the Alberta Dental Association
fee schedule. Take with you your Alberta Health Care card, medical and
dental claim forms and Academic Benefits Guide. Some provinces will submit
claims directly to the health care plans, but most will not, so you should
be prepared to pay the bills yourself and claim reimbursement. It is a
good idea to submit claims and receipts promptly, rather than waiting
until you return to Edmonton when you will have many other matters on
your mind. There may arise from time to time the necessity for you to be present
in Edmonton for business or personal matters of a legal nature while you
are on leave. Because of previous commitments, travel arrangements, or
the cost involved, you may prefer to have someone act on your behalf.
You can make prior arrangements for this by assigning someone Power of
Attorney. Because of the potential for abuse of such an arrangement, we
consider it absolutely essential that you consult with a lawyer before
you do so. Your lawyer may also draw up a specific Power of Attorney form
assigning an individual limited powers such as might be required in overseeing
a lease agreement. In either case, however, the individual to whom you
assign Power of Attorney must be both responsible and trustworthy. The
most obvious, albeit expensive, choice is your lawyer. You are welcome to call the AAS:UA office if you have any questions about the sabbatical provisions in the Faculty Agreement. If your spouse or dependants will not be accompanying you on leave, please
leave our number with them to call in the event of an emergency. AAS:UA -- 492-5321 Updated March 2000
In case of emergencies while travelling overseas When people travel overseas, they usually get their inoculations updated, take along some medicine for common travellers= problems and try to watch what they eat and drink. These are all very sensible precautions. But, have you ever wondered what would happen if you became seriously ill while travelling or if there where a civil disturbance? The following is a very brief survey of the coverage generally available to staff at the U of A and recommended procedures in case of emergencies while overseas. Before you leave Prepare a complete itinerary, with contact phone numbers and addresses. This is essential should anyone in Canada need to contact you in case of emergency. Provide copies for your family and a contact person in your department. Review your benefits. Make sure you are familiar with your coverage overseas. In case of emergency travel back to Canada, these costs are probably not covered by the University. If you are concerned about this possibility, you should discuss it before you leave. When you arrive Register with the local Canadian embassy or high commission. This is important, otherwise the embassy cannot contact you in an emergency. Provide the embassy with a copy of your itinerary. If there is no Canadian representation in the country you are planning to visit, you can register in advance by mail with the closest Canadian embassy. Contact the Department of External Affairs before you leave, for further information. Medical Benefits Alberta Health Care Your Alberta Health Care coverage is valid for temporary residence overseas. If you are going abroad for vacation or business purposes and plan to return to Alberta, you , you can retain Alberta Health Care for twelve months. If you are going abroad for educational or sabbatical leave or for advanced training, you can keep Alberta Health Care for 24 months. NOTE: If you will be out of Alberta for more than six months, please contact Alberta Health Care prior to your departure. Limitations: Alberta Health Care will only pay for services or procedures at the rates set in Alberta for those same procedures. Hospitals abroad may charge a much higher rate. Notify Alberta Health if treatment for a single problem will continue for a period of more than three months. Benefits for treatment abroad may vary, and you may not be covered if treatment is long-term. Hospitals overseas may insist that you pay for your treatment. In that case, you will have to claim reimbursement from Alberta Health. Alberta Health does not cover ambulance or medical evacuation costs. Supplemental Health Care This is part of your University of Alberta benefits. When abroad, Supplemental Health covers the same area it covers in Canada. For example, it will top up medical payments above the Alberta Health limit, and will cover prescription drug costs. For a more detailed description of these benefits, contact Pension and Benefits Administration. NOTE: One important overseas benefit is that this plan does cover ambulance, air ambulance and medical evacuation costs, if deemed necessary by a physician. Limitation You may not claim any Supplemental Health benefits if your injuries are a result of war, declared or undeclared. Should you be injured as a result of war, you are solely dependant on Alberta Health Care coverage. Travel Accident Insurance This is also part of your University of Alberta benefits. (In the case of support staff, these benefits can only be claimed if proof can be supplied that the employee was travelling on University business. The employee must be able to claim reimbursement for travel expenses.) Under this plan, up to $1000 will be paid to transport a family member to be with you, should your physician deem it necessary. The plan also provides financial compensation for accidental injuries. Please contact Pension and Benefits Administration for further details. Limitation Neither benefit can be claimed if the injury is a result of war, declared or not, suicide, or was sustained while serving as the pilot or crew of an aircraft. Civil Disorder/Natural Disaster (War, riot, insurrection, coup d=etat, industrial disturbances, popular demonstrations, earthquakes, floods, hurricanes, epidemics, etc.) Before travelling to a potentially unstable country or region, contact External Affairs. They will provide you with information about the advisability of travel. Once in the country, register with the embassy and provide a full itinerary. In case of civil disorder, the embassy will try to contact you and provide information and advice on the situation. If evacuation is necessary, the embassy will contact registered Canadians. In emergencies, the embassy may also assist with notifying relatives and evacuation plans. Embassies do not pay your travel costs when you are evacuated. While there is no University policy in this area, the University will examine evacuations on a case by case basis and may cover costs. NOTES: In cases of natural disaster your medical and travel insurance benefits will all apply. Your Supplemental Health Care and Travel Accident Insurance are not applicable in conditions of declared or undeclared war. Detention Should you be detained overseas, External Affairs, through the local consular office, can provide limited assistance. The embassy/high commission can provide a list of reputable lawyers, contact relatives for notification and financial requests, and monitor your detention to ensure that your treatment conforms with local laws and standards. Repatriation Benefit When injury covered by the University of Alberta results in loss of life while overseas, up to $2,000 can be claimed to prepare the body for burial or cremation and for shipment of the body to the place of burial. The local Canadian embassy or high commission may be able to assist in notifying relatives. Limitation This benefit cannot be claimed if the death is a result of war (declared or undeclared), suicide, or if the insured person is serving as a pilot or crew member on an aircraft. The above is intended for information purposes only. For details on the coverage specific to your situation, contact Pensions and Benefits. Remember, to be forewarned is to be forearmed.
Updated October 2002 |
