Corporate travel insurance: what it covers and when it's required

Kidney stones in Lisbon, a fall on the way out of a trade show in Chicago, a suitcase that never reaches Santiago. Health and baggage problems happen on any trip, and when the traveler is on company business, the company shares the responsibility for supporting them. Corporate travel insurance turns that risk into organized assistance and a predictable cost.

Even so, many companies still buy insurance only when the destination requires it, or leave the choice to each traveler. At ArrowTur, which has organized business travel from Brazil since 1989, we recommend treating insurance as part of the travel policy, with minimum coverage defined by destination. Here is what to consider.

What corporate travel insurance covers

Coverage varies between insurers and plans, but the most common items are:

Medical and hospital expenses: consultations, tests, hospitalization and medication in case of illness or accident during the trip. This is the most important coverage.
Emergency dental expenses.
Medical evacuation and repatriation: transporting the traveler to a suitable hospital or back home when the medical team recommends it, and repatriation in case of death.
Baggage: compensation for lost luggage and, in some plans, assistance for delayed baggage.
Trip cancellation or interruption: reimbursement of non-refundable costs when the trip is cancelled or cut short for reasons covered by the policy.
Travel assistance: the insurer’s assistance center, which guides travelers on hospitals, lost documents and other problems.

Always read the terms and conditions: limits per coverage, deductibles, exclusions and what you must do to file a claim.

When insurance is mandatory

It depends on the destination. The best-known case is Europe: for a Schengen visa, the EU Visa Code requires travel medical insurance with minimum coverage of 30,000 euros, valid throughout the Schengen Area. Brazilian citizens do not need a visa for short tourist or business stays, but proof of insurance may be requested at border control, and the same reference applies.

Other countries also ask for proof of insurance on arrival, and the rules change. Before each international trip, check the requirement with the destination country’s consulate or embassy. For domestic trips within Brazil, insurance is not required, but it is worth checking whether the employee’s health plan covers the destination.

Why buy it even when it is not required

Insuring every international trip is part of the company’s duty of care toward employees traveling on business. In countries where private healthcare is expensive, such as the United States, a hospital stay without coverage can mean a large bill for the employee and a problem for the company.

Beyond the cost, insurance brings method: the traveler knows whom to call, the insurer tells them where to get care and the company learns what happened. Without insurance, every emergency becomes improvisation.

How to set coverage in the travel policy

Minimum coverage by destination

A simple table covers most cases: one minimum amount for medical expenses in South America, another for Europe (meeting the 30,000-euro requirement) and a higher one for North America and other destinations with high medical costs.

Per-trip or annual policy

Companies with few international trips usually buy insurance for each trip. Those with frequent travelers can consider annual multi-trip plans, which simplify issuance. Compare the maximum days per trip and the coverage before deciding.

Situations that need attention

travelers with pre-existing conditions, which may have limits or exclusions;
high-risk work, such as construction sites, offshore platforms or industrial areas, which may require specific coverage;
long trips, which may exceed the plan’s day limit;
pregnant travelers and travelers above a certain age, who may have different conditions.

Credit card insurance

Some credit cards include travel insurance when the ticket is paid with the card. It can be useful, but check the limits, the claim conditions and whether the certificate is accepted as proof by the destination’s border control.

How to issue and follow up

buy the insurance when the ticket is issued, not the day before departure, because some cancellation coverage depends on the purchase date;
make sure the insurer is authorized by the regulator; in Brazil, that is Susep, the Superintendence of Private Insurance;
send the traveler the policy, the assistance center’s phone number and step-by-step instructions to file a claim;
record the insurance in the trip file, for review and reporting.

Corporate travel insurance with ArrowTur

At ArrowTur, insurance is part of organizing every international trip: we check the destination’s requirements, recommend coverage that fits your company’s policy and issue the policy together with flights and hotels. The traveler receives everything in one place, and the company has a record of each policy in its reports. During the trip, we stay in touch with the employee and help contact the insurer when needed.

Our team works Monday to Friday, 7 a.m. to 7 p.m. (Brasília time), with emergency support outside those hours. Learn more about our corporate travel management and talk to our sales team at +55 11 5189-4120, on WhatsApp or through our Contact us page.

Frequently asked questions

Is travel insurance mandatory for business trips to Europe?

For a Schengen visa, yes, with minimum coverage of 30,000 euros. Brazilians do not need a visa for short stays, but proof may be requested at border control, so carry the policy.

Do I need insurance for business trips within Brazil?

It is not required by law. Check whether the employee’s health plan covers the destination and whether the company policy calls for additional insurance.

When should I buy the insurance?

Ideally when the ticket is issued. That way, cancellation coverage already applies and there is no risk of forgetting the insurance on the eve of departure.

Corporate travel insurance: what it covers and when it’s required