Non-Allowable Travel Expenses

Duke's policy is to reimburse its travelers for all reasonable and necessary expenses incurred while transacting the affairs of Duke. However, there are specific types of expenses which are considered to be personal and are therefore not reimbursable. The following list is illustrative, and does not necessarily include all items considered to be personal expenses.

  • Airline club membership fees
  • Annual fees or late charges for personal credit cards
  • Barbers, manicurist and shoe shine
  • Personal cell phone monthly fees
  • Expenses related to vacation or personal days taken before, during or after a business trip unless they resulted in the reduction of the total cost of the trip
  • Golf fees, ski lift tickets, etc
  • Frequent flyer upgrades
  • Health club facilities
  • Limousines
  • Loss or theft of airline tickets
  • Loss or theft of personal funds or property
  • Medical expenses while traveling
  • Mini-bar alcoholic refreshments
  • In room video rentals
  • "No show" charges for hotel or car rental services
  • Optional travel or baggage insurance
  • Parking tickets
  • Traffic violations and court costs
  • Towing charges
  • Personal entertainment i.e., sporting events, theatre, etc
  • Personal telephone calls except to report changes in schedule, or to talk with family members once a day (for a reasonable period of time)
  • Personal reading materials i.e., magazines, newspapers, etc
  • Pet care fees
  • Rental car options such as LDW, PAI and liability insurance for domestic trips only
  • Rental car upgrades to premium and luxury
  • Repairs to personal vehicles damaged while on Duke business
  • Saunas, massages
  • Souvenirs or personal gifts
  • Travelers check fees
  • Tuxedo/evening gown rentals
  • Expenses more than one year old without approval from the appropriate management center