Domestic Travel

Please refer to Supplier Agreements on Procurement's website.

Employees may participate in frequent flyer programs and retain the miles earned while traveling on Duke business as long as participation in these programs does not affect flight selection resulting in an additional cost to Duke. Duke will not reimburse travelers for tickets purchased with frequent flyer miles.

Duke will reimburse individuals for change or cancellation fees assessed by the airlines provided the change or cancellation was caused by unavoidable circumstances. Individuals must submit supporting documentation with their Travel Expense Form showing the amount of the penalty and provide an explanation for the change or cancellation.

When purchasing an electronic ticket (from a travel agency or on the web), the traveler should request a "passenger receipt coupon" as documentation when checking in at the airport. If the original passenger receipt coupon is not available, the following documentation is required:

• Proof of purchase such as a passenger receipt or itinerary/invoice, and
• Boarding passes issued at the time of travel to provide the necessary documentation that the trip occurred

Please refer to the Travel by Noncommercial Aircraft policy.

It is the employee's responsibility to use the least expensive car that is suitable for the intended business use. Duke will not reimburse employees for the following related expenses:

• Collision/Loss Damage Waiver (CDW/LDW)
• Personal Accident Insurance (PAI)
• Other additional insurance coverage

Students and guests of Duke renting a vehicle for Duke business should accept the collision and liability insurance from the rental car agency. For students and guests only, Duke will reimburse this cost.

Please refer to Rental Vehicle Policy.

Please refer to Vehicle Insurance.

Please refer to Employee Use of Personal Vehicles.

For trips normally undertaken by plane, reimbursement for travel by personal automobile will be limited to the lesser of the mileage or economy class airfare. Reimbursement for use of a personal automobile may exceed economy airfares under special circumstances. Examples of such circumstances are: the need to haul equipment for Duke purposes or travel together by two or more Duke employees. In the latter case, the names of all Duke employees or faculty members traveling as passengers should be listed on the Travel Expense Form, with a notation made for cross-reference if the passengers incurred other transportation expenses (for which they should submit separate Travel Expense Forms).

Expenses associated with normal commuting between an employee's home and regular place of business are not reimbursable.

Reimbursement for travel by personal automobile is at the rate per mile published by the Internal Revenue Service. The milage rate per mile covers all expenses, except toll charges and parking fees, relating to the operation of the car. If a personal automobile is used for local travel, documentation submitted for reimbursement should include dates traveled, mileage, destination, and business purpose of travel.

Duke will not reimburse employees for the following expenses:

• Parking tickets
• Traffic violations and court costs
• Vehicle towing charges
• Vehicle repair costs regardless of whether it results from the traveler's actions or the actions of others

Total miles allowed for travel to the airport on workdays is 32 miles round trip if parking at the airport during the trip or 64 miles (two round trips) if not parking. On weekends/holidays, mileage is computed from the employee's home to the airport. These calculations are based on IRS regulations.

Ex: Leaving for the airport on a weekend/holiday and returning home on a workday; mileage to the airport is calculated from the employee's home, mileage from the airport would be 16 miles, the one way mileage to Duke.

Please refer to the Mileage Log.

The actual cost of meals, including taxes and tips (except where limited by contract or grant), while on Duke business is reimbursable. Travelers should select restaurants which are reasonably priced for the locality. Original receipts are required for all meals regardless of the amount. Duke will not reimburse travelers for snacks purchased in addition to regular meals. Non-alcoholic beverages may be purchased at the traveler's discretion and submitted for reimbursement. A per diem rate is not available for domestic travel.

If a meal is provided by a conference as part of the conference fees and a traveler elects to purchase a meal independent of the conference, such meals will be considered a personal expense and will not be reimbursed.

Alcoholic beverages can not be reimbursed from federal grants or contracts. Meals that include alcohol are considered to be entertainment expenses and must be coded as Entertainment/Social Expenses (693201).

Breakfast will be allowed when the traveler is out of town the night before or when the incurred travel begins earlier than a normal breakfast (7:00am).

Lunch will be reimbursed provided that the trip begins before the lunch hour or 11:00am).

Dinner reimbursement will be made when the trip begins prior to the dinner hour (5:30pm) or when the traveler does not return home until after the normal dinner hour (7:00pm).

The departure and return times should reflect when the payee leaves/returns to home or work. This, in general, is not the departure time/return time of a flight or other ticketed travel. Use military time to indicate departure/return times on the Travel Expense Form.

Business meals for one day trips are not allowed unless the traveler is away from the general area of their principle or regular place of business for a period substantially longer than an ordinary work day. To qualify, the traveler's work day must exceed 12 hours.