Foreign Air Travel
Duke members and their guests are expected to secure the lowest reasonable airfare offered. It is permissible to make reservations as far in advance of the departure as possible to secure the lower rates. Duke provides reimbursement at the economy or business fare rate for international travel utilizing institutional funds; federal and other sponsors regulations apply and generally preclude reimbursement above the economy level airfare. The use of first class air accommodations is not authorized.
Whenever possible, airfare should be charged to the Duke Corporate Card to minimize the out of pocket cost to the traveler. Airfares paid by other methods (personal credit card, cash, etc.) cannot be reimbursed to the traveler until after the trip takes place. Membership fees to airline clubs are not reimbursable. Upgrades at the expense of Duke are not permitted.
Note: Foreign/International travel applies to travel outside the United States and its territories, Canada, and Mexico.
Please refer to Supplier Agreements on the Procurement 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 additional fees.
Please refer to the Travel by Non-commercial Aircraft policy.
It is the responsibility of the traveler to use the least expensive car that is suitable for the intended business use.
If traveling outside of the United States, it is necessary for the traveler to accept the insurance offered by the rental car agency. Duke will reimburse the traveler for these additional insurance charges when traveling abroad on Duke business.
Please refer to the Rental Vehicle policy.
Please refer to Vehicle Insurance.
Foreign Travel Meals
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. If the traveler is claiming the foreign meals and incidentals per diem, these beverages are included in the daily per diem rate and should not be submitted for reimbursement.
Students are not eligible to use the foreign travel per diems.
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.
When traveling abroad, a per diem, based on the U.S. Department of State published rate for the area is allowed for meals and incidentals in lieu of documentation. Duke will pay 75% of the M&IE per diem rate on the first and last travel days, regardless of arrival and departure times.
The foreign travel per diem rates and actual expenses may not be interchanged. One option should be chosen for the duration of the trip.
Lodging
Duke reimburses travelers for single occupancy and expects everyone to use moderately priced hotel accommodations. A price exception will be allowed if the hotel is the location of the conference or symposium attended.
Duke will not reimburse a traveler for the following expenses:
- In-room video rentals
- In-room alcoholic beverages
- Health club charges
- Personal telephone calls except to report changes in schedule, or to talk with family members once a day for a reasonable period of time
- Loss or theft of personal property
Travel Insurance
Refer to the Travel Risk Management website.
Foreign Travel Resources
Foreign Travel on Sponsored Projects
When traveling internationally on federally sponsored projects, a United States flag carrier must be used. For specific federal guidelines on this issue, view the Fly America Act for details.
State Department Travel Warnings & Advisories
Travel Warnings & Advisories are issued when the U.S. State Department decides, based on all relevant information, to recommend that Americans avoid travel to a certain country.
CDC HEalth Advisories
View health information and advisories for specific destinations.
Global Health & Safety Program
While traveling on your Duke University sponsored program, you are covered under Global Program which includes Medical and Security Assistance Services and medical evacuation and repatriation services.
Foreign Currencies & Rates
US Department of Treasury current and historical currency rates of exchange information.
Travel Insurance
Travel Accident Insurance coverage provides insurance for employees while traveling out of town on University business.
Passport Information
The Passport Services Office provides information and services to American citizens about how to obtain, replace or change a passport.