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.
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.
Cancellation of Travel Plans
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.
Electronic Ticketing Reimbursement Guidelines
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 documentation that the trip occurred