Contents
Travel Expense Forms
A Travel Expense Form is required at the completion of all Duke-related travel. Travel Expense Forms must be signed by the payee, reviewed for compliance with this policy, and approved by the person to whom the payee reports or a senior official in the department (i.e., Department Chairs should have Travel Expense Forms approved by their Dean and Deans should have Travel Expense Forms approved by an official in the proper management center). The approval authority may be delegated, with the understanding that the individual will report any findings or gross observations to a senior official in the department.
Employees are never allowed to approve their own or their supervisor's transactions.
Travel expenses more than one year old cannot be reimbursed without the approval from the appropriate management center.
Duke will reimburse, within budgetary constraints, necessary and reasonable expenses incurred during properly authorized travel for employees and students on the Travel Expense Form.
Duke will not reimburse expenses that have been or will be reimbursed from any outside sources.
Employees who submit reimbursement requests on a regular basis (i.e., at least once per quarter) should accumulate their expenses until the sum of the amount owed to the employee equals $25 or more before submitting a reimbursement request.
Travel Expense Forms are processed within seven to ten business days after the request is received by Employee Travel & Reimbursement.
Employees and student employees receiving payroll payments via direct deposit will receive travel reimbursement payments the same way. An email notification, addressed to the employee or student employee, provides information about the timing of the deposit or transfer to their financial institution.
Employees and students receiving reimbursement via check can pick up their checks at the University Cashiers Office, located in the Smith Warehouse, 114 S. Buchanan Blvd., Bay 8, Room B103. An email notification, sent to the employee or student employee, provides information about the availability of the check. The individual picking up the check must present a valid Duke Identification Card.
See GAP 200.027, Expense Reports – General Guidelines and Procedures, for more information regarding Travel Expenses.
Unallowable 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. This list is illustrative, and does not necessarily include all items considered to be personal expenses.
- Use of personal gift cards or credit vouchers for payment of Duke Business 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
- Non-Professional Memberships
- "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
- Home Internet Service
Receipts & Documentation
When filing a Travel Expense Form, the individual should attach original receipts for all expenses incurred during a trip.
The following list indicates the type of documentation that should be submitted with the Travel Expense Form.
Documentation by Expense Type
Original ticket stub/passenger receipt coupon or airline receipt if ticketless travel.
Original itemized receipt/contract showing itemization of charges.
Original folio showing itemization of charges.
Receipt, cancelled check, or registration confirmation form indicating payment of registration fees.
Original itemized receipts for all meals.
Original receipts.
Lost or Missing Receipts
If a receipt is lost, or for the rare occasions when a receipt could not be obtained (i.e. meal from a street vendor), the traveler should complete an electronic Missing Receipt Affidavit in Concur. The use of this form is on a limited, exception basis only. The Missing Receipt Affidavit should only be used when a duplicate receipt cannot be obtained. The Missing A Receipt Quick Reference Guide provides details no this process. The Missing Receipt Affidavit should not be used for the following expenses:
- Airfare
- Hotel/lodging
- Registration/membership fees
- Rental car
- Local restaurants or vendors where a duplicate receipt can be obtained
Group Travel
If a group of individuals are traveling on behalf of Duke, the expenses may be incurred by one person. When requesting reimbursement, the Group Travel form and an explanation should be attached to the reimbursement form. Itemize all individuals involved and their business purpose for travel.
Moving & Relocation
Under certain conditions and with appropriate approval, Duke departments/schools may reimburse a new employee for moving costs. Based upon Internal Revenue Service regulations, all expenses related to relocation/moving are considered taxable income to the individual employee. Therefore, any payment by Duke University or Duke University Health System to cover relocation/moving costs for new faculty and staff should be issued as a supplemental payroll payment to the new faculty or staff member, rather than as direct payments to related vendors. To minimize the impact on the new faculty or staff member, the hiring department may issue the supplemental payment(s) in advance of the official hire date by initiating the hire process with the new faculty or staff member at a zero rate of pay.
Reference Materials
Changing the Default Cost Center on a Position
This resource provides instructions to override the default cost center at the employee position level.