duke university travel policy

What You Need To Do Before Traveling Abroad on Behalf of Duke

Students, faculty and staff traveling internationally for Duke are required to enter their plans in the university’s travel registry

After the attacks by Hamas in Israel on Saturday, Oct. 7, Christy Parrish and her team in Global Affairs immediately logged into Duke's Travel Registry to find any students, faculty or staff in the area. 

The search came back with no results.

By Monday, however, Parrish knew otherwise. More than a dozen members of the Duke community were in Israel and the West Bank with Duke Support, but they had not entered their trip in Duke's Travel Registry , which Duke the university consults in an emergency to identify individuals and determine if assistance can be provided.

It was only through word of mouth and the Office of Information Technology (OIT) checking if Duke users logged in from within the area that Parrish, Director of Global Travel Policies and Incident Manager, was able to begin tracking down students, faculty, staff and alumni who were in Israel or Palestinian Territories. Parrish began checking on their safety, offering assistance and inquiring as to their plans for leaving the country following the university's travel restriction to the entirety of Palestinian territories and the country of Israel. 

"You want that help as fast as you can," Parrish said. "It makes all the difference. If we see something awful happen, and we see in the Duke Travel Registry system that you're there, we're going to include you in outreach. Do you need evacuation? Do you need search and rescue? Are you not responding? Our office does that. We call. We email. We text. We call your emergency contact. We call your department and colleagues to see if they've heard from the traveler."

Students, faculty and staff who travel abroad with Duke support are required to enter their plans with the university's travel registry in advance of departure. This includes any trip for which financial and logistical support, academic approval, granting of credit for activity or work completed based on the travel, offering mentorship or there is any kind of material role for Duke in the travel. Registering enables Duke's responders to locate people, and it is the first step to connect travelers with the university's provider, International SOS . The service provides medical, safety and security services as well as evacuation and repatriation of remains services. They have their own international clinics, remote-site medical facilities across five continents and their own fleet of medical evacuation airplanes with medical staff onboard. 

Trips are automatically added to the registry when travel is booked using the university's Concur purchasing system , but travelers can also manually enter their trip itinerary and flight information if booked on their own. The quick task of adding an itinerary in the registry at travel.duke.edu , Parrish said, not only complies with Duke's Global Travel Policy but also provides a wealth of resources to prepare for a trip and serves as a support system while abroad.

Once registered, International SOS will provide a report on a destination, including history, holidays, medical care locations and where to find English speakers should you need services such a medical clinics or pharmacies. Then, while traveling abroad, the service can provide emergency support in case of a medical issue, stolen passport or evacuation in the event of a natural disaster or act of terrorism. International SOS can even provide mental health counselors if you're in crisis abroad as well.

For Beth Ray-Schroeder, Senior Director of Duke Travels at Duke Alumni Engagement and Development , the Duke Travel Registry has been a staple of her pre-trip checklist for years as she regularly travels internationally for work and plans international travel programs for alumni led by faculty and staff. The registry provides peace of mind that she or the travelers will get the support and information they need in an emergency abroad. 

She's experienced with how International SOS can quickly take control in a scary situation and provide support by connecting travelers with doctors and services on the ground immediately. But International SOS offers more than just logistics, she said. It also provides a sense of relief and care when you may be on your own in a foreign city. 

"There's no predicting what can happen when you're abroad," Ray-Schroeder said. "When these emergencies happen, they happen in real-time. What I hear most is not only that the assistance is there, but it's just this feeling that 'I'm not alone, not isolated.' It does help. It's comforting."

While registering is required for anybody traveling abroad with Duke support, students, faculty and staff traveling internationally for personal reasons can also add their trip to the registry and purchase personal coverage from International SOS at a discount. 

The travel registry and International SOS serve as a critical lifeline back to Duke and the United States in case something goes wrong. Without it, you may find yourself on your own when you need assistance most. 

"You don't expect to have an emergency. You don't expect to get in a car accident. You don't expect to trip on a curb and break a leg," Parrish said. "If it's a serious health event, you want that help as fast as you can get it. It makes all the difference."

Submit your next international trip to the travel registry

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Duke Travel Policy FAQ Available

Some answers to frequently asked questions regarding travel and the COVID-19 Addendum to the Duke policy have been posted . The FAQs discuss the Travel Policy and Addendum as well as travel restrictions and Duke's guidelines regarding its community traveling this season. 

Duke Resources

Duke resources to consider before travel.

Below you will find information and links to offices and units at Duke who play a role and support global travel. Duke Travelers - whether students, staff or faculty - are encouraged to consider all aspects of their travel and global engagement and to reach out to these resources for their assistance and advice well in advance of your planned departure.

Corporate Risk Management works to ensure the safety of the people and assets of Duke University, guarding them from risk of injury or financial loss. The Corporate Risk Management (CRM) office manages the various insurance programs for the University including property insurance, general liability insurance and automobile insurance as well as the International SOS Plan. CRM also works in partnership with Campus Police, the Occupational and Environmental Safety Office and the University Counsel's Office to evaluate potential hazards and risks.

Duke Visa Services works with federal and state government agencies, international organizations, and public and private entities to obtain appropriate visa documentation for admission to the United States, authorization for employment, and maintenance of legal status for our international population. Note: prior to traveling outside the United States, if you are an employee or scholar whose visa was sponsored by Duke to enter the U.S., you should check with your DVS Advisor far in advance of your planned travel as it may have an impact on your legal status in the U.S.

Employee Travel & Reimbursement serves as your primary contact for questions or issues related to employee and student reimbursements. Employee Travel & Reimbursement is also responsible for auditing all employee and student travel reimbursement requests to ensure compliance with Duke policy and the IRS regulations.

Export Controls ensures that Duke University is fully compliant with the Federal and State Laws and Regulations as it regards exports, including the Export Administration Regulations (EAR), the International Traffic in Arms Regulations (ITAR) and other bodies of export regulations. Areas where Export Controls provides additional information, guidance and can faciliate license acquisition include Anti-Boycott, Foreign Corrupt Practices Act, Research and Conferences Overseas, Sanctioned Countries, Sending Goods Oversears and when Traveling with a Laptop. Duke faculty and staff should contact this office prior to engaging with individuals or entities in sanctioned countries (e.g., Cuba, Iran, North Korea, Sudan and Syria). Export Control laws are complex and specific to each situation therefore Duke created this office to aid in compliance with these laws.

Office of Information Technology assists travelers who will be using Duke-owned or personal devices to access Duke resources from abroad. Travelers must be aware of the rules to follow in order to protect Duke's data and resources when remotely accessing data from off campus. OIT's Global IT Checklist provides advice and recommendations specifically for travelers and their Stay Safe While Traveling page.

The Provost's Office Finance team provides strategic financial planning, budget oversight, guidance, consultation, operational support, and coordination for all fiscal matters with the Provost Area Management Center (PAMC).  Our work is accomplished through collaboration with academic administrative leadership teams within Duke's schools and academic and administrative support units. 

We partner closely with central administration offices including Finance and Treasury as well as Budgets and Central Business Operations.  Practices and resources utilized for Provost Area Management Center (PAMC) financial oversight are further outlined on this website.

PAMC Finance Resources and Guidelines

Our office coordinates the preparation of annual operating budgets including budget development, submission to the university budget office, budget modifications, variance projections, financial reporting and year-end close.  Deliverables and general timelines for the operating cycle are summarized below. 

General university operating budget information see https://finance.duke.edu/budget/manage

Duke University has operated under “responsibility center management” principles linking programmatic and financial responsibility since fiscal year 1991-92.

There are four broad management centers within the larger university: 

• Central Administration Management Center (CAMC)
• Provost Area Management Center (PAMC)
• Medical Center Management Center (MCMC)
• Duke University Health System 

The Provost’s Area Management Center (PAMC) includes eight schools and a variety of academic and administrative support units. The fundamental operating principles of management center budgeting within the Provost’s area  are reviewed on a periodic basis. 

Units are responsible for adhering to the university's  capital construction project guidelines .

Capital Projects

The  capital construction project guidelines  describe the phases of the process, required approvals, committees which oversee the capital planning process, and forms.  Please review the university's procedure for requesting a capital project, development of a project budget, and the accounting reporting and control required. Our office provides oversight and consultation as needed. 

Capital Project Request forms (CPRF) are routed to our office for approval.  Schools are expected to submit all required forms and justifications to their dean's office for approval, and then to our office via email at  [email protected] .

Capital Equipment

Capital equipment lease purchases greater than $100,000 require approval by the management center. View capital equipment lease purchase instructions . 

Deans offices/unit finance leaders should seek approval via email to [email protected] .  Emails must include a short justification with required documentation explaining:

• the need for the equipment.
• how/where it will be used.
• the funding source.
• any associated space modifications.
• any related capital costs necessary to support equipment installation.

Please consult with our office on the appropriate use of or accounting transactions for a gift or endowment fund.  In addition, we provide expertise in modeling income from prospective endowments and forecasting future spending from existing endowments. 

All gifts are received and processed by  Treasury Operations and Corporate Cash Management . The Management Center for the recipient of the gift is responsible for monitoring compliance with the specific conditions associated with a restricted gift. Please see both GAP 200.440, Administering Commercially-Sponsored Projects and Gifts and GAP 200.026, Deposits to the University for information regarding the receipt and processing of gifts.

Units are required to obtain management center approval to transfer from endowment expendable funds, per GAP 200.380, Endowment Expendable Funds . 

As noted in the policy because each endowment cost center and its related expendable fund are subject to the restrictions set forth in the endowment agreement (or other donor directives), the use of expendable fund distributions must be traceable and auditable.

For this reason, distributions should never be transferred from an endowment expendable fund to other WBS elements, cost centers or profit centers unless the receiving fund is subject to restrictions that fall within the scope of those applicable to the source endowment expendable fund. To ensure compliance with this,  all transfers from endowment expendable funds must be approved in advance.

Please complete the Request for Use of Transfers from Expendable Endowments form for all new requests, and annually for previously approved transfers.

Commonly used Duke University general accounting procedures (GAP) and forms are highlighted below. Comprehensive financial services resources can be found on the Duke Financial Services website .  

If you have questions, or to submit completed forms for management center approval, contact our office at  [email protected] .

General Accounting Procedures

Gap 200.410 faculty discretionary accounts policy.

Addresses the appropriate sources and uses of faculty discretionary account funds, and the expected level of school and departmental oversight for use of these funds. 

GAP 200.400, Employee Monetary Awards (Gift Certificates, Gift Cards, Coupons, etc.)

Outlines processes and considerations related to monetary awards. 

Forms used to establish codes are provided by the  Office of Research Support and  Duke Financial Services , and require review from the management center. These include:

• WBS Element Request  to request a miscellaneous code. Additional information can be found on the Duke Financial Services website .
• GL request form  to request a new G/L account. In order to maintain the integrity of the coding system, your request will be evaluated against the coding structure maintained for the entire  Duke System.
• Cost object request form to request a Duke University cost object (1XX,4XX,7XX,8XX). When trying to determine the first three digits of your cost object, please refer to the Accounting Code Overview .
• Agency Fund Application To request an Agency Fund, an Agency Fund Application form  and  a Cost Object Request form should be completed and signed by the person responsible for the agency fund, the sponsoring department designee and the approver.  Requests for Agency Fund accounts can originate only from departments or schools of Duke University. Both forms should be sent to the management center for approval and submission to Accounting Systems Administration (ASA) for review, approval and setup.
• BFR Requests To request a new BFR, please contact our office to discuss your needs and we will provide a form if we deem a new BFR is needed. 

Units have broad responsibilities with a wide variety of sources of funds, each with unique spending characteristics. There are basic rules and procedures that should guide wise spending decisions.  Below are some key guidelines provided to ensure faculty and staff can perform their missions effectively while ensuring compliant spending practices are followed.   

It is the intent of Duke to reimburse travelers for necessary and reasonable expenses incurred while traveling on Duke-related business. It is important that employees and students comply with Duke’s travel policies and utilize Duke’s preferred vendors whenever possible to obtain the best pricing and service. 

For staff who travel regularly, we recommend obtaining a corporate card to facilitate payments. Duke University travel policies and guidelines.

Procurement and Payment for Goods and Services

There are multiple ways for departments to order and purchase goods and services including Buy@Duke, purchase requisition, corporate card, AP check request, preferred supplier programs and miscellaneous reimbursements. 

Review  the Duke Procurement website to determine the best method for any particular business need. 

Corporate Cards

Generally, corporate card transactions should be for travel or purchases less than $1,500 for goods and services not available through Buy@Duke.  Additionally, corporate card users should comply with the university's cardholder responsibilities , as well as the following management center practices:

• Each cardholder is responsible to monitor and manage all card transactions.
• Assistance may be provided by an initiator, but final responsibility/accountability is with the cardholder.
• Cardholders and business managers should be receiving corporate card notices.
• Management centers may send out periodic reminders; however, these notices are not to be relied on to ensure compliance or as notice of non-compliance.
• Units can implement a more stringent policy (e.g. cardholders required to submit documentation for approval within 30 calendar days from transaction date).
• Business managers should send out policy updates regularly and hold internal training discussions covering best practices and reminding cardholders of their individual responsibilities.
• Cardholders who plan to use cards for purchases other than travel should always consult with their business manager to confirm appropriate use, particularly for items in excess of $1,500.
• Cards will be suspended quarterly for non-compliance with policy.  

Office of the Provost, Finance and Administration 127 Allen Building Box 90004 Durham, NC 27708 Phone: (919) 684-3501

Duke Policy on Travel to DKU

Duke University (“Duke”) faculty and staff will routinely travel to Duke Kunshan University (“DKU”) in Kunshan, China to teach, work, promote academic, cultural, and scientific exchange, conduct business, present lectures, and attend conferences, seminars and other business meetings. This policy is designed to ensure cost-effective and equitable purchase of airline tickets and other common expenses, and that travel and in-country support is coordinated with DKU, proper visa and immigration regulations are followed, and related expenses are monitored.

• This policy applies to all Duke faculty and staff traveling to DKU (“Duke Traveler”) regardless of the trip purpose, source of funds or length of visit.
• The Duke-DKU Travel Form  should be completed for all trips and submitted to the Duke Office of DKU Relations ("DODR").
• Per the Duke Global Travel Policy , individuals traveling internationally are required to enter travel dates, destination(s), supporting Duke unit(s), and emergency contact information into the Duke Travel Registry prior to departure.
• Duke Travelers who will be teaching, conducting research or providing a service that will be paid or reimbursed by DKU are required to travel under a short-term business or work visa/permit (i.e., not a tourist or other type of visa). DODR will assist Duke Travelers with securing the appropriate entry document(s) in accordance with Chinese immigration laws and taking into consideration any other travel, personal or work related, during your assignment that would necessitate more than one entry to China.
• Exceptions to this policy will be handled through individual appointment/assignment letters or by approval of the appropriate Duke or DKU administrator.

Travel Funded by Duke University

The  Duke-DKU Travel Form   should be completed for all trips and submitted to DODR. Travel should be approved in advance by the Duke sponsoring entity and confirmed in advance with DKU.

Duke Travelers should follow normal Employee Travel and Reimbursement policies and processes for Foreign Travel and Payments Related to Obtaining Travel Documentation .

• Duke Travelers should follow normal Employee Travel and Reimbursement policies and processes for Foreign Travel. If the traveler has a Duke Corporate Card with travel privileges, the Duke Corporate Card should be used to pay for travel related expenses.
• Duke permits but does not require or guarantee business class travel on transcontinental flights. The class of service for travel to China is decided by the Duke entity sponsoring and funding the trip.

Ground Transportation and Lodging

• Duke Travelers should follow normal Employee Travel and Reimbursement policies and processes for Foreign Travel.
• DKU will coordinate ground transportation to/from the airport in China.
• DKU will make lodging arrangements for the Duke Traveler.

Travel Funded by Duke Kunshan University

The DKU Travel Form should be completed for all trips and submitted to DODR as far in advance of the trip as possible, preferably 60 days. Travel should be approved in advance by DKU.

• Generally, DKU will make reservations based on the Duke Traveler’s preferences and make payment directly to the airline for approved travel.
• DKU does not guarantee that the Duke Traveler’s preferred airline carrier will be selected.
• DKU permits but does not require or guarantee business class travel on transcontinental flights.
• Generally, DKU will provide Duke faculty and Duke staff at the director level and above one roundtrip business class ticket per year between the airport closest to their home and Shanghai Pudong International Airport (PVG), which typically involves only one stop in a major hub. For those with approved business class travel, two economy or economy plus tickets can be provided , one for the employee and one for a dependent traveling with the employee between the airport closest to their home and PVG.    [Due to post-COVID travel complexities, travelers should reference their assignment letter for their DKU approved travel details.]
• DKU will provide all Duke staff below the director level an economy or economy plus airfare for each assignment between the airport closest to their home and PVG. For those Duke Travelers with written approval from Duke to fly business class, DKU will provide $1,500 and the Duke sponsoring entity may provide funding for the balance when airfares are back to normal.
• Travel expenses such as lodging during layovers or rental cars will only be reimbursed if they are approved by DKU during the airfare booking process.
• DKU does not guarantee coverage of fees associated with flight changes at the request of the Duke Traveler.

Visa and Passport

• Fees associated with securing the appropriate entry visa to China (including the travel to the Embassy in Washington, DC, if required), photographs, mailing, visa expediting and fees imposed by the Embassy or Consulate, will be reimbursed by DKU.
• Passport fees, including renewal, adding pages or securing a second passport, are the responsibility of the Duke Traveler. Faculty discretionary funds may be used to pay for these fees if there is an immediate business purpose. Fees for any trusted traveler programs are a personal expense.
• Fees associated with accompanying dependents, including the costs of passport(s), entry visa fees, work or residency permits, remain the responsibility of the Duke Traveler. Faculty discretionary funds may not be used to pay for these costs.

Duke Corporate Card

• While in China, the Duke Traveler should not use their Duke Corporate Card unless conducting Duke-specific business activities. The DKU accounting team will provide reimbursement for DKU expenses by means of direct payments to vendors, an advance from petty cash or cash reimbursement.
• DKU will provide lodging arrangements at no cost to the Duke Traveler.

Ground Transportation

• Reimbursement will be provided for the cost of transportation to/from the Duke Traveler’s home to RDU International Airport. If personal funds are used, proper documentation can be provided to the DKU Accounting Team for immediate reimbursement.
• DKU will coordinate and pay for ground transportation to/from the airport in China.
• With advanced notice, DKU can coordinate ground transportation to/from the airport for dependents traveling separately but the cost will be the responsibility of the Duke Traveler and must be paid directly to DKU. The Duke Traveler will pay DKU for this service with cash.
• DKU provides a free shuttle bus for local transportation. DKU will not reimburse travelers for rental cars in China.
• Reimbursement will be provided for meals incurred on the day of air travel to/from DKU. If personal funds are used, proper documentation can be provided to the DKU Accounting Team for immediate reimbursement.
• For trips lasting up to two weeks for the visitors providing operational support to DKU, a DKU meal card will be provided by DKU to travelers for breakfast, lunch and dinner. Meals purchased outside of DKU will be reimbursable by DKU with proper documentation (e.g., Fapiao for purchases within China) according to DKU’s Travel and Hospitality Standards.
• For trips lasting more than two weeks, no meal cards are provided. Meals are considered a personal expense and will not be reimbursed. Subsidized on-campus dining is available at approximately $14 per day.

Employee Health Travel Clinic

• For trips under 90 days, the Duke Traveler has the option to have a basic travel visit to review health and immunization history and to get immunizations and travel prescriptions.  Related expenses will be covered by DKU.
• For trips over 90 days, the Duke Traveler is required to have a DKU Travel/Work Permit exam.  Related expenses will be covered by DKU.
• To schedule an appointment with the travel clinic within Employee Occupational Health and Wellness (EOHW), call 919.684.3136. Complete the Travel Questionnaire online through the EOHW website and forward the appointment date to the Duke Office of DKU Relations. The Duke Office of DKU Relations will provide the required IR Form for the visit.

Incidentals

• Converters/adapters are not a reimbursable expense by DKU.
• Wi-Fi service on flights to/from DKU is not a reimbursable expense by DKU without written justification.

Direct questions about this policy to DODR at [email protected].