Transportation Guidelines

• Airfaire: 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 fare rate for domestic travel. The use of first class or business air accommodations is not authorized. More on air travel guidelines here.
• Personal Car Mileage: Reimbursement for travel by personal automobile is at the rate per mile published by the Internal Revenue Service. Duke will reimburse travel for work purposes to and from the office (only fully remote employees can get mileage reimbursement to and from a home address). Be sure to fill out the mileage log, get your supervisor's approval, and also submit screenshots of the google maps routes to your admin person.

Lodging Guidelines

• 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.
  • If you are staying at a hotel longer than is required for Duke business, please book your personal accommodations separately.
• If you are travelling with family, please be aware that none of their travel expenses can be charged to the grant
  • Please also be aware that when receipts and hotel folios state that two guests were present, the identity of the second guest will need to included in trip documentation for review by future auditors.
  • Please try to avoid having any people who are not working on your project appear on any receipts, if possible.
• More on lodging guidelines here.

Meal/Dining Guidelines

• Remember to always get itemized receipts. 
  • Please carefully check your receipt to make sure it has the name of each item purchased. If it says something vague like "item 1," please take a photo of the menu showing that item and the price and send it along with the receipt to your admin representative.
• Please label each meal receipt
  • At the top of each meal receipt, please write the name of the meal (Breakfast, lunch, or dinner)

• Please remember that alcohol is never allowed to be purchased with federal funds.
  • To keep things easy, please consider not purchasing alcohol on your p-card or on any receipt you plan to submit!
  • If you do order alcohol while on a work trip, always ask for a separate receipt.
  • If alcohol is on a receipt and alcohol is not allowed to be charged to the grant, the entire meal is disallowed from the grant.

• Please endeavor to get receipts that only show charges which relate to you/the grant
  • If you are dining with a non-Duke guest, request a separate receipt for their meal.
  • You can pay for another Duke employee as long as they are working on/being paid from the project which is reimbursing the expenses
    • Ideally, though, please just ask for a separate itemized receipt for everyone dining, as this simplifies the expense process.
• More on meal guidelines here.