Duke Travel Policy

PURPOSE

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.

GENERAL
  • 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.
  • 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.
  • Before you travel to DKU, please review this important information. You may request a personal travel orientation session at any time by contacting DODR at dkurelations@duke.edu.

 

ALL INTERNATIONAL TRAVEL MUST HAVE EMAIL APPROVAL

FOR EMAIL APPROVAL

Email Bonnie Liu (Chief of Staff at DKU) at bonnie.liu@dukekunshan.edu.cn for international travel approval. Please provide key information needed for approval:

  • Travel Dates - It is preferred that the trip is a minimum of one work-week on campus in order to make it worthwhile.
  • Agenda - Provide a general agenda with important meetings and goals of the trip.
  • Budget - Provide the estimated cost of the trip and the project/fund information. Include whether the trip is in the annual budget.
  • Other - any other information that you feel would be helpful for the approval process.

PRE-TRAVEL

  • Before confirming your travel dates, consult the DKU Academic Calendar noting closures and Chinese holidays. There are occasions when DKU works weekend days for week days off.
  • Duke Travelers should follow normal Employee Travel and Reimbursement policies and processes for Foreign Travel and Payments Related to Obtaining Travel Documentation.
  • If you have an assignment letter for DKU with travel guidance, refer to it for specific guidance regarding airfare, travel budget, etc.
  • We recommend Duke travelers holding a Duke corporate card call Bank of America to let them know you are traveling to China. This will prevent the possible rejections/declines on p-card purchases while in a foreign country. It is also helpful to provide Bank of America your mobile number and Duke email address so you can be copied on alerts.
Inform DODR

DODR works closely with DKU to report travelers to/from DKU. Please inform us @ dkurelations@duke.edu if you are planning a trip to DKU or hosting a DKU visitor at Duke.

Immigration

If you need a China visa, contact the Duke Office of Global Administrative and Travel Support for assistance at globaltravel@duke.edu. This cannot be done until you are within 90-days of your planned China entry date. You can request a multiple entry visa if you plan to visit DKU multiple times within a year.

  • 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 unless approved in advance by DKU. Faculty discretionary funds may not be used to pay for these costs.
Duke Travel Registry

Register your trip on Duke Travel Registry before you leave and remember to register any side trips you decide to take during your travels.

Airfare
  • Generally, DKU will make reservations based on the Duke Traveler’s preferences and make payment directly to the airline for approved travel.
  • DKU will adhere to DKU’s Travel and Hospitality Standards.
  • DKU will do the best to support, but 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.
  • If the airfare has to exceed the standard, the overage can be covered by other funds in academics, upon VCAA’s approval.
  • For Duke faculty or staff without an assignment letter with business purposes/special events at DKU, the DKU hosting office/sponsor program needs to make sure there is sufficient budget before making any travel arrangements.
  • 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.
Booking Flights
  • For faculty with teaching obligations: The DKU HR Manager - Mobility (HR Manager) will work with you to book your flights. To initiate this process, complete the DKU Travel Form and submit it to DODR (dkurelations@duke.edu). With the completed DKU Travel Form, DKU will make the arrangements. The DKU HR mobility officer will confirm all reservations.
  • For faculty and staff with business purposes/special events: Unless you have an assignment letter with travel guidance, the hosting office/sponsor program will work with you to book your flights.

IN TRAVEL

Local Logistics

The hosting office/sponsor program coordinator will provide detailed information relevant to your trip, such as: (1) In-airport pick up, (2) Transportation to/from DKU, (3) Lodging Options, and (4) Amenities on campus.

Arrival Information

Be mindful and patient when proceeding through customs and immigration, as it may be time consuming. Your DKU host will provide the most recent updates related to finger printing, and other arrival requirements. Upon arrival in China, you will be directed to the finger print machines. This will also scan your face and provide the required arrival/departure card. Keep the card for your upcoming departure flight. 

Meals
  • Reimbursement will be provided for meals incurred on the day of air travel to/from DKU.
  • For Duke faculty or staff with business purposes/special events at DKU, a DKU meal card will be provided by DKU, and information will be provided if breakfast, lunch and dinner will be covered by the DKU hosting office. The standard of meal refers to the DKU Travel and Hospitality Standards. 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 Duke faculty with teaching obligations, meals are considered a personal expense and will not be reimbursed.
How to Pay
  • ATMs are readily available in the airport and on the DKU campus but they are not always dependable. Money can also be exchanged in the airport upon arrival.
  • U.S. credit cards will work in China but they are not always dependable in all locations. Alternatives include Alipay or WeChat Pay (digital wallet services like Apple Pay), which can be set up for use with your Duke Corporate Card, when appropriate. 
  • Mobile Payment Apps:

         WeChat Pay (Setup)

  1. Install WeChat app.
  2. Tap Me ⮕ Service ⮕ Wallet ⮕ Card ⮕ Add a Card.
  3. To make a payment, tap Money and present your QR code to pay.

          Ali Pay (Setup)

  1. Install Alipay and sign up to register.
  2. Tap Me ⮕ Bank Card ⮕ Add card, and then follow the one-page prompts to add your card.
  3. Tap Verify now, and follow the page prompts to fill in your identity information.
  4. To make a payment, tap Scan, and then scan the QR code on the merchant. Tap Pay/Collect and present your QR code to pay.
  • DKU Meal Cards - The Faculty Support Office (for UG), the program coordinator (for Graduate Programs) or the hosting office will issue a temporary card for meals in the Community Center (CCT).
    • All the vendors in the CCT will take the DKU meal card, Alipay, or WeChat Pay (digital wallet services like Apple Pay), which can be set up for use with your Duke Corporate Card, when appropriate. The CCT will provide printed receipts upon request, which will be required to clear your Duke Corporate Card.
    • You can load the meal card with RMB cash (minimum RMB 100) via a machine on the first floor of the Academic Building.
    • DKU meal cards should be returned to the hosting office/program coordinator before you leave.

OTHER

IT Support
  • OIT recommends you complete these steps before leaving the U.S and consider these recommendations during your travels.
  • Once on campus, the HR Manager or the hosting office/sponsor program can provide information about connecting to the internet, VPN, and proxy server. For more complex IT needs, contact the DKU IT Service Desk at service-desk@dukekunshan.edu.cn or visit the staff in the IT office at Academic Building 2004 (Monday-Friday, 9am-5:30pm).
Medical, Security and Travel Care
  • Duke provides both medical and security insurance policies for Duke Travelers. Travelers do not need to purchase extra insurance for a trip to DKU.
  • Cigna Global Health Benefits' Medical Benefits Abroad® (MBA) offers eligible employees and dependents supplemental benefit coverage for unexpected injuries and illnesses that may occur while traveling internationally on Duke business for six months or less. Print your Cigna membership card here and take it with you. 
  • International SOS (ISOS) provides travel assistance and evacuation services. Print your ISOS membership card here and take it with you. You can also visit the Duke-ISOS portal to learn more about travel to China and sign up for travel related alerts here.
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.
Export Controls

The Duke Office of Export Controls (OEC) helps Duke researchers and staff remain compliant with U.S. laws controlling the export of both goods and technology with sanctions upon certain foreign countries. If you need help navigating restricted activities for the trip to DKU, OEC can guide and assist. Contact OEC at (919) 668-2711 or export@duke.edu.

  • All Duke travelers to China are required to fill out the Export Classification Request Form on the OEC website if they plan to carry any Duke-owned items with them (e.g. laptops, research materials, etc.)
  • Guidance if traveling to China with a Duke laptop.
  • Guidance if traveling with (or shipping) any other Duke equipment to China.
After Your Return

  • DODR will contact you after your return for a full copy of your passport. This is needed to finalize the financial and administrative paperwork between Duke and DKU related to your assignment.

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.
For a copy of the DKU’s Travel and Hospitality Standards, please contact DODR at dkurelations@duke.edu.

PRE-TRAVEL

  • Travel should be approved in advance by the Duke sponsoring entity and confirmed in advance with DKU.
  • Before confirming your travel dates, consult the DKU Academic Calendar noting closures and Chinese holidays. There are occasions when DKU works weekend days for week days off.
  • Duke Travelers should follow normal Employee Travel and Reimbursement policies and processes for Foreign Travel and Payments Related to Obtaining Travel Documentation.
  • We recommend Duke travelers holding a Duke corporate card call Bank of America to let them know you are traveling to China. This will prevent the possible rejections/declines on p-card purchases while in a foreign country. It is also helpful to provide Bank of America your mobile number and Duke email address so you can be copied on alerts.
Inform DODR

DODR works closely with DKU to report travelers to/from DKU. Please inform us @ dkurelations@duke.edu if you are planning a trip to DKU or hosting a DKU visitor at Duke.

Immigration

If you need a China visa, contact the Duke Office of Global Administrative and Travel Support for assistance at globaltravel@duke.edu. This cannot be done until you are within 90-days of your planned China entry date. You can request a multiple entry visa if you plan to visit DKU multiple times within a year.

Duke Travel Registry

Register your trip on Duke Travel Registry before you leave and remember to register any side trips you decide to take during your travels.

Airfare
  • Whenever possible, airfare should be charged to the Duke Corporate Card. The Duke Corporate Card should be used to pay for travel related expenses. Airfares paid by other methods (personal credit card, cash, etc.) cannot be reimbursed to the traveler until after the trip takes place.
  • 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.

IN TRAVEL

Local Logistics

The hosting office/sponsor program coordinator will provide detailed information relevant to your trip, such as: (1) In-airport pick up, (2) Transportation to/from DKU, (3) Lodging Options, and (4) Amenities on campus. The Duke Traveler is responsible for these costs.

Arrival Information

Be mindful and patient when proceeding through customs and immigration, as it may be time consuming. Your DKU host will provide the most recent updates related to finger printing, and other arrival requirements. Upon arrival in China, you will be directed to the finger print machines. This will also scan your face and provide the required arrival/departure card. Keep the card for your upcoming departure flight.

How to pay
  • ATMs are readily available in the airport and on the DKU campus. Money can also be exchanged in the airport upon arrival.
  • U.S. credit cards will work in China but they are not always dependable in all locations. Alternatives include Alipay or WeChat Pay (digital wallet services like Apple Pay), which can be set up for use with your Duke Corporate Card, when appropriate.
  • Airport Pickup/Send Off – Your DKU host will make these arrangements and pay for the service on behalf of the traveler, to be settled at a later date. The traveler will be contacted by DODR for a fund code for this expense. Preferably, the traveler can send the fund code to dkurelations@duke.edu during or after the trip.
  • Lodging in the Conference Center – Your DKU host will make the reservation. The traveler is responsible for paying the bill with a Duke Corporate Card.
  • DKU Meal Cards – The hosting office/program coordinator will issue a temporary meal card for use with vendors in the Community Center (CCT).
    • If meals are covered by the host, you can use the card within the amount as per the allowed meal standards in the DKU travel policy.
    • All vendors in the CCT will take the DKU meal card, Alipay, or WeChat Pay (digital wallet services like Apple Pay), which can be set up for use with your Duke Corporate Card, when appropriate.  The CCT will provide printed receipts upon request, which will be required to clear your Duke Corporate Card.
    • Meal cards should be returned to the hosting office/program coordinator before you leave.
  • Mobile Payment Apps:

         WeChat Pay (Setup)

  1. Install WeChat app.
  2. Tap Me ⮕ Service ⮕ Wallet ⮕ Card ⮕ Add a Card.
  3. To make a payment, tap Money and present your QR code to pay.

          Ali Pay (Setup)

  1. Install Alipay and sign up to register.
  2. Tap Me ⮕ Bank Card ⮕ Add card, and then follow the one-page prompts to add your card.
  3. Tap Verify now, and follow the page prompts to fill in your identity information.
  4. To make a payment, tap Scan, and then scan the QR code on the merchant. Tap Pay/Collect and present your QR code to pay.

OTHER

IT Support
  • OIT recommends you complete these steps before leaving the U.S and consider these recommendations during your travels.
  • Once on campus, the HR Manager or the hosting office/sponsor program can provide information about connecting to the internet, VPN, and proxy server. For more complex IT needs, contact the DKU IT Service Desk at service-desk@dukekunshan.edu.cn or visit the staff in the IT office at Academic Building 2004 (Monday-Friday, 9am-5:30pm).
Medical, Security and Travel Care

Duke provides both medical and security insurance policies for Duke Travelers. Travelers do not need to purchase extra insurance for a trip to DKU.

  • Cigna Global Health Benefits' Medical Benefits Abroad® (MBA) offers eligible employees and dependents supplemental benefit coverage for unexpected injuries and illnesses that may occur while traveling internationally on Duke business for six months or less. Print your Cigna membership card here and take it with you.
  • International SOS (ISOS) provides travel assistance and evacuation services. Print your ISOS membership card here and take it with you. You can also visit the Duke-ISOS portal to learn more about travel to China and sign up for travel related alerts here.
Export Controls

The Duke Office of Export Controls (OEC) helps Duke researchers and staff remain compliant with U.S. laws controlling the export of both goods and technology with sanctions upon certain foreign countries. If you need help navigating restricted activities for the trip to DKU, OEC can guide and assist. Contact OEC at (919) 668-2711 or export@duke.edu.

  • All Duke travelers to China are required to fill out the Export Classification Request Form on the OEC website if they plan to carry any Duke-owned items with them (e.g. laptops, research materials, etc.)
  • Guidance if traveling to China with a Duke laptop.
  • Guidance if traveling with (or shipping) any other Duke equipment to China.

Duke students travel to DKU for short-term study programs, to attend conferences and events, or to visit campus.

Student travel to DKU is coordinated through our office both for student groups and for individual student visitors, with the exception of students enrolled in DKU graduate programs and Duke undergraduates participating in the Duke-In DKU study away program managed by the Duke Global Education Office (GEO).

If you are a Duke student, student group or program interested in visiting DKU, please let us know about your plans and send an email to dkurelations@duke.edu. Even if a specific DKU program or event has invited or agreed to host you, we can help coordinate proper support and connect you with additional resources.  

Duke Office of Global Administrative and Travel Support also offers faculty, staff, and students resources that aid in planning and implementing successful global travel, whether individual travel or a group trip.

Students, including undergraduate, graduate, and professional students, are required to register any travel outside of the United States related to Duke. 

DKU Campus with some students walking by