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.
- Reimbursement by Duke for DKU fall semester expenditures must be processed by January 15, and reimbursement for DKU spring semester expenditures must be processed by June 30.
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.
- 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 balance when airfares are back to normal when the 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.
- 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.
- 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 firstname.lastname@example.org.