Please keep the following in mind when working with airfare:
- Duke’s travel policy allows Coach/Economy rates for airline tickets for Domestic Travel and prohibits first or business class airfare. Any exceptions must receive prior management center approval, which must be attached to the expense report. For International Travel, economy and business class airfare is allowed. First Class travel is not permitted. Any exceptions must receive prior management center approval, which must be attached to the expense report. Please refer to Duke’s policies for Domestic and International Travel.
- Travel paid for by federal funds is subject to federal sponsor guidance. Non-federally sponsored funds are subject to sponsor guidance, and appropriate documentation should always be attached.
- Department and funding source approvers are responsible for thoroughly reviewing expense reports and ensuring the appropriate documentation is attached. When using sponsored funds, approvers should validate the expense meets allowability, allocability, and reasonableness requirements for the sponsored projects included in the report. Exceptions to sponsor policy or guidance must have prior approval from the sponsor. Sponsor approvals must be attached to the expense report.
- If a user selects “No federal funds are being used” in the Federal Funds Used box, but the expense report includes a federal funding source in the allocation or the header record, Concur triggers an audit rule. Users must indicate that the report includes federal funds before completing the expense report.