Travel Policy FAQs
DukeEngage pays for the cost of traveling to and from your program or project site. Upon acceptance, you will receive a copy of the DukeEngage Travel Policy, which is a complete statement of your benefits and obligations. Below, you will find brief answers to questions participants frequently ask about DukeEngage travel.
1. If I am flying to my DukeEngage site, how and when will I book my airline ticket?
o Cardinal Travel Service of Durham is the agency DukeEngage has selected to book the flights of all participants and to provide 24/7 traveler support. All actual ticketing is done via e-mail. On your behalf, DukeEngage pays for your ticket directly and adjusts your living stipend to cover the cost of the standard baggage fee for one piece of checked luggage, if applicable, and meals en route. Participants completing independent projects and those in group programs will receive a schedule at DukeEngage Registration, where they will also meet with their travel agent, which identifies the date their ticket will be booked later in the semester. DukeEngage will not reimburse you if you book your ticket through an online service or another travel agency, and doing so is cause for disenrollment from the program.
2. If I am flying to my DukeEngage program or project site, what do I need to do before DukeEngage Registration, so that I am ready to discuss my airline itinerary with a Cardinal Travel Service agent?
o Identify the city from which you wish to depart and to which you will return for your DukeEngage travel. An agent from Cardinal Travel Service will determine the airport from which you will depart and to which you will return.
o The “Secure Flight” program of the U.S. Transportation Security Administration requires that your airline reservation include your full name, the spelling of which must match exactly the full name listed on the Verifying Identity Document (VID) you will present to board your flight. To eliminate any potential for error in completing this essential part of the reservation process, you must present at DukeEngage Registration two color photocopies each of your passport (if you are traveling abroad or if you use your passport for travel identification purposes while traveling domestically) and your driver’s license.
3. May I drive to my DukeEngage site?
o Yes, but only if your program or project is in the United States and you drive both to and from your site. If you elect to drive, DukeEngage adjusts your living stipend to cover the estimated mileage to and from your point of origin up to the cost (determined by DukeEngage) of an equivalent round-trip, economy class airline ticket. DukeEngage will not reimburse any other costs associated with the operation of your vehicle during the period of your participation. Once you decide to drive to and from your DukeEngage site, you may not opt to fly any segment of your program-related travel.
4. How is my airline itinerary determined?
o The dates of your departure and return are determined by the dates set for your group program or finalized for your independent project when you complete the DukeEngage registration process; you may not leave earlier or return later than these fixed dates.
o DukeEngage requires Cardinal Travel Service of Durham to prepare travel itineraries solely on the availability of the most economical rates (taking into account the cost of any airline baggage handling fees) using normally traveled routes, provided that a route does not significantly compromise the effectiveness, purpose and safety of a student’s travel. Carrier brand name recognition, frequent flyer affiliation, the length of waits for connecting flights, desire to coordinate airline itineraries with other travelers, etc., play no role whatsoever in preparing itineraries.
o Due to the increased frequency of domestic flight delays and cancellations, DukeEngage has directed Cardinal Travel Service to build extra layover time into international itineraries. Additional layover time en route to international gateway airports significantly reduces the chances of not connecting to an international flight that, if missed, may delay you for days.
5. Will DukeEngage approve my airline itinerary if the initial-departure and final-return cities are different?
o No. DukeEngage participants will receive only non-refundable, non-changeable and non-transferable tickets for simple round-trip itineraries. Thus, you will receive a ticket that takes you only from your point of origin to your DukeEngage location and back to your point of origin. You are required to fly all booked segments of your airline ticket.
6. How can I be a socially responsible traveler with DukeEngage?
o DukeEngage, in collaboration with the Duke Carbon Offsets Initiative, provides you with an opportunity to voluntarily offset the greenhouse gas emissions produced by your air travel. To do so, you may contribute to the University’s projects in North Carolina that reduce methane, which is a greenhouse gas 21 times more potent than CO2. For more information and to contribute after you receive your itinerary, go here
o If you earn frequent flier miles, points or awards from the airline ticket DukeEngage purchases for you, we encourage you to consider donating them to a charitable organization. Many of those organizations at listed here