Processing the DP-EZ for Payment

The department must process a DP-EZ travel reimbursement for the traveler within 20 business days after returning from travel as outlined in UBP 4030. The standard operating procedure for processing a DP-EZ can be found here.

  • Please do not submit a zero dollar DP-EZ to reconcile a travel PCard transaction until after travel has occured and there are no other travel expenses to include. All transactions must be included in the traveler's final reimbursement.
  • You must select the travel charge from the list of available transactions in the section of the Travel DP-EZ titled "Pre-paid PCard Travel". DO NOT manually enter a travel charge on the PCard. Click here to view a demonstration.
  • In cases where there will be no additional expenses, the department must submit a zero balance DP-EZ which will be kept on file with the appropriate accounting office. Note: When submitting a zero balance DP-EZ, it is no longer necessary to request the traveler's social security number.
  • In cases where a traveler is paying expenses for a group of travelers upfront (i.e. a professor or a coach), a list of all travelers who completed travel, along with the cost of each ticket, must be submitted to the appropriate accounting office with the DP-EZ for the traveler who paid for the expenses upfront.
  • The DP-EZ number must be entered on the Transaction Log.
  • If the DP-EZ/DPI number is not available because travel has not yet occurred, enter a note on the Log and a date when the DP-EZ/DPI number will be available.

The accounting office will review the DP-EZ. If the DP-EZ is approved by both the departmental approver and the accounting office, the DP-EZ will be released for payment on the payment due date.

In the case of a cancelled airline ticket:

  • If a non-transferable ticket has been cancelled, the department will bear the cost of the lost ticket. The department must submit a zero balance DP-EZ in the name of the traveler and include a memo from the Department Head giving a short explanation for the cancellation of the trip and stating the ticket is non-refundable. (Note: Southwest Airlines issues a credit for all unused tickets purchased through their website that can be applied for future ticket purchases. Beginning January 28, 2011 Southwest will no longer allow unused travel funds to be applied toward another passengers reservation. Any outstanding credits, after the 28th of January, can only be used for the name on the ticket. )
  • If a ticket has been cancelled and a refund is received, the department must submit a zero balance DP-EZ in the name of the traveler.
  • Important: If airline tickets purchased on a restricted index have been cancelled or are to be used at a future undetermined date, the department must transfer the charge to an unrestricted index.
  • If a ticket has been canceled and a credit towards future travel is received, the ticket (transaction) will remain pending until the credit is issued. The original ticket (transaction) will then be reconciled on the DP-EZ.

Link to Direct Pay Procedure

PCard Travel Transaction Workflow Instructions

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