The department will process a DP-EZ according to the standard operating procedures found here.
- You must select the airline ticket purchase from the list of available transactions in the section of the Travel DP-EZ titled "Pre-paid PCard Travel". DO NOT manually enter an airline ticket that has been purchased by 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. When the DP-EZ/DPI number is available, send an email to pcard@unm.edu that includes the bank statement cycle date and the DP-EZ/DPI number.
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 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.)
- 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.
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