How to Reconcile Airline Tickets,
Hotel, Rental Car and/or Agent Fees
on the DP-EZ
Create the DP-EZ according to FIAP-120
Direct Pay Invoices. When you reach the
Travel/Other tab follow these steps to c. You will see the vendor name,
reconcile travel related PCard charges. amount, transaction date, post date
and reference number. Drag the
1. Enter Travel Information: scroll bar on the bottom to locate the
a. Departure/Return date & time, information you are looking for.
b. Business purpose, d. Cross Reference PCard monthly bank
c. Additional information: enter the statement to the reference number to
original DPI/DP-EZ number you are ensure you reconciling the correct
cross referencing, this only if the airfare/agent fee.
airfare, hotel and/or agent fee was not e. Once you have identified the airline
reconciled on the original ticket or agent fee double click on the
reimbursement to the traveler transaction to be entered in the DPEZ
2. Click on the down arrow to choose a
payment category: 4. The following fields will automatically be
a. Prepaid PCard Travel - use when entered:
reconciling airfare, hotel, rental car a. Transaction date
and agent fees b. Explanation (S document #)
b. Prepaid PCard Other - use when other c. **DO NOT CHANGE THE S#**
expenses were paid on the PCard, i.e. d. Amount
conference fee and workshop fees
c. Prepaid Other - other expenses paid Note: No signatures are required when
by the dept processing a zero dollar DP-EZ to
d. Out of Pocket - expenses incurred by reconcile the airline ticket, hotel, rental
the traveler, i.e. taxi, parking and tips car and/or agent fee, when no other
e. Manual Recon - not used reimbursement to the traveler occurs.
f. Travel Advance - use when the The DP-EZ does not need to go to the
traveler received a travel advance Accounting office for review.
3. Once you have selected Prepaid PCard
Travel, click on the beige button to
a. The Select a PCard Transaction
Window will pop up.
b. Search for your transactions by
entering the first name or last name of
the individual who purchased the
airline ticket/agent fee. The % sign is ***END***
your wild card. i.e. %Chapman.