How to Complete an Airbill (Fed Exp and DHL/Airborne)

New Accounts

If you need to set up a new account for DHL or Federal Express, please click here .


Federal Express and DHL/Airborne invoices are billed electronically through EDI. Please do not use your PCard. If you are currently using a PCard or getting invoice via paper, please contact Paul Page to convert your account to EDI.

Filling out an airbill

Employees who are initiating overnight mail should complete all billing information on the airbill slip. This includes DeptID and Project/Grant if applicable. If you are using a Federal Grant, you must also put account number 5416* .

Invoices that do not have complete cost center will not be investigated by AP. The charge will be posted to the mailers primary DeptID and Account 5413, which has been obtained via PeopleSoft’s chart of accounts, and reviewed by your school Budget Fiscal Officer or financial representative. Please note that Financial Services will not allow subsequent Expense Transfers for those charges defaulting to the Primary DeptID.

Account number 5413 will default on all Federal Express and DHL/Airborne charges.

Format of Cost Centers: You must put a space between the Account, DeptID and Proj/Grant – please do not use dashes or slashes.

If you are just using a Dept ID, only put the Dept ID
Example: W000100

If you are using a project/grant, you need to put DeptID space Proj/Grant
Example: W000001 NNN100

If you are using a Federal Grant, you must use account number 5416*
Example: 5416 W000001 NNN100

*You can only use Federal Grants for US Mail, Fed Ex, DHL/Airborne, etc if you are shipping research material to a funding agency or to another institution/company directly involved in the research.

Click here to see the Allowable & Unallowable charges for Federal Grants.

Please remember if you are using a Project or Grant, the Dept ID must end in 001.

Sample Airbills

Federal Express

For FedEx on-line, you need to go to Section 4. Billing Details and expand “More reference fields”


On FedEx airbills this information should go in the box labeled “Your Internal Billing Reference” as circled in the samples below.



Preprinted air bills for Federal Express(complete with your department information in the “Internal Billing Reference”) can be ordered directly from the FedEx web ( ) site by creating a login account using your FedEx account number previously provided to you.


On the Airborne/DHL air bills this information should go in the box labeled “Billing Reference”, “Shippers Reference” on International airbills as circled in the samples below.