How to reconcile CTS Ghost Card Accounts

Reconciling CTS Ghost Card Expenses

Reconciling CTS Ghost Card expenses means ensuring that charges made on the CTS Card are correctly accounted for in KFS. Since CTS Card charges are posted directly to the cardholder’s default account, they must be transferred to the appropriate account through a Travel Reimbursement (TR). This guide walks you through the three most common reconciliation scenarios.

CTS Ghost Card transactions are charged directly to the University. Transactions made with the CTS Card are posted to the cardholder’s default account as soon as they are received from the bank. These transactions will have a document number that starts with “USBT” (indicating a USBank transaction) and a document type of “DITM” (a KFS document type used for bank-imported transactions).

KFS General Ledger entry showing document type DITM and a document number beginning with USBT — Identify CTS Ghost Card transactions in KFS by their USBT document number prefix and DITM document type.

When a Travel Reimbursement (TR) is created, the reimbursement amount is credited to the default account, while the same amount is debited from the account specified in the TR.

KFS General Ledger entry showing a DI document type reflecting a debit from the account specified in the TR — A DI document type appears in the General Ledger when a Travel Reimbursement debits the account specified in the TR.

KFS General Ledger showing a credit entry applied to the cardholder's default account — The corresponding credit to the cardholder’s default account is also reflected in the General Ledger after the TR is processed.

Reconciling CTS Card Credits

The following scenarios explain how to handle CTS Card credits depending on whether the original expense has already been reconciled and which account was used. Use the table below to find your situation, then follow the steps in the corresponding section.

CTS Card Credit Reconciliation — Quick Reference
Scenario	Action Required
Full refund issued; original expense not yet reconciled	Email Travel Accounting to clear both transactions
Partial refund issued; original expense not yet reconciled	Import both the charge and the credit on the same TR eDoc
Original expense already reconciled to a different account	Process a General Expense Correction (GEC), then email Travel Accounting with the GEC document number

Scenario 1: Full Refund — Expense Not Yet Reconciled

If the original expense has not been reconciled and the vendor issues a full refund, email Travel Accounting at travel-accounting@uci.edu to request that both the expense and the credit be cleared from KFS.

The cardholder’s default account receives expenses and credits directly from USBank. Once Travel Accounting has cleared both transactions, no further action is needed from you.

KFS account view showing a zero balance after the original CTS expense and full refund credit have been cleared — After Travel Accounting clears both transactions, the account reflects a zero balance with no further action required from you.

General Ledger entries showing a matching debit of $2.00 and credit of $2.00, resulting in a zero net balance — The General Ledger confirms the offsetting debit and credit entries that cancel each other out when a full refund is cleared.

Scenario 2: Partial Refund — Expense Not Yet Reconciled

If the original expense has not been reconciled and a partial refund is issued by the vendor, both the original charge and the credit must be imported on the same TR eDoc. Follow the steps below:

Step 1: In the CTS Card expense lookup, select both the original charge and the partial credit, then import them onto the same TR eDoc.

CTS transaction lookup showing an expense of $1,658.31 and a partial credit of $425.66 selected for import together — When a partial refund is issued, select both the original charge and the credit in the CTS Card lookup and import them onto the same TR eDoc.

Step 2: In the Expense Total tab, locate the amount shown in the “Less CTS Charges” line. This is the amount you will enter in the Accounting Lines tab.

Expense Total tab showing $1,232.65 in the Less CTS Charges line — Locate the “Less CTS Charges” amount in the Expense Total tab — this is the value you will enter in the Accounting Lines tab.

Step 3: In the Accounting Lines tab, select CTS as the Expense Source and enter the amount matching the “Less CTS Charges” total from the Expense Total tab.

Accounting Lines tab with CTS selected as the Expense Source and $1,232.65 entered in the amount field — The accounting line must use CTS as the Expense Source, with the amount matching the Less CTS Charges total from the Expense Total tab.

Scenario 3: Expense Already Reconciled to a Different Account

If the original expense has already been reconciled using an account different from the default account, you will need to process a General Expense Correction (GEC). A GEC is a KFS document used to transfer a charge from one account to another. Follow the steps below:

Step 1: Process a GEC to transfer the credit from the cardholder’s default KFS account to the account that was used on the original Travel Reimbursement (TR) eDoc.

Step 2: Once the GEC has been processed, email travel-accounting@uci.edu with the GEC document number so Travel Accounting can clear the credit.