How to reconcile CTS Ghost Card Accounts

Reconciling CTS Ghost Card Expenses

CTS Ghost Card transacations 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" (for USBank transactions) and a document type of "DITM."

General Ledger entry with document type DITM and Document number starting with "USBT"

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. 

General Ledger entry showing document type 'DI'

General Ledger showing that the default account has been credited .

Reconciling CTS Card Credits

If the original expense has not been reconciled and the vendor issues a full refund, the Cardholder should send an email to Travel Accounting (travel-accounting@uci.edu) to request that both the expense and the credit be cleared from KFS. Since the cardholder's default account receives expenses and credits directly from USBank, no further action is needed from the cardholder once Travel Accounting has cleared both the expense and the credit.

 CTSzeroBalLed

 

General Ledger entries showing bot a debit of $2.00 and a credit of $2.00.

 

If the original expense hasn't 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.

CTS lookup highlighting an expense for $1,658.31 and a credit for $425.66.

The amount entered into the Accounting Lines tab should match the amount in the "Less CTS Charges" line in the Expense Total tab.

Total Expenses tab showing $1,232.65 deducted from the amount due to the traveler.

Accounting lines tab with "CTS" selected as Expense Source and $1,232.65 in the amount filed.

 

If the original expense has already been reconciled using an account different from the default account, the department must process a General Expense Correction (GEC) to transfer the credit from the default KFS account to the account specified on the Travel Request (TR) electronic document related to the original expense.

Once the GEC has been processed, please email travel-accounting@uci.edu with the GEC document number so we can clear the credit.