Corporate Travel and Entertainment (CTE) Card Reconciliation Process

Corporate Travel and Entertainment (CTE) Card Reconciliation Process

  • Cardholders will reconcile their credit card statement on a monthly basis (see the Resources page to download necessary forms). The campus is no longer reporting per trip (as was the process for the old Post-Travel Expense Report form), but per monthly statement period for CTE card holders, and reconciliations are due by the next monthly statement period (approximately 30 days after each statement becomes available). Failure to submit all statements with reconciliations within 60 days of the statement date with no clear plan in place to submit will result in suspension of the card. Unreconciled charges are considered a cash advance and may be reported to Payroll as taxable compensation in accordance with UC travel policy timely submission requirements.
  • Cardholders must sign up for online access to their credit card accounts through US Bank because it is the cardholder’s responsibility to download a statement and the itemized transaction detail for every monthly statement. Instructions can be found through the link in the Resources page.
  • Ideally​,​ the CTE ​card​ should be used for all expenses.  
    • If you have a CTE card, when you must spend out-of-pocket, the CTE Reconciliation Worksheet is your vehicle for receiving reimbursements (instead of the old method of using a Direct Payment Form). The group leader should not have to spend out-of-pocket unless all other methods of payment don’t work for some reason.
    • Plan ahead and use CruzBuy to purchase supplies. It is our obligation as UCSC employees to obtain the best pricing possible when purchasing supplies, so use CruzBuy when possible, and use the CTE card as a back-up or in case of an urgent purchase. ​Some vendors will not accept a PO and you may use your CTE card in that case, as well.​ CruzBuy can only be used for supply purchases exceeding $25, so it would also be appropriate to use the CTE card in that case.
    • Submit a Travel Advance Request (TAR) in advance of your trip if you know you will have an expense that can only be paid in cash at some point in the trip. The TAR and accompanying expenses should be accounted for along with all other expenses on the CTE Reconciliation Worksheet. If you are not able to request a TAR in advance, then you may request a reimbursement of an out-of-pocket cash expense via the CTE Reconciliation Worksheet.
    • There are some instances when a ProCard should still be used. Examples include placing advertisements for open staff positions, paying for ongoing charges for cell phones, etc. Please refer to the Allowed and Prohibited Purchases on the CTE card page of this website.
    • You should only use a personal credit card in an exceptional situation. Once you are issued a CTE card, you should use the CTE card for business expenses. If this occurs, then you would claim a personal expense via the CTE Reconciliation Worksheet.
  • Which UC policy applies to each expense?
    • When you choose the Business Expense Type (Travel, Entertainment, Supplies, Award/Gift) from the drop down menu within the CTE Reconciliation Worksheet, you are declaring which policy applies to that particular expense. Please refer to the policy links in the References page to understand guidelines for each policy.
  • Supporting documentation (receipts)
    • For guidance on required supporting documentation (receipts) refer to the Travel and Entertainment Guides on the financial affairs website (links are listed in the Resources page. Please submit only the required receipts with your CTE Reconciliation Worksheet. Note that gas receipts for purchasing gas for rental vehicles are required regardless of the amount and belong in the Other Transportation section of the form. Also, airline receipts for baggage charges are always needed since they are considered airline receipts.
  • Other items of documentation to be included
    • CTE card statement, or transaction listing, matching the period of your travel expenses. (You can print your CTE statement or transaction list from your CTE account online. A link to the US Bank online account sign in is located in the Resources page.
    • Roster of travelers for group travel
    • Documentation of the business purpose of your travel (e.g.: a copy of email communicating the need to travel or agenda from a conference)
  • Departmental Trip IDs
  • Using a departmental trip number will help you track transactions that belong to the same trip, but occur over multiple months as you make plans in advance of your season. At a later date, you may copy, paste and combine several months of reconciliations into a new spreadsheet and sort by internal trip number in order to determine a total cost for a particular trip or contest across multiple reconciliation periods. 

 

  • Instructions for completing and submitting the CTE Reconciliation Worksheet.
    • Links to the form and instructions can be found in the Resources page.
    • Complete tab 1 of the Excel workbook including all requested information. The automated part of the rest of the process only works if this sheet is absolutely complete.
    • Refresh the pivot tables on each of the other tabs per the instructions. You no longer need to calculate the totals yourself. 
    • On each of the two FOAPAL tabs, indicate the explanation of the expense for each individual FOAPAL listed. This description is what shows up on the ledger. Each line represents a FOAPAL total summarizing all expenses from the first tab for that FOAPAL. 
    • Print each tab (making sure to print in landscape mode and set the print area on tab 1 because there are a lot of rows that don't need to print if you didn't use them)
    • Include a copy of your monthly statement
    • If an error was made during the month and the cardholder owes the university money, then complete the Repayment form and bring the form along with a personal check or cash to the Cashier’s Office to deposit the funds. Attach the stamped copy of the Repayment Form to the CTE reconciliation documents.
    • Provide a hard copy signature where indicated on the printed version of tab 1.
    • Attach necessary receipts and required forms organized by grouping number with each grouping clearly labeled.
    • Submit hard copy to Lela, the Tier 2/EOA within 30 days of the statement becoming available.
    • Please place an electronic copy of the Excel document (with the naming convention LastName Month year of statement- eg: Smith May 2019) in the Google Shared Drive folder entitled CTE Card Reconciliation - Athletics and Recreation>>Cardholder reconciliation documents>>YourName>>working files 
  • Internal processing steps for Athletics and Recreation
    • If Lela, as the Tier 2/EOA reviewer, finds changes to the FOAPALs are needed, then she can go into the electronic copy of the document and make the changes so that the summaries on the other tabs are correct. That will allow the TOEs (transfers of expenses) from your default FOAPAL to be done correctly, which enables the department to report spending correctly to the NCAA. If corrections occur, Lela, the Tier2/EOA, will reprint the workbook tabs and request another cardholder signature.
    • Once all is complete and compliant with policy, the Tier 2/EOA signs where indicated. 
    • Tier 2/EOA signer forwards the documents to the Tier 1/EEC signer.
    • The Tier 1/EEC signer reviews and signs documents.
    • If necessary, the Tier 1/EEC passes the documents to the VC BAS office to receive exception to policy authorization for missing receipts. 
    • After the last needed signatures, Lela enters the TOE data into the campus financial system.
    • The paperwork is then forwarded to the Athletics and Recreation front desk.
    • Once all paperwork is complete, the front desk staff will scan the entire submission and the final version will be shared back to the cardholder from the Google Team Drive. It will be there for your record.
    • Katie (the front desk staff) will also submit it electronically to Financial Affairs by sending the scan via email to ctecard@ucsc.eduat Financial Affairs.
    • The final, signed hard copy will be a part of the final scan placed in the Google Shared Drive folder entitled CTE Card Reconciliation - Athletics and Recreation>>Cardholder reconciliation documents>>YourName>>Submitted to Financial Affairs
    • Lastly, the paper hard-copy of all documents will be filed by the front desk staff. Athletics and Recreation is the office of record for these transactions and records must be retained according to the UC records retention policy.