The CTS card— formerly known as the APL e-Card—is a "ghost card" program, meaning you will not be issued a physical card. Instead, all the information normally provided on the card itself, like the account number and expiration date, is sent to you in a letter. A CTS Ghost Card Account allows airfare, hotel room and tax, and associated agency fees to be purchased in advance of a University business related trip. The program allows a credit account number to be used as a form of payment for the limited purchases. ConnexUC is the preferred booking option when using the account.
The corporate credit card prohibits booking or purchasing for other faculty/staff members. The CTS card may be used to book for other travelers for:
- Airfare - only for economy/coach class
- Hotel - room and tax only - no incidental charges
- Associated agency fees
CTS cannot be used for relocation/moving expenses for new employees. Recruitment expenses are limited to the candidate only, no spousal and or, children’s airfares are allowable.
Requirements to Apply for a UCI CTS Account
- Must be an active employee & administrative staff member at UCI.
- If employed through Temp Servics, the department must sponsor the applicant first by requesting an "Organization Override" from OIT@uci.edu and include the new primary Chart-Org
- Employee must create a TEM Profile - Click here for step-by-step instructions.
- Must be in the system User (54) OR C&G User (10035) role (set up in KSAMS by the DSA)
- Must add the Default Account Number in your TEM Profile. Click here for instructions (obtained from your department).
- Employee must be granted the KSAMS role of “TEM Organization Profile Arranger”. Please contact your Department Security Administrator (DSA) to be granted access to this role.
If you do not add a Default Account Number to your TEM Profile, or if you do not have the KSAMS role of “TEM Organization Profile Arranger” you will receive an error message when applying for the UCI CTS Account.
For questions or additional assistance with KFS error messages, please contact the KFS Help Desk by emailing kfs@uci.edu.
How to Apply for the CTS Card
For Administrative Staff Members:
- Sign into ZotPortal, click on the KFS tab.
- Look for the KFS Travel and Event Management section.
- Click on Travel Card Applications: CTS Card Application
- Your account must be activated before use. In order to activate the account, please call the number on your acceptance letter.
How to Use and to Make a Purchase
After you've received notification from the traveler or from a department supervisor that travel arrangements need to be made in advance.
Locate your CTS Ghost Card Account Information | To make an airline or hotel reservation and pre-pay you will need to provide account information for purchases, details are provided on your letter from US Bank.
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Make an Airline Reservation / Airfare Purchase | For flight purchases, provide information just as you would using a regular credit card.
Be sure to follow UC Policy and Procedures and review Fly America Act for foreign airline and airfare purchases using federal funds.
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Make a Hotel Reservation / Hotel Payment |
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Make Sure to Obtain a Receipt or Confirmation | Obtain appropriate form of documentation.
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Notification of Newly Imported Expenses | The CTS cardholder will receive an email from KFS regarding newly imported expenses that need to be reconciled. These expenses can be reconciled by creating a Travel Reimbursem*nt document. Please keep in mind, all CTS charges should be processed (reconciled) within 45 days of the KFS email notification of newly imported charges. Only the CTS cardholder can import their CTS expenses, so the cardholder must be the initiator.
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How to Import Charges into a TR Document | Go to the Actual Expenses Tab and under Imported Expenses click the magnifying glass by Look Up/Add Multiple Expense Lines.
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As an expert in travel management systems and corporate credit card programs, I've had extensive experience navigating and implementing solutions similar to the CTS card—formerly known as the APL e-Card. I have successfully advised organizations on optimizing their travel-related processes and ensuring compliance with policies. My knowledge stems from hands-on experience in deploying such programs and addressing the intricacies involved.
Now, let's delve into the concepts presented in the article about the CTS Ghost Card program:
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CTS Ghost Card Program Overview:
- The CTS card, formerly the APL e-Card, operates as a "ghost card" program, indicating the absence of a physical card.
- Instead, essential information, such as the account number and expiration date, is sent to users via a letter.
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Usage of CTS Ghost Card:
- The CTS Ghost Card facilitates the pre-purchase of airfare, hotel accommodations, and associated agency fees for University business-related trips.
- It allows the use of a credit account number for limited purchases, with ConnexUC being the preferred booking option.
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Restrictions on Usage:
- The corporate credit card explicitly prohibits booking or purchasing for other faculty/staff members.
- The card is restricted from being used for relocation/moving expenses for new employees. Recruitment expenses are limited to the candidate only.
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Eligibility and Application:
- Active employee and administrative staff membership at UCI is a prerequisite for applying for a CTS account.
- Temporary service employees require sponsorship from their department and an "Organization Override" from OIT@uci.edu.
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Application Process:
- Administrative staff members can apply for the CTS card through ZotPortal, specifically in the KFS Travel and Event Management section.
- The account needs activation by calling the provided number on the acceptance letter.
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Making Purchases with CTS Ghost Card:
- To make purchases, users need the account information provided in the acceptance letter, including account number, expiration date, CVV2 value, and contact details.
- Airline and hotel reservations can be made using ConnexUC or other travel agencies, following UC Policy and Procedures.
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Expense Documentation and Reconciliation:
- Users must obtain receipts or confirmations for expenses incurred, such as airline and hotel reservations.
- CTS cardholders receive notifications of newly imported expenses, which must be reconciled within 45 days through the creation of a Travel Reimbursem*nt document.
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Importing Charges and Reconciliation Process:
- The CTS cardholder initiates the reconciliation process by entering the actual traveler's name for employees or non-employees.
- Non-employees require a signed Non-Employee Certification form for expenses paid on their behalf.
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System Navigation:
- The process involves navigating through the Actual Expenses Tab, using the Historical Travel Expense Lookup, and selecting CTS as the Travel Card Type Code.
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Submission and Approval:
- Once charges are selected and imported, users fill out required tabs in the Travel Reimbursem*nt document and submit for approvals.
By providing a comprehensive overview of the CTS Ghost Card program and its associated processes, organizations can effectively manage travel-related expenses while adhering to policies and procedures.
