University of Illinois System
Policies & Procedures

21.1.6 Reconcile Credit/Debit Card Transactions

Policy Statement

Merchant Card Services posts transaction totals to Banner each day. Each business day units must reconcile their internal sales records with the amounts posted to Banner. Clearing funds can be used only when approved as an exception by University Accounting and Financial Reporting (UAFR).

Units must also perform a monthly reconciliation to ensure that the credit card sales log matches the amounts posted to the Banner General Ledger.


To reconcile credit/debit card transactions:

Reconcile Daily

  1. Follow the reconciliation steps contained in the Financial Reporting training guide.
  2. If there is a discrepancy, contact Merchant Card Services as soon as possible at
Reconcile Monthly
  1. Each month reconcile all accounts to be sure all revenue has been posted properly in Banner.
  2. If your unit has been approved by UAFR to use a clearing fund to record the initial sale, prepare journal vouchers to further distribute the revenue internally. Ensure that the clearing fund reconciles to zero balance at the end of each month.

Additional Resources

Merchant Card Training Resources for Payment Card Transactions and Reconciliation job aids and webinars.
Retrieving General Ledger Reports (GL 102)

Last Updated: April 4, 2014 | Approved: Senior Associate Vice President for Business and Finance | Effective: November 2008