Department Transfers and Separation

Department Transfers

• Cardholders who transfer to another department must discontinue use of their corporate card and notify the Corporate Card Office of the departmental change. All outstanding transactions must be fully reconciled and approved on an expense report before the cardholder transitions to the new department. If the cardholder is unable to complete the reconciliation, receipts should be provided to a designated department representative who can complete the expense report on their behalf.
• Cardholders are strongly encouraged to stop using their corporate card at least one week prior to the internal transfer to allow sufficient time for all transactions to post and be reconciled.
• Departments are responsible for ensuring that all outstanding transactions, with supporting receipts, are fully processed before the cardholder begins duties in the new role.
• If a corporate card is required in the new role, the cardholder must submit a new Corporate Card Application and Agreement Form, which must be approved by the new department/school.

Leave of Absence

• Cardholders who will be taking a leave of absence must notify the Corporate Card Office at corporate-card@northwestern.edu and provide their anticipated leave dates.
• The corporate card account will be placed on hold for the duration of the leave. The cardholder must contact the Corporate Card Office upon return to request reinstatement of the account.

Leaving the University

• Cardholders who are separating from the University must discontinue use of their corporate card and notify the Corporate Card Office of their departure. The card should be closed the day you serve your notice to your department/school
• All outstanding transactions must be fully reconciled and approved on an expense report prior to the employee's last day of work.
• If the cardholder is unable to complete the reconciliation, receipts must be provided to a designated department representative who can finalize the expense report on their behalf.
• Departments must ensure that all expense reports are submitted and approved prior to the cardholder's departure.