Both a department card and an individual card are assigned to a single employee/responsible party. This person controls access to the card and authorizes others to use it as necessary. A department card, however, is intended to be used in situations where the volume of purchases per individual is so low as to not require a card for each person. In addition, some offices prefer a single department card as it centralizes the approval process on potential transactions and only requires the approval of one transaction summary log each month.
A sign-in/out log must be completed when a card is checked out to persons other than the responsible party.
Department cards must be canceled and reissued with a new number when the responsible party changes for any reason (termination, transfer, change in job duties, etc.).