Shamrock Card
The Shamrock Card consolidates and streamlines payments for small-dollar purchases, University/department events, group travel, entertainment, and individual travel expenses.
- It is intended only for legitimate and necessary University business expenses.
- Each Shamrock Card is issued to an individual, not a department.
- Although the cardholder has purchasing authority, all transactions use University funds, and all purchased items belong to the University.
- The Supervisor or Budget Administrator retains oversight and responsibility for the University funds used.
- If a department has more restrictive policies, cardholders must follow both departmental policies and the University-wide Shamrock Card policy.
Apply for a Shamrock Card
To apply for a Shamrock Card, applicants must complete an application, which requires supervisor approval. A valid University budget account, either unrestricted or restricted, must be identified as the default account for transactions.
Complete the Shamrock Card Application
Who Should Use A Shamrock Card?
Shamrock Cards are issued to eligible full-time faculty and staff whose job responsibilities require purchasing or travel. Optional spending limits and merchant restrictions may be set according to departmental needs and University policy. Exceptions to eligibility (e.g., students, part-time staff) are handled on an individual basis and require documented justification along with multi-level approval.
Shamrock Card Use Guidelines
Please note the following guidelines on the proper use of Shamrock Card:
- Shamrock Card use must follow University procurement policies; when using grant or contract funds, Federal procurement policies also apply. Additional guidance is available in the Procurement Services Policy Manual, BuyND+ and Vendor Information, and Procurement Help.
- Shamrock Card use must also comply with all other University policies, such as the University Travel, Entertainment, and Business Expense Policy and the University Gifts, Prizes & Awards Policy.
- Procurement supports the University’s sustainability strategy; employees should follow operational best practices (e.g., support local businesses, prioritize reusables, avoid styrofoam). More details are on the Sustainability website.
- The Shamrock Card may not be used to bypass Preferred Supplier relationships; these suppliers are designated through sourcing events or long-standing contracts with negotiated benefits. More information and a list of Preferred Suppliers are available on the Procurement Services website.
- Employees with access to buyND+ should use online catalogs for available items instead of purchasing directly from vendor websites with their Shamrock Card.
- The Shamrock Card may be used for services performed off University property, or for on-campus services only if the vendor has a contract and/or current insurance certificate.
- Examples of approved off-campus services: printing, photocopying, advertising.
- The Shamrock Card is not to be used for personal expenses under any circumstances. Please see this page for additional information.
Access and Manage Your Shamrock Card Transactions
TravelND/Concur Shamrock Reports are used to reconcile Shamrock Card transactions within a monthly billing cycle (26th – 25th). Reports are auto-generated in travelND/Concur and it is the cardholder’s responsibility to ensure all required transaction information is completed.
Access your Shamrock Statement via travelND/Concur in InsideND https://inside.nd.edu.
For the reconciliation process, you'll need to:
- Ensure proper use of the Shamrock Card for legitimate University business expenses only, in compliance with all applicable policies and procedures.
- Ensure all documentation is complete, including attached required receipts, a clear, concise, and valid business purpose, the correct expense type, and timely submission of monthly statement reports in travelND/Concur.
- Forward the completed statement to the assigned approver.
Once approved, the report’s transactions will automatically be entered in Banner/GLez.
Download the Shamrock Card in travelND/Concur Reference Guide
Missing a Receipt?
The Missing Receipt Affidavit for Shamrock Card Purchases form is used to provide itemized details of Shamrock Card purchases when a receipt is not available. The completed form is for Shamrock Card purchases only and should be attached to the Shamrock Report in lieu of the receipt.
Department Approver Requests: Shamrock Card Limits & Travel Access
Business Managers and designated Department Approvers may use this form to request changes to Shamrock Card limits or to add or remove travel-related purchase access for cardholders within their department.
Complete the Shamrock Card Limits & Travel Access Request
Need More Information?
Please see our FAQs for additional questions.
If you have questions related to the Shamrock Card, email the Shamrock Card Administrator or call 574-631-3388.