Disbursement Processing

Disbursement Processing: A wide range of payment types made in a specific period. It can refer to cash payments, electronic fund transfers, checks and other forms of payment.

Disbursement & Post Payment Processing

Payment Methods
Post Payment Issues

Sales

State Sales Tax
Primary Account Numbers Used for Deposits of Sales

Requisition and Purchase Order Life Cycle

ACH Sign Up Document

Wire Instructions Document

Disbursement Processing FAQ

I submitted an invoice, when will the supplier be paid? 

AP Processors generate and process invoices, which disbursements matches the payment data against the original invoice or check request before releasing the file to Chase Bank.

Check files are sent to Chase Bank every Monday, with exceptions occurring on holidays and/or winter break. In these instances, the bank file will be processed on the next working business day. Checks are printed by Chase and mailed the following business day.

Single Use Account (SUA) Suppliers, Accounts Payable direct deposits (for Rice employees and Students), and wire transfers are processed daily.

What are Rice University's payment methods? 

Rice University payment methods are listed here.

How do I sign up for reimbursement direct deposits? 

Students, Visitors, and Employees can set up Direct Deposit through iO.

How do I ensure my supplier is paid by wire transfer? 

Under certain circumstances, it is necessary for a department to request payment be made by wire transfer. Due to the time involved and the complexity of the transaction, wire transfers are discouraged unless no other payment method will suffice. 

The University is charged a transaction fee by the bank for each wire transfer. This fee will be passed on to the requesting department. 

Personnel within the department requesting payment should contact the vendor for specific details (i.e., bank instructions) regarding wiring instructions. The request (invoice or check request) should be entered in iO, along with wire instructions and appropriate back up. You must select "Wire Transfer Required" option otherwise a physical check will be produced.  The transaction fee will be expensed to the fund/org codes designated on the check request for the wire payment.

 

Global Wire Payment Guide

Required Bank Details for Wires by Country

 

I need to stop payment to a supplier, what do I need to do?

Occasionally, a check that has been issued and mailed needs to be cancelled. A "cancel payment" is an action taken to void the check with Rice's bank. When this occurs, Rice is charged a transaction fee per cancelled check. Once this has been requested with the bank, the check will not be honored by Rice's bank.

NOTE: Our procedure is to wait 40 days from the check date to cancel a check.  This allows USPS time to forward and/or return mail.

To request a "cancel payment" action on a check, email Payments at payment@rice.edu, with the following information:

- the check number
- the payee's name
- the amount of the check
- the reason for requesting a "cancel payment" if re-issuing
- the address where the re-issued check should be sent 

Any time a "cancel payment" is requested, the check must be voided within Rice's financial system (Banner). We will automatically void any check for which a "cancel payment" has been issued.

For assistance with disbursements, please email paymentinquiries@rice.edu.