Welcome to Expenses
Contact Us:
For expense related questions: expenses@rice.edu
For PCard questions: pcards@rice.edu
Phone number: 713 - 348 - 6701
Explore below to see what's new from the Expenses team!
Increased Expense Limits: Business Meeting and Entertainment Meals
Effective February 1, 2026, expense limits for Business Meeting and Entertainment meals will increase. Under the new limits, lunch costs are up to but not to exceed $50 per person and dinner costs are not to exceed $100 per person. For high-profile meals (donors, dignitaries, senior-level recruitment, etc.), meal costs should not exceed a maximum of $150 per person.
Please note the following:
- The cost of all meals should be reasonable for the circumstances.
- These expense limits include food, beverages, taxes, gratuities, and other related costs, such as room setup and waitstaff charges.
- Lower spending amounts may be required by some sponsored contracts/grants.
- If business meals/entertainment costs exceed the maximum allowed allowances, a detailed explanation and written preapproval must be provided.
These increases apply to purchases made on or after February 1, 2026.
Updated Tax Exemption Guidance and Certificate
Effective February 1, 2026, Rice will no longer reimburse sales tax on out-of-pocket business expenses that are eligible for Rice's tax exemption. The Rice Pcard should be used for all exemption-eligible purchases. Apply here for a Rice Pcard.
A refreshed Tax Exemption Certificate is now available for use. Please download the latest version and review the guidance to ensure compliance with purchasing requirements.
Visit our Tax Website to:
- Download the latest Tax Exemption Certificate
- Review detailed list of ineligible purchases
- Ensure correct method of payment is used when making university-related purchases
New Trainings Available!
Click Here to Register for Expenses Training
Click Here to Register for Pcard Training
Expenses Office Hours
Join us each month for Expenses Office Hours, where we’ll highlight key expense topics, share important updates, and answer your questions live. These sessions include:
- A brief spotlight on a featured expense topic
- Open Q&A time to address your specific questions
Beginning February 2026, Office Hours will be hosted on the last Thursday of each month from 10:00 - 11:00 AM, excluding holidays and breaks.
Meeting ID: 540 775 0296
Passcode: 815664
Pcard Program Updates:
The following updates took effect January 1, 2026. We hope these updates will streamline your purchasing experience.
Pcard Limit Increase for General Purchasing
The standard General Purchasing Single Purchase Limit for all University Pcards will be increased from $2,999 to $4,999.
| Current Standard Limit | New Standard Limit (Effective Jan. 1, 2026) |
| $2,999 (Single General Purchase Limit) | $4,999 (Single General Purchase Limit) |
The increase will be implemented automatically for most cardholders as follows:
Automatic Increase: All active Pcards currently set at the standard limit of $2,999 will be automatically updated to the new standard limit of $4,999. No action is required from these cardholders.
No Change for Custom Limits: Pcards that were previously set to a custom limit (e.g., lower than $2,999 for specialized role) will remain at the custom limit. If you believe you require the new $4,999 standard limit, please request a permanent limit increase through your department's approver.
Note: Cycle/Travel and Entertainment Single Purchase Limits will remain unchanged.
Removal of Transaction Count Limits
The Transaction Count Limits (number of swipes per day/cycle) on all University Pcards will be removed.
Pcard Manual Revamp
The Pcard Manual has been updated to reflect the changes above and to clarify instructions for card management. Please review the latest version below to stay informed!