Faculty/Staff Expense Reports

Paid Rice Faculty/Staff submit an expense report via the expense module in IO for Purchasing Card charges and for personal reimbursement. Employees can submit expense reports anytime expenses are incurred and reimbursement is required. You may include both Pcard and personal reimbursement expenses on the same expense report. Expense items are added to an expense report as individual transactions to create the report; receipts may be required per Rice policy and should be attached to the report where needed. All expense reports will be sent for cost center/project manager approval, and some will be selected for auditing before reimbursement is processed.

Creating an Expense Report for Reimbursement

Create an Expense Report with PCard Charge

Create an Expense Report for Cash Due Rice

Add a Delegate to Prepare your Expense Reports

Manage and Approve Expense Reports

How to Itemize an Expense Item

How to Prepare a Per Diem Expense

Applying Projects to Expense Report

Applying Expense Charges to Account or Project

Additional job aids can be found at: https://imagineone.rice.edu/training-catalog

Missing Receipt Affidavit

Sales Tax Exemption Certificate

Per Diem Discretionary Spreadsheet

How do I change my expense type from 'Travel-Other'?

1. Select the date to the left of the expense line.
2. Select the drop down next to Template.
3. Select the appropriate Template.
4. Each expense template will provide additional expense types to be selected.
5. Select the drop down next to Type.
6. Select the appropriate expense type.

My default Chart of Account is incorrect. How do I correct it?

Your department’s HCM initiator will need to make any changes/corrections regarding your default Chart of Account.

When I enter my expense module, I have an error of ‘missing employee set up information’. What do I do?

Please reach out to your department’s HCM initiator. They will need to confirm your expense set up information is correct and your default Chart of Account has been added.

How can I view my archived expense reports in IO?

1. From the Travel and Expenses page, select the gear icon and select Advanced Search.
2. Select the drop down arrow next to Search.
3. Complete the search fields which benefit you. For example: Selecting Date: On or after: 07/01/2021 will provide all expense reports submitted after 07/01/2021.

How can I add a delegate to prepare my expense reports?

1. From the Travel and Expenses page, select the gear icon and select Manage Delegates.
2. From the Delegates and Permissions page, select +.
3. Search for the Person you would like to add as a delegate.
4. Select the appropriate name from the drop-down.
5. The selected user will appear in your delegates area.
6. Select Save and Close.

How can I withdraw my expense report?

Expense reports can be withdrawn while still in a ‘Pending’ report status.

1. From the Travel and Expenses page, select the three dots on the top right of the expense report.
2. Select withdraw. A popup will appear containing the warning ‘Withdrawing the expense report cancels existing approvals.
3. It becomes an in progress expense report that you can edit and submit.
4. 'Do you want to continue?’ Select ‘Yes’ if you wish to withdraw your expense report.

For expense report inquiries/assistance, please contact expenses@rice.edu or submit a help desk ticket for category Expenses.