Faculty/Staff Expense Reports

*Please note: Rice employees without a valid US Bank account must submit reimbursement requests via a Non-Standard Disbursement.

Paid Rice Faculty/Staff may submit an expense report via the expense module in iO for Purchasing Card (Pcard) charges and for personal reimbursement. Both Pcard and personal reimbursement expenses may be included 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.

Click here to enroll in Faculty/Staff Self-Guided Expense Training

Manage and Approve Expense Reports

Additional job aids and walkthroughs are located in the Training Catalog and OGL:Accessing Online Guided Learning (OGL)

Missing Receipt Affidavit

Sales Tax Exemption Certificate

Per Diem Discretionary Spreadsheet

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Expense reports can be withdrawn while still in a ‘Pending’ report status.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

 

How long does it take for my expense report to be reviewed by audit?

Expense reports are reviewed by audit within 7 business days.

My report indicates that it is ready for payment. When will i receive the payment?

Expense report payments are initiated on Mondays and Thursdays.

Will my reimbursement be included in my paycheck?

Expense report reimbursements are separate from your paycheck.

Will my reimbursement be deposited into the same account as my paycheck?

Yes, unless you have selected a different bank account within your expense module.

I cannot find the itemized expense receipt; what other types of documentation can i submit?

If an itemized receipt is unobtainable from the vendor, a Missing Receipt Affidavit must be submitted.

Who can I contact if I have questions about my expense report?

Contact expenses@rice.edu for assistance.

Where can I find additional expense training?

Additional training can be found at https://catalog.rice.edu/courses/faculty-staff-expense-training

Expense Type Crosswalk

Expense Type Crosswalk

Expense Receipt Email Upload

Expense Receipt Email Upload

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