Payables

Non-Standard Disbursement

Non-Standard Disbursements

The Non-Standard Disbursement (NSD) should only be used if there is an inability to issue a purchase order for services. When a department creates an NSD, and it is approved, there will not be an associated purchase order until an Accounts Payable Specialist has issued payment. Please note: AP requests 10 business days from NSD approval for NSD to be processed for payment. 

This method of payment is ONLY to be used for the following Procurement Categories:

  • Cash Awards and Prizes
  • Conference Registration Fees
  • Dues and Memberships
  • Guest Fellowships
  • Honorarium
  • Medical Visits
  • Permits, Parking Permits, Licensing, Fees & Visas
  • Research Participant Payments
  • Royalties
  • Sports Official Fees
  • Student Organizations and Events
  • Utilities
  • Non-Employee Expense Reimbursement
  • Charity/Donations
  • Taxes

Click here for instructions on how to complete a non-standard disbursement.

Online Guided Learning (OGL) support is available for creating an NSD. Open the OGL widget and select “Create non-standard disbursement requisition” under the Step by Step guides. For more information on OGL, visit https://ioevolution.rice.edu/online-guided-learning-ogl.

PLEASE NOTE: 

When submitting a Non-Standard Disbursement (NSD) for a foreign national (such as honoraria or stipends), please indicate whether the work was completed in the United States or a foreign country. This information is necessary to correctly calculate tax withholding, and should be added directly to the "description" of the line item.

Do you have >15 awards? Use the FBDI spreadsheet upload 

If you have 15 or more payments to domestic students using the NSD process, you may use the FBDI upload.  

  1. The supplier must exist in iO before proceeding with a file upload.  If you need to register a new supplier, please enter a service request ticket.
  2. International Students/Individuals/Suppliers cannot be included in file upload.
  3. Backup must be kept in the department in the event of an audit.

Click here for the FBDI Upload Job Aid.
Click here for the FBDI Upload Template.

Required Documentation for Non-Standard Disbursements 

Cash Awards and Prizes

Letter from the department stating the award purpose, amount, and payee.

Charity/Donations

Letter from the department stating the purpose, amount, and payee.

If it is over $100, it must include an approval letter from the VP of Public Affairs.

If it is over $2,500, it must include an approval letter from the President's Office. 

Conference Registration Fees

An itemized receipt that shows proof of payment (credit card, cash, etc). 

Dues and Memberships

An itemized payment request that shows payment amount, description, and payee. 

Guest Fellowships

Letter from the department stating the guest fellowship purpose, amount, and payee.

Honorarium

Letter from the department stating the honoraria purpose, amount, and payee.

Please note: This category can only be used for individuals, not companies. To pay a company directly, please submit an Order by Quantity or Order by Dollar Amount requisition. 

Medical Visits

An itemized receipt that shows proof of payment (credit card, cash, etc). 

Non-Employee Expense Reimbursements

An itemized receipt that shows proof of payment (credit card, cash, etc). Note: No missing receipt affadavit will be accepted for Airfare, Hotel, Car Rentals. 

Per Diem Reimbursements require GSA Per Diem Rate Sheet. 

Foreign Currency conversion sheet is required for each receipt individually. 

Permits, Parking Permits, Licensing, Fees, & Visas

An itemized receipt that shows proof of payment (credit card, cash, etc). 

Research Participant Payments

Letter from the department stating the honoraria purpose, amount, and payee.

Please note: This category can only be used for individuals, not companies. To pay a company directly, please submit an Order by Quantity or Order by Dollar Amount requisition. 

Royalties

Letter from the department stating the royalty purpose, amount, and payee. 

Sports Official Fees

Letter from the department stating the sports official's purpose, amount, and payee. 

Student Organizations and Events

An itemized receipt that shows proof of payment (credit card, cash, etc). Note: No missing receipt affidavit will be accepted, ALL RECEIPTS are required. 

Additionally, the Business Meeting Entertainment & Expense Form (BMEE Form) must be attached. 

Taxes

Contact Tax Accounting for further assistance. 

Utilities

Utility Documentation and Procure to Pay Approval required