Payment Processing

Payment Processing: A series of steps required to authenticate and approve invoices, credit memos, and non-standard disbursement requests for payment.

Payment Matrices

How to Pay an Individual
How to Pay a Supplier
Human Subjects Matrix
Rice Payment Reference Guide
Guidelines for Paying Scholarships, Fellowships, Grants, Prizes and Awards
Document Routing Information

Receipts

Create a Receipt for Goods/Services
Return or Correct Receipt

Invoices

Submit an Invoice
Supplier Invoice Requirements
Invoice Template

File Uploads for Multiple Individual Payments

Accounts Payable: File Uploads for Multiple Individual Payments

• You must have a minimum of 20 individual payments in order to qualify to use the upload process.
• All other requests should be made via the Non-Standard Disbursement process.
• Please Note: 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.

Graduate Student Fellow Payments

Graduate fellows are paid on a semi-monthly pay cycle from Procure to Pay and coincide with the following periods:

• The fall semester 2023 payment period is August 16, 2023 – December 31, 2023
• The spring semester 2024 payment period is January 1, 2024 – May 15, 2024
• The summer 2024 payment period is May 31, 2024 – August 15, 2024

Graduate Student Fellows Payment Overview
Information & Guidelines for Graduate Student Fellowship Payments
Tax Status Information for Graduate Student Fellowships
Graduate Student Fellowship Payment Setup Template
Graduate Student Fellowship Assignment Guide
Quick Actions Job Aid - Updated

File Upload for Multiple Individuals
Graduate Student Fellowship Payment Setup Template
Invoice Template

Payment Processing FAQ

I received an email stating a Receipt is Required, what do I do?

See instructions on how to complete a receipt here.

How can I tell if an invoice has been paid?

The quickest and easiest way is to view the Requisition Life Cycle.

For further assistance, email payment@rice.edu and please have your purchase order number ready.

Where do I submit my invoice?

All invoices must be sent electronically to payment@rice.edu. Please note the Supplier Invoice Requirements.

Where do I submit my credit memo?

All credit memos must be sent electronically to payment@rice.edu. Please note the Supplier Credit Memo Requirements.

How do I process "Non-Rice Individual/Visitor" reimbursements?

Reimbursements for non-rice individuals or visitors should be processed as a Non-Standard Disbursement.

How is the conversion rate determined when paying in foreign currency?

The rate is calculated at the time the Treasurer's Office purchases the currency. This is also a two day process for sending foreign currency by wire transfer. The Treasury Office purchases the foreign currency first and then the wire is sent the next day. The Treasurer's Office will confirm the USD amount after the wire has been sent.

Invoices must be sent to payment@rice.edu. This email will only be used for invoice processing.
For assistance with Payment Status, email paymentinquiries@rice.edu.
All other inquiries should be submitted as an iO Service Request.