- I received an email stating a Receipt is Required, what do I do?
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See instructions on how to complete a receipt here.
- How can I tell if an invoice has been paid?
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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?
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All invoices must be sent electronically to payment@rice.edu. Please note the Supplier Invoice Requirements.
- Where do I submit my credit memo?
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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?
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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?
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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.
- I submitted an invoice, when will the supplier be paid?
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AP Processors generate and process invoices, which disbursements matches the payment data against the original invoice or check request before releasing the file to Chase Bank.
Check files are sent to Chase Bank every Monday, with exceptions occurring on holidays and/or winter break. In these instances, the bank file will be processed on the next working business day. Checks are printed by Chase and mailed the following business day.
Single Use Account (SUA) Suppliers, Accounts Payable direct deposits (for Rice employees and Students), and wire transfers are processed daily.
- What are Rice University's payment methods?
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Rice University payment methods are listed here.
- How do I sign up for reimbursement direct deposits?
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Students, Visitors, and Employees can set up Direct Deposit through iO.
- How do I ensure my supplier is paid by wire transfer?
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Under certain circumstances, it is necessary for a department to request payment be made by wire transfer. Due to the time involved and the complexity of the transaction, wire transfers are discouraged unless no other payment method will suffice.
The University is charged a transaction fee by the bank for each wire transfer. This fee will be passed on to the requesting department.
Personnel within the department requesting payment should contact the vendor for specific details (i.e., bank instructions) regarding wiring instructions. The request (invoice or check request) should be entered in iO, along with wire instructions and appropriate back up. You must select "Wire Transfer Required" option otherwise a physical check will be produced. The transaction fee will be expensed to the fund/org codes designated on the check request for the wire payment.
Global Wire Payment Guide
Required Bank Details for Wires by Country
- I need to stop payment to a supplier, what do I need to do?
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Occasionally, a check that has been issued and mailed needs to be cancelled. A "cancel payment" is an action taken to void the check with Rice's bank. When this occurs, Rice is charged a transaction fee per cancelled check. Once this has been requested with the bank, the check will not be honored by Rice's bank.
NOTE: Our procedure is to wait 40 days from the check date to cancel a check. This allows USPS time to forward and/or return mail.
To request a "cancel payment" action on a check, email Payments at payment@rice.edu, with the following information:
- the check number
- the payee's name
- the amount of the check
- the reason for requesting a "cancel payment" if re-issuing
- the address where the re-issued check should be sent
Any time a "cancel payment" is requested, the check must be voided within Rice's financial system (Banner). We will automatically void any check for which a "cancel payment" has been issued.
