Payments
Payment Methods
Rice University provides electronic options for payroll payments. Faculty, staff, and students receive their pay by one of the following options:
Direct Deposit
Employees (and graduate fellows) can deposit their pay into a U.S. bank account(s) of their choice. Direct deposit enrollment is completed by the employee in iO. Information is available in iO where you update your payment methods or the Oracle Guided Learning (OGL) widget:
Add Personal Payment Methods for Direct Deposit
Update Personal Payment Methods for Direct Deposit
Delete a Personal Payment Method for Direct Deposit
Pay Card
Employees (and graduate fellows) can elect to have their pay deposited onto a pre-paid debit card (also known as a pay card). Payroll staff enroll employees in the pay card program.
For more information or to enroll in Rice’s pay card program, please contact Payroll at payroll@rice.edu or (713) 348-3410.
Payslips
Payslips are available through iO to allow you to view your pay, taxes, and deductions each pay. Employees can refer to the Oracle Guided Learning (OGL) widget in iO for the interactive guide: View My Payslips.
Overpayments
- Overview
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The Payroll Office strives to provide timely and accurate payments to faculty, staff, and student employees in accordance with university payroll schedules and the information it receives from Human Resources and employee departments. Occasionally, unexpected events may result in an overpayment to an employee. When an employee is paid more than the amount earned for that period, this is considered a legal debt to the university and the amount must be returned to Rice as soon as possible.
- Notification
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When a department becomes aware of overpayment, the department must report this to the Payroll Office immediately. An email providing the employee's name, iO Person Number, applicable dates and amounts, and a brief explanation of the cause for the overpayment should be sent to Payroll and the department's HCM Initiator or Admin Specialist responsible for iO transactions. Payroll will evaluate the overpayment, calculate the amount to be returned by the employee, and respond accordingly.
- Responsibilities
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Employees are expected to review their payslips every pay period for accuracy and promptly report any discrepancies to their direct supervisor, department, and/or the Payroll Office. If an overpayment has occurred, repayment should be made as soon as possible (as required by state law) regardless of the reason for the error.
Departments are responsible for monitoring payroll transactions through iO using the Gross Pay or Payroll Actual reports in the Finance Dashboard and reporting overpayments timely to Payroll. Departments are expected to assist the Payroll Office in their efforts to collect repayments and communicate directly with their employees. Additional payments should not be processed to employees who have been overpaid without first consulting with Payroll.
Payroll is responsible for reviewing each overpayment and determining the best approach for correcting the error. Payroll will manage the repayment process, which includes reversing direct deposits, determining repayment options, calculating repayment amounts, correcting employee payroll records, and amending employee W-2 and/or 1042-S forms when applicable.
- Communication and Repayment
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After Payroll reviews the overpayment, Payroll will share the repayment options with the employee's home department. The departments will communicate the overpayment and share the repayment options with the employee; the employee must choose one of the repayment options provided by the Payroll Office. It is the department's responsibility to maintain communication with their employees through the repayment process.