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Forms


 

Check Request - Request a reimbursement for non-travel/business related expenses or pay a vendor when no invoice is provided for goods and services.
 
Hotel Occupancy Exemption - Rice is exempt from paying TX state hotel occupancy tax. When traveling within the state of Texas on behalf of Rice University provide this form at check-in.
 
Interdepartmental Transfer (IDT) - This form is used to charge internal sales of goods and services between departments at Rice University. This form should not be used to make corrections to already completed transactions.
 
Invoice Template - Use this template to create and issue a professional invoice to buyers for the sale or rental of goods and/or services.
 
Purchasing Card Application - To be completed by employees requesting a Rice University Purchasing Card.
 
Relocation Expense Form - Request reimbursement for moving expenses incurred. Prior approval must be given by JGSB Dean's Office. Please submit one relocation expense form per faculty/staff member. (Excel version)
 
Security Agreement - Request access to Rice University's administrative information systems including the SCT Banner Financial, Human Resources, Payroll, Student, and Financial Aid systems.
 
Sole Source Justification - University purchasers should solicit bids for goods and services whenever it is to the benefit of the University to do so. The bidding process is used to ensure that Rice receives quality goods and services at the best price and delivery terms possible. A minimum of three documented bids or justification for sole sourcing is required for all purchases totaling $25,000 or more. Specific sponsored contracts/grants may require bids or justification for sole sourcing for lesser purchase amounts.
 
Tax Exemption Certificate - Sent to vendors to certify Rice’s exemption from state sales tax.  Should also be used in store when purchasing goods on behalf of Rice.
 
 W-8BEN for Individuals - This form is completed by foreign individuals in order to claim exempt status from certain tax withholdings. The form is used to declare an individual’s status as non-resident alien who works outside of the United States. The benefit is that these individuals receive a certain tax treaty status that affords them certain rights.
 
 W-8BEN for Corporations  - This form is completed by foreign corporation in order to claim exempt status from certain tax withholdings. The form is used to declare an individual’s status as non-resident alien who works outside of the United States. The benefit is that these individuals receive a certain tax treaty status that affords them certain rights.
 
 W-9 (Blank) - Businesses most commonly use W-9, Request for Taxpayer Identification Number and Certification, to get information from vendors they hire as independent contractors (also called freelancers).
 
W-9 (Rice) - May be requested by outside parties wishing to make a payment to Rice.
 
Wiring/ACH Instructions - The attached instructions are the required format and information to send money quickly and securely to Rice.