Accounts Payable
Rice Business Financial Services - Accounts Payable
While we will make every effort to assist, it is not best practice for the Office of Financial Services to request that Central Payables expedite the processing of delinquent invoices due to a department's late submission. Central Payables supports the entire university, and such requests are generally discouraged. To ensure suppliers are paid in accordance with established payment terms, departments should submit invoices promptly upon receipt.
Invoice Processing
Guidelines for reviewing, approving, and submitting supplier invoices for payment.
Invoice Submission
Where and how invoices should be sent to ensure timely processing.
Required Invoice Information
Details that must appear on invoices before they can be processed.
Sections
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Departments are responsible for reviewing invoices to confirm:
- Goods or services were received as expected
- Charges are accurate
- Invoice aligns with agreed pricing or contract terms
- Invoices are submitted in a timely manner
Once verified, departments should forward the invoice with the appropriate accounting codes and indicate approval for payment. Additional Chart of Accounts information can be found here: COA, activity codes, and other related references
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Where to Send Invoices
- rbfinance@rice.edu (preferred)
- payment@rice.edu (if a PO number already exists)
If the supplier is registered in iO, the invoice will be entered into iO and submitted through the system for processing by the Office of Financial Services.
Unregistered Suppliers
If the supplier is not registered in iO, the requesting department must submit an iO Helpdesk ticket to initiate the supplier's registration. New Supplier Registration Process
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Required Information on Invoices
- Supplier name and contact information
- Invoice number
- Invoice date
- Description of goods or services
- Itemized charges
- Total amount due
- Purchase Order (PO) number if applicable
Invoices missing required information may be delayed or returned.