Log in

Reimbursements

During the course of your project, it is likely that you will need to make a purchase yourself or make one locally. In this case, you will need the tax exemption form to avoid paying tax on the item you are purchasing. Rice WILL NOT REIMBURSE TAX. If you pay sales tax, you will not get it back.

REIMBURSEMENTS – OEDK funded teams ONLY

  • For CASH reimbursements, Petty cash forms will be found outside the Accounting Specialist’s office, Room 103 on the first floor of the OEDK. Instructions are attached to the form.

  • You may also access the petty cash form here.  Please follow the instructions provided below and fill out section 1, and the top part of section 2.  (Account String and the remaining information will be filled out by Accounting.) 

    • You may either print out the form and drop it off to the OEDK Room 103 with all your receipts OR you may email the form and the receipts to the OEDK Accounting Specialist at saa9@rice.edu
    • Please make sure all receipts are legible
    • Failure to provide complete information and receipts will delay your reimbursement 

  • Petty cash reimbursement forms are only for reimbursements with line items of $100 or less. If you have one or more line items in your reimbursement that is more than $100, please fill out the Student Reimbursement Request Form and attach all your receipts there, along with a simple excel spreadsheet explaining your expenses.

    • If you have direct deposit with Rice, please log into your iO account and make sure you have direct deposit set up for accounts payable as well (not just payroll). 
    • If you do not have direct deposit, please make sure that you have the correct address in your iO account, where you’d like your check to be mailed to, your check will be mailed to the address you have in your iO account only.  OR you can sign up for direct deposit in iO.
    • Please keep in mind that there will be 1 reimbursement per team per semester.
    • For travel reimbursement, including mileage, fill out the Travel Reimbursement Request Form instead.

If you have any questions, please email the OEDK Accounting Specialist Sukaina Ahmed at sukaina@rice.edu. 


YOU MUST FOLLOW THESE GUIDELINES:

  • If you have one or more charges of more than $100, please fill out the Student Reimbursement Request Form and attach all your receipts there, along with a simple excel spreadsheet explaining your expenses.

  • For all reimbursements with line items of $100 or less, please fill out the Petty Cash Form and follow the instructions here.
  • DO NOT use this form for travel reimbursement, including mileage. Instead, fill out the Travel Reimbursement Request Form.
  • Submit only ONE reimbursement request per team per semester. Select the team member to receive the reimbursement, and then pay the rest back.

  • Fill out section 1, and the top part of section 2.  (Account String and the remaining information will be filled out by Accounting.)

  • Fill out the form carefully. Missing or incorrect info may result in lack or delay of reimbursement.

  • Be sure to include your S NUMBER/PERSON NUMBER, TEAM NAME and your TEAM EMAIL
  • If you have a Supplier number in iO, please provide it.
  • “Department Name” is OEDK.
  • “Description of Expensed Items” is the name of the store.
  • Tape the original, itemized, paid receipt carefully on an 8.5” x 11” piece of paper. One side and one receipt per paper only- use several pieces of paper if needed.
  • Make 2 copies of the receipts. Provide 1 copy and the original receipt to the OEDK Accounting Specialist. Keep one copy of the receipt for yourself along with a notation of the date submitted.
  • Attach form and receipts together with a paper clip and turn it in to the OEDK Accounting Specialist's outbox in the OEDK Room 103.
  • You may also email the form and the receipts to the OEDK Accounting Specialist at saa9@rice.edu
  • Please make sure all information and receipts are legible.  Failure to provide complete information and receipts will delay your reimbursement.

Quick Links:

If your team is funded through MECH

Take your receipt to your faculty advisor for an authorization signature. Once you have received this signature, submit the receipt to the Mechanical Engineering Department.


If your team is funded through ECE

First you need to get the permission of the instructor for the lab to buy your desired items, in writing. After you have purchased the items (again don't pay sales tax), you need to take the receipt to the department administrator for the class that you bought the parts for and they will issue you a petty cash voucher that you can take to the Cashier's Office for payment.


For TRAVEL reimbursements, please go to the Travel Procedures page


.


Contact us

Oshman Engineering Design Kitchen
Rice University

6100 Main Street MS 390 | Houston, Texas | 77005

Phone: 713.348.OEDK

Email: oedk@rice.edu

Lead Industry Partners