Cashier's Office - FAQs
1. How do I create a Departmental Deposit?
Departments receiving cash or check payments must record the deposits using the Web Deposit form in TouchNet®. For access to this form, an individual must be trained and have the appropriate Banner security access. The Cashier's Office provides training for this process and associated form.
Departments should deposit
money within the next business day of receiving funds.
Please see the contact information below.
Date(s)/ Time(s): Contact Natacha Iton to schedule training, ext. 2687 or
Location of Training: Allen Center, Room 110
2. How do I pay for Rice classified payments (with a completed invoice)?
The Cashier's Office processes payments from individuals for Rice Classified purchases. Payments from Departments are handled using an Interdepartmental Transfer Form ( Excel ) submitted to the Controller's Department, MS 70.
Payments from individuals must accompany a completed invoice (see example below) from the department selling the item. It must have the tax listed, along with the complete Fund / Org / Account codes.
Payments can be made using cash or check.
3. How do I pay for student loan payments?
Payments on student loans can be processed through the Department Deposits window in the Cashier's Office.
Students should determine how much they need to pay before coming to the Cashier's Office. If students have a question about how much is due, they should contact Loan Collections at ext. 4072.
Payments can be made by check or cash.
Students taking ESL classes through Continuing Studies and paying with cash , may pay their tuition, ID fee, and parking permit fee at the Cashier's Office. The student should bring the correct form from the Continuing Studies ESL Office to the Cashier's Office with the cash.
Questions about how much to pay should be directed to the Continuing Studies ESL Office by phone at 713-348-4019 or email at firstname.lastname@example.org .
6. How does the University process return items?
Students are notified by email and/or mail. Departments will be notified about return items and are responsible for collection. Items not collected will be charged back to the department account originally credited.
7. How do I get training to departments for credit card deposits?
Credit Card Deposits are now processed over the Web! The user must have access to Banner WebApps through the Administrative Systems Office .
Anyone using the online Credit Card Deposit form must complete training through the Cashier's Office. Please contact Lydia Gonzales at email@example.com or ext. 2365 for more information.
8. How do I get training to departments for cash handling?
If additional training is needed after reviewing the Procedure for Handling Cash Receipts , please contact the Cashier's Office for an appointment at firstname.lastname@example.org or (713) 348-4946.
Individual or group training is available.
9. How do I get petty cash reimbursements?
The Cashier's Office processes Petty Cash Reimbursements using the following form:
This form must be completed and brought in with the original receipts. If account codes 70310 or 70860 are used, a Business Entertainment Expense Form ( PDF ) must also be completed and submitted with the Petty Cash Voucher.
The person signing to approve the form must have signature authority on the Fund / Org / Accounts listed. The person receiving cash must have their Rice ID and must be a different person from the person(one) authorizing the funds.
Account code 58100 (Internal Sales) is not allowed to be used on this form.
For purchasing guidelines, please refer to the Purchasing Policy .
10. How do I establish an annual petty cash fund?
Departments may be issued an Annual Petty Cash Fund. An Annual Petty Cash Request Form must be completed each new fiscal year and the fund must be counted at the end of each Fiscal Year by the Cashier's Office as an audit control.
The person authorizing the Petty Cash Fund must be a Department Head and have signature authority on the fund, org, and accounts listed. Additional approval may be needed, depending on the amount of petty cash requested.
The person receiving the funds must present their Rice ID and must be the person assigned to administer the funds.
11. How do I cash a check?
Checks may be cashed in amounts up to $100.00 for current students and benefits-eligible faculty and staff. Checks must be made payable to Rice University.
The individual must present their Rice ID .
12. How do I handle ACH/wire transfers?
Departments expecting an ACH/wire transfer should notify the Cashier's Office via email with the specifics of the transaction as follows:
- Name of company/institution/agency sending the funds
- Amount expected
- Date funds are expected
- Department's Fund, Org, and Account Code