General Travel Guidelines and Travel Policies

Controller’s Office link and Rice Travel Policy link

Rice University Travel, Business Meeting, and Entertainment Procedures

Rice Travel Procedures link

Domestic Per Diem Rates

Per Diem Rates link

International Per Diem Rates

Foreign Per Diem Rates link

Travel Insurance

• The university’s business travel accident insurance policy covers faculty, staff and students traveling on behalf of the university. This policy provides an accidental death benefit for all employees and students while on university business. This policy covers domestic as well as foreign business travel. The university does not reimburse a traveler for purchasing additional flight insurance.
• The university’s auto insurance policy covers faculty, staff and students traveling on behalf of the university. When traveling within the U.S. and Canada, auto insurance must be declined by faculty, staff and students when renting cars while conducting university business. For foreign travel outside the U.S. and Canada, damage and liability insurance should be purchased.

Pcard Expenses and Reimbursements – Faculty Box Folders:

Please visit your Math Finance Box folder to upload your reimbursements or Pcard receipts and email Gihan with details on the fund to charge the expenses and other information, e.g., per diem, etc.  Please create a subfolder for each conference or event to ensure I submit those expenses in a timely manner. All reimbursement forms are available here, please upload them to your subfolder along with the detailed receipts.

Travel Expense & Reimbursement Form

Faculty/Instructors sponsoring a guest speaker:

Please complete this online form as soon as a speaker/visitor is confirmed and will need accommodations and post-visit reimbursements. If the visit is within less than 3 business days, please email nwosuc@rice.edu in addition to the form to ensure prompt attention to the visit. I will contact the speaker and arrange their visit according to the request in the form.

Rice Visitor/Speaker Form

Rice University Tax Exempt Forms:

Rice is exempt from sales taxes and hotel occupancy taxes in Texas and a few other states. The Tax Exempt ID# is 74-1109620. Please see the sales exempt form and hotel occupancy exempt form below.

Rice Sales Tax Exemption Certificate_Signed

Please use it when making purchases either with a purchase card or for reimbursement.

Texas Hotel Occupancy Tax Exempt Hotel

When reserving a hotel in any of the states listed below, please present the certificate at check-in to avoid state tax charges. Please note: The same Texas Hotel Occupancy Tax form is valid for all other states listed below:

1. Connecticut
2. Florida
3. Indiana
4. Kansas
5. Kentucky
6. Michigan
7. New Jersey
8. Ohio
9. Tennessee
10. Texas
11. Utah
12. Wisconsin
13. Wyoming

Rice Tax Exempt card

This is a great alternative to the paper version of the tax-exempt form (feel free to print the paper version listed above.)