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HANDBOOK: Guidelines for payment and reimbursement of event expenses
Collecting Event Fees
Whenever possible, the alumni office will collect payments from guests for all alumni programs. However, occasionally the need arises for alumni volunteers to collect last-minute payments at an event. These payments should be mailed to the alumni office within 7 days of the event date, along with any requests for reimbursement of event expenses. Volunteers will be held responsible for misplaced or uncollected event fees!
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Checks: Checks should be made payable to "Rice University" and include the event name and date in the memo line. |
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Cash Payments: Keep a running list of attendees who pay cash. At the end of the event, send this list to the alumni office along with a check payable to "Rice University" for the total of cash payments. Please do not mail cash! |
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Credit Card: Alumni volunteers CANNOT take credit card numbers from event attendees. If an attendee cannot pay by cash or check, please take the person's name, telephone number, and email address, and alumni office staff will contact him/her after the event to arrange for payment. |
Payments to Vendors
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Whenever possible, payments to major event vendors should be coordinated through the alumni office and paid directly from university funds. |
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Alumni volunteers DO NOT have the authority to sign contracts on behalf of the university. Please contact your alumni office staff liaison to arrange for contract completion and payment. |
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All invoices should be sent from vendors directly to the alumni office by fax at 713-348-5210 or mailed to:
Annette Silva
Rice University
Alumni Affairs and University Events – MS 520
P.O. Box 1892
Houston, TX 77251-1892 |
Reimbursement of Event Expenses
Rice is exempt from paying sales tax and hotel occupancy taxes in Texas and cannot reimburse these taxes to anyone making purchases on its behalf. The alumni office will provide a copy of Rice's tax exemption certificates to any Texan alumni volunteer who needs one.
In order to receive reimbursement of out-of-pocket event expenses, alumni volunteers must submit the following within 7 days of the event date:
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Completed event reimbursement form (pdf) (doc) |
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Original, itemized event receipts (circle relevant expenses) NOTE: Rice requires an itemized receipt listing each item purchased, not just a general credit card receipt! |
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Event attendance list |
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Any event fees collected from attendees |
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