HR Services, Forms and Links

Human Resources

Office Hours: HR is open to campus Monday through Friday, 9:00 AM until 4:00 PM

HR is located in the Cambridge Office Building (COB) on the 3rd floor. The parking garage is accessible via Entrance 3 off Main Street.

Physical Address - 6100 Main St, Houston, TX 77005
Mailing Address - Rice University, PO Box 1892, Houston, TX 77251-1892
You can also reach us at people@rice.edu or call 713-348-2232
Labor Condition Application Notices

Our Services

HR Service Center and Benefits

The HR Service Center serves as the first point of contact for all Rice employees who need assistance from Human Resources. They are responsible for a wide range of HR needs, such as:

Greeting walk-in visitors,
Completing the federal I-9 form and E-Verify process (for all new and rehired faculty, staff, and student employees), and
Providing information or appropriate connections in response to HR inquiries (in person, by phone, or by email).

The Benefits team works year-round to make taking care of you and your family as easy, efficient, and affordable as possible. Rice's HRIS iO enrollment system is available to active Rice employees 24 hours a day, seven days a week, to enroll in or change health and welfare benefits. Services include:

Working with third-party administrators (Aetna, TIAA, etc.) to provide a wide array of health, welfare, and retirement benefits for faculty and staff.

Human Resources Information Systems

The Human Resources Information Systems (HRIS) team oversees all HR systems, including the configuration, testing, and implementation of our new Human Capital Management (HCM) system, Oracle Cloud, and iO systems. This includes analyzing business processes and identifying areas for improvement in order to be efficient and effective with our employee data. HRIS also serves as the HR data steward and oversees the day-to-day governance and integrity of HR data.

Visit imagineone.rice.edu to learn more about the imagineOne (iO) system.

HR Data Requests

To request HR data unavailable on campus-facing reports (i.e., My Teams Dashboard), please complete this Data Request Form.

Talent Acquisition

The Talent Acquisition team leads and manages a range of processes and services for recruitment, selection, hiring, onboarding, immigration, and postings for employees. Our Talent Acquisition Specialists advise hiring managers and administrators on employee search, selection, hiring, and onboarding processes to attract a high-performing, diverse workforce. Additionally, we partner with other HR colleagues in other functional areas to support managers in workforce planning and reorganizing staffing structures.

You can visit our Recruitment and Hiring website to learn more about the services we provide and to learn more about the hiring process at Rice.

Benefits and Compensation

Rice University offers all benefits-eligible employees a wide range of benefits. However, it can sometimes be hard to maneuver and understand all available options. The Benefits team has set up new hire sessions every Tuesday and Thursday to answer any questions or concerns you may have.

Please reference the links below to view the dates and times for these sessions and register.

To view the dates and times, click here.

To register for this month's sessions, click here.

Premiums

Annual Enrollment Guide 2023-2024 PDF

Helpful Enrollment Videos and Information

How do I enroll in Benefits?

Providing Documentation for my Benefits Enrollment and/or Qualified Life Event

How do I Add, Make Changes, or Cancel Benefits?

Benefits Enrollment Instructions - English PDF

Recursos en Español

¿Cómo me inscribo en los beneficios?

Preguntas Frecuentes

Benefits Enrollment Instructions - Spanish PDF

Compensation

Our Compensation Specialists advise hiring managers and administrators on the development of position descriptions, staff pay and rewards, and university pay policies and practices, and are responsible for the review and approval of all personnel actions. Visit our Compensation website for more information about our compensation system.

Leaves of Absence

Accommodation Requests

Can be obtained from the Disability Resource Center

FMLA

Sabbatical Leaves of Absence

POLICY 208 - Sabbatical Leaves of Absence

Short-Term Disability

Benefits page
POLICY 423 - Short-Term Disability Pay Continuation
Please notify Benefits at benefits@rice.edu or create a service request in the iO HR/Finance Help Desk

Tuition Benefits

Rice employs a number of strategies to engage, cultivate, and inspire its employees in order to execute its mission and achieve its ambitious goals. The University’s tuition reimbursement program is one such strategy. It supports employee development of current and future job-related skills and knowledge. The tuition reimbursement program is available to all employees who are benefits-eligible and have completed the six-month employee probationary period (in the case of staff).

Dependent Tuition Benefits

Rice University provides eligible dependents a remission of undergraduate tuition at Rice University (and at other universities having reciprocal tuition arrangements with Rice). Rice also added a portion of Rice's tuition that can be paid toward eligible dependent children who attend a U.S. accredited college or university not in our reciprocal arrangements. For more information, visit the Dependent Tuition Benefits website

Tuition Waiver and Auditing Courses

Rice University's success in executing its mission and achieving its ambitious goals significantly depends on excellent faculty and staff performance. To recruit, retain, and develop an excellent staff, Rice University strives to provide high-quality career-related professional development opportunities to increase staff effectiveness in current positions and to support career progression. To learn more about eligibility, please read Policy 409.

POLICY 409 - Tuition Waiver and Auditing Courses at Rice
For more information on this benefit, please visit the Office of the Registrar

Employment and Income Verification and Public Service Loan Forgiveness (PSLFs)

All requests for employment verification by employees or external organizations must be processed through The Work Number® (TWN) from Equifax. The previously used employment verification process or consent form will no longer be accepted. (*see the exceptions below). Live support with TWN is available during normal business hours by calling 800-367-2884.

Employment verifications may be required when applying for a mortgage or loan, a reference check, leasing an apartment, establishing credit, or any other instance where there is a need for proof of employment or income.

The Work Number® from Equifax is a simpler and more discreet way to help get proof of your employment and income information to credentialed companies when needed. This service is free for employees and is available 24/7 so that you can get the decisions you need when you need them. Live support with TWN is available during normal business hours by calling 800-367-2884.

For more detailed information, please refer to the TWN Employee Guide and FAQs.

*Exceptions: these employee types will not be able to use TWN: Graduate Assistants, Graduate Fellows, Instructors of Record, and employees without Social Security Numbers and those employed prior to 2015. See the instructions below for these exception cases.

Graduate Assistants, Graduate Fellows, and Instructors of Record: contact your department administrator for the verification request.
Those with hire dates (current and former employees) before 2015: send your request to the Payroll department by emailing payroll@rice.edu.
All other exception cases: you would submit a request for verification by emailing the HR Service Center team at people@rice.edu.

Questions regarding verifications will be answered by contacting the HR Service Center team at people@rice.edu.

Public Service Loan Forgiveness (PSLF)

To be considered for PSLF, you only need to submit a PSLF form. The easiest way to do this is by using the PSLF Help Tool. If you've already completed the form, you may submit it to people@rice.edu for HR's review and signature.

Exiting Rice

It is important to ensure the voluntary termination process is completed promptly and that all required actions are completed in iO (including submission of the employee’s final timecard) in conjunction with the payroll deadlines. For questions about this process, please send your request to HRBP@rice.edu.

https://knowledgecafe.rice.edu/leaving-rice

Reminders

Develop a transition plan (request Role Transition template via hrbp@rice.edu) in order to ensure appropriate knowledge transfer occurs Complete the termination process through iO Encourage all employees who are leaving Rice or transferring to another department to complete the online exit survey In-person exit interviews are available upon request with one of our HR Business Partners Please send a request to hrbp@rice.edu Check with your employee on their last day and collect their ID card, purchasing card, Faculty Club card, keys (turned in to RUPD), parking card, and any other Rice-issued equipment (e.g. laptop) prior to their final departure.

Resources

Leaving Rice Resource Sheet

Life Events

Exit Survey

Checkout List for Supervisors - also available on the Supervisor Hub

The employee's cards (ID, P-Card and Faculty Club cards) should be sent to Human Resources.
If an employee is moving, please have them update their address in iO before they leave.
Consider having the employee put an Out of Office message on their email box to notify anyone who contacts them of the appropriate new resource.

Additional Resources for Employees