How to Process Vendor Invoice Payments

Purchase Order Invoices

• Vendors should be instructed to mail all purchase order related invoices to the following address:

  University of Illinois
  Invoice Processing Center
  P.O. Box 820
  Rantoul, IL 61866

• If a purchase order related invoice is mailed to your department by the vendor, please forward to the Invoice Processing Center at PO Box 820, Rantoul, IL 61866.

  • Ensure the Purchase order number is referenced on the invoice. No additional paperwork is needed.

• All invoices $20,000 and over related to regular purchase orders require receipt confirmation. These invoices will be processed by Payables, but the check will not be issued until the receiving document has been completed in Banner BY THE DEPARTMENT that receives the goods..

• To identify purchase order transactions that require completion of receiving documents in Banner, see the Receipts Required Report (CSV) - updated daily Monday - Friday.

Purchase Order Electronic Invoices (e-Invoices)

What is e-Invoicing?

• Electronic submission of invoice data from vendor to University Payables

• Currently designed for iBuy catalog vendors only

Department e-Processing Responsibilities:

• Submit for set up and maintain at least two Invoice Acknowledger roles in iBuy through your Unit Security Contact (USC).

• Review e-Invoice web-based training on OBFS Website.

• Respond via iBuy system Invoice Comments to inquiries sent by UPAY on e-Invoice price discrepancies and over tolerances.

• Electronic invoices with line items =>$5,000 will route to a department Invoice Acknowledger for acknowledgement of receipt of goods and services.

• All data transmitted by the vendor will be available for view on the invoice detail screen in iBuy (including serial numbers).

• Upon completion of the invoice, the iBuy system will assign a permanent number (IExxxxxx) which will pass over to Banner and be available for query in iBuy and Banner forms.

Non-Purchase Order Invoices

• Vendors should be instructed to mail all non-purchase order related invoices directly to the department that placed the order.

  NOTE: These purchases are limited to a maximum of $499, unless noted on the Invoice Voucher Exception List. Purchases for items over $499 that are not on this list must be procured using either a purchase order or a P-Card. The P-Card’s maximum limit is $4,999.

• Upon receipt of the vendor’s invoice, the department must prepare an Invoice Voucher and Travel/Program Advance Form (MS Excel) and attach the invoice as supporting documentation. All supporting documentation must be taped flat to an 8.5" by 11" sheet of paper, with no wrinkles.

• The voucher must contain a correct Banner Vendor Number, Vendor name and address, department contact name and phone number, and correct C-FOAPAL information. Detailed instructions are included as comments on the form.

• The voucher must be approved by the department head or delegate.

• Completed Invoice Voucher and Travel/Program Advance forms should be forwarded to University Payables at Illini Plaza Building Suite 210, MC-660, 1817 South Neil Street, Champaign IL 61820 for payment processing.

Last Updated: December 12, 2011