Special Payment Requests

• PO Invoices

• Non-PO Invoices

• Wire Transfer/Foreign Invoice Payments

Purchase Order Invoices

The Purchase Order/Encumbrance Special Payment Request Form (MS Excel) is used to:

• Initiate prepayment or down-payment on purchase orders as part of the negotiated terms and pricing submitted by Purchasing.

• Request original paperwork be mailed to the vendor with the check.

• Request department or other authorized person be called to pick up the check

• Request recurring payment setup for repetitively scheduled payments such as rents, leases, or janitorial payments. This option is generally submitted by Purchasing at the time the order is issued.

• Special Payment Requests should only be used as an exception for payments that require one of these special needs. It is not to be used as a daily payment process.

Instructions on how to properly complete a PO/ENC Special Payment Request Form

• Download the Purchase Order/Encumbrance Special Payment Request Form (MS Excel) directly to ensure use of the most recent version of the form.

• Provide the complete Payee Name, correct Banner Vendor Number and Remittance Address to be used for payment.

• The correct PO/ENC # (purchase order/general encumbrance number) must be clearly written on the form or payment will be delayed.

• Provide all Department Contact information with the complete name, 10-digit phone, and email. Do not use only a first name or a 5-digit extension as some extensions are used on multiple campuses.

• Vendor Invoice Reference and Invoice Date fields should be completed with the vendor invoice number and date or other data required by the vendor to properly identify and apply the payment when received.

• Payment Date should be completed with the requested due date. Please allow enough time to handle any issues that might delay processing.

• Final Payment, Grant Fund, and State Fund check boxes should be checked if appropriate. These checkbox conditions may require additional review or approvals.

• Summary Invoice option should only be selected for one of the following reasons:

  • Large, multi-page invoices with a summary page followed by detailed billing information such as hotel or communication invoices. Payment Amount must be clearly written or payment may be delayed.

  • Invoices containing confidential information that is restricted by HIPAA, VESA, and FERPA regulations where it is inappropriate (under these regulations) to share the original invoice publicly.

  Note: Original detailed billing must be retained in department files for the required retention period of five years and available for audit review. Clearly identify in the Special Instructions area of the form that the back up is being retained in the department. Without this notation, payment may be delayed while we contact you for confirmation since no back up is attached.

  Please Note: The "Summary Invoice" option is processed through the normal invoice payment process and is not considered an accelerated payment process.

• Special Payment request instructions must be clearly defined on the form or payment may be delayed.

• Authorized Signature field for departmental approval must be provided for special payment requests.

Submission

The Purchase Order/Encumbrance Special Payment Request Form (MS Excel) should be completed with at least one of the following documents attached to the back of the form:

• Original invoice from the vendor

• Completed vendor order form

• Purchase Order with terms of "prepayment" or "check attached" clearly marked.

The purchase order must be signed by purchasing.

Departments on all campuses must mail or deliver the original completed and signed Purchase Order/Encumbrance Special Payment Request Form (MS Excel) with documentation via US Mail, Campus Mail, or Campus Shuttle to: 

Special arrangements may be approved in advance for pre-arranged faxing of documentation. Faxing is not recommended as amounts and critical data are often distorted and difficult to read. Purchase and payment timing needs should be managed in advance whenever possible to allow payment through the normal process and limit the need for special requests.

Processing

Documents received in University Payables Customer Service before 9:00 a.m. will be processed that same day. Special Payment Request checks will be printed for pickup at each campus or mailed with attachment that afternoon. Checks that do not require special instructions will be processed, printed, and mailed the next morning provided the following conditions are met:

• The purchase order must be completed, approved, and posted in Banner the day before the payment request documents are submitted.

• The specified vendor address is currently in the Banner Vendor database. (If not, an additional processing day will be added in order to complete payment.)

• No additional document approvals are required for grant or state funded payments.

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Non-Purchase Order Invoices

Emergency vendor payments that are not associated with a purchase order may be submitted on an invoice voucher to:

A vendor's invoice, order form, or other appropriate documentation must be attached to the voucher.

• The voucher must be approved by the fiscal officer, department head, or delegate. Original signatures are required.

• All approvers must be authorized using the Signature Authorization Form (MS Excel).

All Campuses

The voucher must be submitted to the appropriate campus office as indicated above before 9:00 a.m. in order to receive a check on the same day. The check will be mailed or available for pick-up after 2:00 p.m. that afternoon. Note: Payments charged to state funds or grant funds cannot be made the same day. No request can be guaranteed for same day payment.

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Invoice Payments by Wire Transfers

Wire transfers and foreign drafts are initiated through University Payables by the submission of an original completed and signed Wire Transfer / Foreign Draft Voucher Form (MS Excel) along with one of the standard documents for payment (original Invoice Voucher and Travel/Program Advance Form (MS Excel) or Purchase Order/Encumbrance Special Payment Request Form (MS Excel) with attached back up document of original vendor invoice, purchase order, or contract.

The Wire Transfer / Foreign Draft Voucher Form (MS Excel) is used to:

• Send payment by wire transfer in US or foreign currency.

• Send a check payment in a foreign currency (foreign draft).

Foreign drafts are appropriate for the following situations:

• Invoices from vendors requesting payment in a foreign currency

• Seminar and conference registrations in foreign countries

• Study Abroad Program support

• University-related travel

Foreign drafts:

• Should only be used for small currency amounts that cannot be sent by wire transfer.

• Are mailed by the requesting department so that the supporting documentation is attached and the correct foreign address is used.

• Typically require five business days to initiate, process, and receive (by department).

• Stop pay verification and replacement of a lost foreign draft can take up to three weeks.

Instructions on how to properly complete a Wire Transfer / Foreign Draft Voucher Form

• Wire Transfer Voucher forms should be typed or data entered on the excel form, not hand-written

• Select Payment Method of Wire Transfer or Foreign Draft

• Provide the correct Bank Account Number of Payee or correct IBAN (International Bank Account Number). Please see IBAN Number Requirements on Wire Transfers to EURO Countries & Sweden

• Provide complete correct information for all fields in the Payee and Bank information sections. Incomplete information will delay processing.

• Provide the correct Payee Bank ABA Number or SWIFT code. The Office of Cash Management can answer questions you may have on these codes.

• It is important to enter the correct Amount of Payment in the Currency you are requesting. Cash Management will calculate the transaction using the correct exchange rate for the amount and currency of the request.

• Requested Date of Transfer should reflect the appropriate due date. Be sure to allow enough time to process, complete and confirm the transaction prior to the due date, especially if foreign currency is requested.

• In Additional Reference or Instructions, document any critical data required by the payee to identify the transaction such as a purchase order or encumbrance number, vendor invoice number, or contract number.

• Provide a complete name and 10-digit phone number in the Name of person to call if questions field.

• Department Approval should be an original ink signature.

• The original payment documentation with original approval signatures and required back-up must be attached to the back of the Wire Transfer Voucher or payment will not be processed. The Wire Transfer Voucher form must be on top of the payment package to identify the special payment process requested or payment may be delayed.

Submission

All original signed documents from all campuses must be mailed for processing directly to: 

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IBAN Number Requirements on Wire Transfers to EURO Countries & Sweden

Effective January 1st, 2007, all wire transfer payments to countries with the EURO as their official currency and Sweden will require an IBAN number. The IBAN (International Bank Account Number) is a standardized format for a number that includes the bank identifier, branch identifier and personal bank account. The IBAN should not be confused with the bank's SWIFT code that identifies only the receiving bank. The SWIFT code is also required for a successful wire transfer to Europe.

All wire transfer requests being sent from the University to any of the countries listed below will require an appropriate IBAN. The Wire Transfer Voucher has a new field added to accommodate this requirement. Failure to provide the IBAN will result in processing delays until an appropriate IBAN can be obtained. Please note that foreign draft requests do not require the use of an IBAN.

The Office of Cash Management (OCM) is ready and able to assist if you have questions regarding the IBAN number, SWIFT code, or wire transfer questions in general. You may contact them at cashmgmt@uillinois.edu or by phone to 217-333-2400.

Include IBANs in any payments to:

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Last Updated: September 21, 2011