Vendor Setup and Update
University Payables is responsible for establishing and maintaining vendor profiles in Banner. A permanent vendor setup is required before a purchase order or payment can be issued except in the following situations:
Vendors that are not found in the system through Querying a Vendor and that do not meet the criteria above must be added through the Vendor Information Form procedures outlined below.
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It is the responsibility of campus units to look-up vendor identification numbers in Banner.
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If you do not have access to Banner, please contact your Unit Security Coordinator (USC) to request query access to Banner Finance forms.
The Vendor Information Form (PDF) (substitute W-9) is used to request information from vendors that needs to be established in Banner and for updating information, such as address corrections, on existing vendor profiles.
Please see Adding a Banner Vendor to iBuy section if you need to add an existing vendor to the iBuy requisitioning system.
Instructions for Form Completion:
The Vendor Set-up process must be initiated by a University of Illinois department.
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Download the Vendor Information Form (PDF) for the most recent version. Old versions of the form will not be accepted after 12/31/11.
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The department must complete the shaded box identified "For U of I Use only" and fax, email or mail the form to the vendor for completion and signature. The department should not fill in any requested information outside of the shaded box. If the form is sent as an email attachment, please ensure the recipient is using Adobe Reader 8.0 or higher.
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Non-Resident aliens must also complete and attach the appropriate W-8 form (PDF).
Submission of Form by Vendor:
The vendor may fax the completed and signed form to 217-239-6850 (a secured fax line). Alternatively, the form may be mailed to:
OBFS UPAY Vendor Maintenance Group
Illini Plaza Building Suite 210, MC-660
1817 South Neil Street
Champaign, IL 61820
The University of Illinois will not disclose the vendor’s TIN without the vendor’s consent to anyone outside the University except as mandated by law.
Questions regarding this process may be emailed to: uivendor@uillinois.edu
Processing
University Payables will perform the following functions before processing the form:
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Ensure the form is complete and signed
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Validate the tax identification number with the IRS database
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Ensure the vendor is not listed on any excluded parties lists
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Perform other actions deemed appropriate by State or University policy
Once validated, the information will be entered into the University's system and a vendor number will be assigned and e-mailed to the requesting department.
Processing is handled on a first-in, first-out basis. Please view Payables Processing Status to see what date is currently being processed.
How to Report an Invalid Vendor Address
If you receive notice of an invalid or new vendor address, please contact University Payables Customer Service. The campus mailing address, fax and phone number are included at the end of this announcement.
Include any additional documentation (vendor correspondence, invoice, etc.) and vendor contact information (name, phone, email, etc.) that you may have received from the vendor. University Payables will confirm address changes with the vendor.
Note: University Payables only handles updates to vendor addresses. If you need to report invalid or undeliverable addresses for students, employees, account receivable entities, or grant agencies, please contact the appropriate OBFS unit.
How to Access the Vendor Address Data in Banner
The following documents provide information on how to use Banner queries to locate vendor information (including addresses):
Detailed use of the FTMVEND query to locate vendor information is also included in the University Payables class "AP 101: University Payables (UPAY) Overview" (PDF) and sample exercises are also included in the Participant Guide in Appendix D.
Contact
If you have questions about vendor address updates, contact University Payables Customer Service at:
Phone: 217-333-6583 or 1-888-872-9953
Email: obfsupay@uillinois.edu
Fax: 217-239-6840
Mailing Address:
Illini Plaza Building Suite 210, MC-660
1817 South Neil Street
Champaign, IL 61820
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Last Updated: January 5, 2012