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Business and Financial Policies and Procedures

Request Payment for Contract for Services under $10,000

Before you Begin

Ensure that you are using the most recent contract form and obtain the required signatures in the routing process.

Your unit head or delegate must authorize the use of allowable services before they are provided or purchased. All services must have an executed contract before any services can be provided or paid for.

Before following the steps below, determine whether the payee has a Banner vendor number. For step-by-step instructions, consult the Banner Vendor ID and Address Query job aid. If the payee does not have a Banner vendor number, consult Set Up a New Vendor ID in Banner.

Begin

One-Time payment: In order to make payment through TEM, the department and vendor must agree that the University will make only one payment after all services are completed.

  1. Log in to TEM (Travel and Expense Management System). In the Create New area, select the Expense Report icon. If you need help identifying the icon, consult the job aid for System Navigation
  2. In the Document Header screen, select "Misc Payment--Vendors, Non-Employees, and Students" from the drop-down list in the Purpose field.
  3. Add "CFS" to the Contract Field.
  4. Proceed through the screens. For step-by-step instructions, including how to submit documentation, consult the Miscellaneous or One-Time Vendor Payments job aid. Submit a copy of the hand signed executed Contract, Instruction pages, Amendment if applicable, and other supporting documentation, usually a vendor invoice.
  5. University Payables (UPAY) reviews the request and processes for payment.

The department must submit the completed "Instructions", a hand signed copy of the contract (and amendment if applicable), and supporting documentation (typically a vendor invoice) in TEM for payment and audit retention.

The department may retain one copy of the fully executed contract in iCS or in their Unit's records and provide one copy to the vendor.

Multiple-Payments:Multiple payment Contract for Services Under $10,000 contracts must have a purchase order processed through your campus Purchasing unit.

Chicago
Use the iBuy Route to Purchasing Form to submit an iBuy requisition. Include the executed contract and instruction sheets as an internal attachment. Type "CFS" at the beginning of the internal notes of the iBuy requisition.

Springfield
Submit a Banner requisition with "CFS" in the comments field. Email the executed contract and instruction sheets to jmene1@uillinois.edu with the requisition number and "CFS" in the subject line (ex: R0123456 CFS).

Urbana-Champaign
Submit a Banner requisition with "CFS" in the comments field. Email the executed contract and instruction sheets to urbanapurchasing@uillinois.edu with the requisition number and "CFS" in the subject line (ex: R0123456 CFS).

When processing the multiple payment purchase order, Purchasing will only review the contract for proper signature execution of the agreement. It is the Unit's responsibility to ensure the template instructions were followed and the contract was executed prior to services beginning. All Contract for Services under $10,000 contracts are subject to a post-audit review for compliance with the instructions and Business and Financial Policies and Procedures.

Related Policies and Procedures

Set Up a New Vendor ID in Banner
Update a Vendor ID in Banner
Section 7.2 Purchase of Goods and Services
Section 7.4 Cash Purchases
Section 17.1 - Consultants and Other Contractors for Professional and Artistic Services

Additional Resources

Contracting for Services
TEM Resource Page
Job aid for System Navigation
Job aid for Banner Vendor ID and Address Query
Vendor Set Up and Update
Job aid for Miscellaneous or One-Time Vendor Payments
University Payables Training Materials
What Approving or Signing a Document Means

Last Updated: November 20, 2015 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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