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Business and Financial Policies and Procedures

Request Payment for Goods under $500

Before You Begin

Units may request payment for goods that are not covered by a purchase order and are less than $500. The purchase must be authorized by the unit head or delegate before the purchase.

Instruct vendors to mail all non-purchase order related invoices directly to the unit that placed the order.

The University is subject to and complies with the State Prompt Payment Act 30 ILCS 540Link opens new window which mandates that invoices charged against state appropriated funds must be paid within 90 days of receiving a complete (proper) invoice. To avoid paying interest on late payments, units should process invoices promptly.

General services (non-professional and artistic) must be processed through your campus Purchasing Division unless the item is on the Direct Pay Exception List. For information about professional and artistic services, consult Request Payment for Contract for Services under $10,000.

Before starting the procedure below, determine whether the payee has a Banner vendor number. For step-by-step instructions, consult the Banner Vendor ID and Address QueryLink opens PDF file job aid. If the payee does not have a Banner vendor number, consult Set Up a New Vendor ID in Banner.

Begin

To request payment for goods under $500:

  1. Log in to TEM (Travel and Expense Management System). In the Create New area, select the Expense Report icon. Consult the job aid for System NavigationLink opens PDF file if you need help identifying the icon.
  2. Goods - In the Document Header screen, select "Misc Vendor - Payment for Goods" from the drop-down list in the Purpose field.
    Services on the Direct Pay Exception List - In the Document Header screen, select "Misc Payment--Vendors, Non-Employees, and Students" from the drop-down list in the Purpose field.
  3. Proceed through the screens. Consult the Miscellaneous or One-Time Vendor PaymentsLink opens PDF file job aid for step-by-step instructions, including how to submit the invoice or other documentation.
  4. University Payables (UPAY) reviews the request and processes for payment.

Set Up a New Vendor ID in Banner
Update a Vendor ID in Banner
Request Payment for Contract for Services under $10,000
Section 7.2 Purchase of Goods and Services
Section 7.4 Cash Purchases

TEM Resource Page
Job aid for System NavigationLink opens PDF file
State Prompt Payment Act 30 ILCS 540Link opens new window
Direct Pay Exception ListLink opens PDF file
Job aid for Banner Vendor ID and Address QueryLink opens PDF file
Job aid for Miscellaneous or One-Time Vendor PaymentsLink opens PDF file
University Payables Training Materials
What Approving or Signing a Document Means

Last Updated: May 8, 2014 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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