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Business and Financial Policies and Procedures

Set Up a New Vendor ID in Banner

Before You Begin

A vendor ID must be created in Banner before a purchase order or most payments can be processed for that vendor. Banner vendor records are used to track:

  • Payment history
  • 1099 information for tax reporting
  • Vendor business status for tax identification
  • Vendor diversity certification
  • Conflict of interest information

Begin

To set up a new vendor ID in Banner:

  1. Adding a vendor can be a complex process. Plan ahead to avoid delays.
  2. Check whether the vendor (payee) already has a Banner vendor number. For step-by-step instruction, consult the Banner Vendor ID and Address Query job aid.
  3. If there is no Banner vendor number, download the Vendor Information Form to be sure you have the most recent version. Complete the "UI Department Requesting Information" portion. If you have questions, contact uivendor@uillinois.edu.
  4. Fax, mail, or email the form to the vendor. Be sure they understand they must complete the form, sign and date it, and fax or mail it to the University Payables (UPAY) address on the form. The fax number given on the form is a secured line, so do not have them fax the form to your unit. If sending the form as a pdf attachment in email, ensure both you and the vendor use Adobe Reader 8.0 or higher for the form to function properly.
  5. If the vendor is a non-resident alien or foreign entity, he or she must complete and attach the appropriate W-8 form to the Vendor Information form and submit both to UPAY.
  6. When UPAY receives the Vendor Information Form they:
    • Ensure the form is complete and signed
    • Validate the tax identification number
    • Ensure the vendor is not listed on any of the required exclusion lists
  7. If the form is accurate and complete, UPAY enters the vendor in Banner on a first-in, first-out basis. Incomplete forms delay the process.
  8. UPAY sends an email to the unit contact named on the form confirming the vendor has been added to Banner. If the Vendor ID is being added to iBuy, you will receive a separate email in an additional 1-3 business days from the iBuy group, notifying you the ID has been synched. To track the current status of your request, consult the Payables Processing Status web site for dates being currently processed. To track the current status of your request, consult the Payables Processing Status web site for dates being currently processed. If they are past the date your form was submitted, contact the Vendor Maintenance Section at uivendor@uillinois.edu.

Vendor Information Form
W-8BEN (Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding)
W-8BEN-E (Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting)(Entities)
W8ECI (Certificate of Foreign Person's Claim that Income is Effectively Connected with the Conduct of a Trade or Business in the United States)
W8EXP (Certificate of Foreign Government or Other Foreign Organization for United States Tax Withholding)
Foreign National Payment eForm

Update a Vendor ID in Banner

Job aid for Banner Vendor ID and Address Query
Vendor Set Up and Update
Payables Processing Status
University Payables Training Materials

Last Updated: February 9, 2015 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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