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Payments to Vendors and Students

Payment Action Requests

The Payment Action Request Form is used to submit requests for check or direct deposit payment problems that require an action for resolution. Options included:

  • Cancel Payment - Cancels payment and all associated invoice transactions

    • Requires a stop pay request placed and confirmed at bank

    • Signature required if original check not attached

    • Reverses all original transaction postings

    • Used for cancelled events, incorrect or duplicate payments, and payments that require a new transaction with signature approvals to reissue (wrong payee or change in approved voucher amount)

  • Cancel / Re-establish Payment - Cancels payment and resubmits invoice transactions for payment using the same original invoice transaction number

    • Requires a stop pay request placed and confirmed at bank

    • Signature required if original check not attached

    • Reverses all original transaction postings returning invoice transaction back to an in process status for correction and completion

    • Used to replace lost or damaged checks

  • Proof of Payment - Request cashed check copy or proof of ACH deposit

    • No signature required

    • Proof of payment information will be sent within the University via the Protected Email Attachment Repository Application (PEAR) [PEAR Job Aid]

Instructions on how to properly complete a Payment Action Request Form 

  • Download the Payment Action Request Form directly to ensure use of the most recent version of the form.

  • Requestor Information: Provide the complete Requestor Name, Email, 10-digit Phone and Fax numbers and the date of request.

  • Department Information: Provide the Department Name and Organization Code.

  • Payment Information: Please provide as much of the Payment information as possible including Payment Document Number, Payment Date, Payee Name, Banner Vendor ID number, and Payment Amount(Contact Customer Service with questions, 217-333-6583).

  • Invoice Document Numbers: Some checks may have more than one invoice payment included in the check total. List each Invoice document number and amount in separate fields on the form.

  • Action Requested: Check the appropriate option requested. (Refer to table under Guide to Identify Action/Reason below.)

  • Reason for Request: Check the most appropriate reason listed for your request. If you select "Other", please explain. (Refer to table under Guide to Identify Action/Reason below.)

  • Payee Signature Statement: If the original check is not attached, the payee certification signature is required before a stop payment can be submitted for the cancel and cancel / re-establish options. Departments may sign for the payee if they have communicated and confirmed agreement with the payee through other means.

  • Special Instructions: Use this field to include any special notes or comments pertaining to this payment action request.

  • Verify Correct Payee Address: Use this field to provide corrected address for replacement payments. Payee names can NOT be changed only addresses.

Guide to Identify Action/Reason

When identifying the action to request and the reason for the request please use the following guide:

If I am requesting action on a payment because... I need to request a... And my request will...
  • the event being paid was cancelled

  • services being paid were not performed

  • the payment amount is incorrect on original voucher or document

  • the payment is a duplicate payment

  • the payment was issued to the wrong payee

  • unable to attend the paid event or registration is being cancelled

Cancel Payment

Note: This action requires payee signature on the form if the original check is not attached.
cancel the payment and all associated invoice transactions.
  • the check was never received

  • the check was received and lost

  • the check was damaged and cannot be cashed

  • the payee address is wrong and the check has not yet been returned by USPS

Cancel/Re-establish Payment

Note: This option is not available for prior fiscal year transactions or if the vendor ID number or encumbrance number changes (if this is the case you need to request a Cancel Payment). This action requires payee signature if the original check is not attached.
cancel the payment and return the invoice transactions back to an in- process status for correction and completion (using the same original invoice transaction number) to issue a new check.
  • I need a copy of the cashed check

  • I need proof of the direct deposit payment

Proof of Payment provide the requestor with a copy of the cashed check or deposit confirmation.

Submission

It is important to return the check for destruction whenever possible. 

  • If original check is attached: The completed Payment Action Request Form should be printed and mailed to:

    University Payables Support Operations
    Illini Plaza Building Suite 210, MC-660
    1817 South Neil Street
    Champaign, IL 61820
  • If original check is not available: The completed Payment Action Request Form should be printed, signed, scanned, and emailed to UP-ARS@uillinois.edu.

  • Proof of Payment Options: No signature is required. The completed Payment Action Request Form may be mailed or emailed as listed above.

Questions: Contact University Payables Support Operations at UP-ARS@uillinois.edu or phone 217-333-6583. Chicago, Rockford, and Peoria campuses may call toll free at 888-872-9953.

Last Updated: December 17, 2013

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