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Payments to Vendors and Students

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:

  • Refunds of any kind
  • Non-employee reimbursements
  • Payments to human subjects totaling less than $100.00 in a calendar year

A Vendor Information Form must be completed:

  • If the payment request does not meet the above criteria  
  • To add a vendor to Banner  
  • To update vendor information (i.e. address corrections, etc.) on existing vendor profiles.
  • It is the responsibility of campus units to look-up vendor identification numbers in Banner (see How to Access the Vendor Address Data in Banner section below)
  • If you do not have access to Banner, please contact your Unit Security Coordinator (USC) to request query access to Banner Finance forms

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.

  • Download the most recent version of the smart Vendor Information Form [updated: 11/16/15]. This form requires Adobe Acrobat Reader and will not work with some browsers' default built-in PDF viewers. If you cannot open the form in your browser, right click on the form's link, choose to save it to your computer, and open it directly in Adobe Acrobat Reader.  Versions of the form created prior to 12/2014 will not be accepted after June 30, 2015.
  • The department must complete the information in the box labeled "UI Department Requesting Information" and email the form to the vendor for completion and signature. The department should not fill in any requested information outside of this box. Please ensure the recipient is using Adobe Reader or Adobe for Mac version 9.0 or higher. If a vendor has difficulty opening the form then send them this link to instructions for updating their Adobe Reader; https://helpx.adobe.com/acrobat/using/display-pdf-browser-acrobat-xi.html. If the vendor has the appropriate version of Adobe Acrobat Reader and cannot open the form, instruct them to right click on the form's link, choose to save it to their computer, and open it directly in Adobe Acrobat Reader.
  • Foreign Vendors must complete the Vendor Information Form and also complete and sign the appropriate W-8 form (embedded within the smart Vendor Information Form [updated:11/16/15]). This form requires Adobe Acrobat Reader and will not work with some browsers' default built-in PDF viewers. If the vendor cannot open the form in their browser, advise them to right click on the form's link, choose to save it to their computer, and open it directly in Adobe Acrobat Reader.
  • If a vendor does not have computer access to complete the smart Vendor Information Form, they may use the Paper Vendor Information Form [updated 9/13/17] of the printable form. Smart forms will receive priority processing over other forms received.

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:

  • Ensure the form is complete and signed
  • Validate the tax identification number with the IRS database
  • Ensure the vendor is not listed on any excluded parties lists
  • Perform other actions deemed appropriate by State or University policy

Once validated, the information will be entered into Banner and a vendor number will be assigned and emailed 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, and the vendor ID has been updated within the past two years, please email documentation (invoice, quote, etc.) along with vendor name and Banner ID number to uivendor@uillinois.edu. If you do not have any documentation from the vendor, are requesting an address update for an individual, or requesting an update to a vendor whose ID has not been updated in over two years, a new Vendor Information Form [updated: 11/16/15] will be required before their vendor record can be updated. 

Due to the confidentiality of tax identification numbers, documents containing this information, or banking information, should not be transmitted via email.

To determine when a vendor address was last updated, check the Tax Form Status Date under the Additional Information tab on the Banner Vendor Maintenance Form (FTMVEND). This is the date the last Vendor Form was received. If this field is blank, it has been over three years since a new form has been received.

Note: University Payables only handles updates to vendor addresses. 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 document provides information on how to use Banner to query vendor information (including addresses):

Contact

If you have questions about vendor address updates, submit a Service Desk Request Form

OR

Contact University Payables Customer Service at 217-333-6583 or 888-872-9953

OR

Email University Payables Vendor Maintenance at: uivendor@uillinois.edu.

Mailing Address:
Illini Plaza Building Suite 210, MC-660
1817 South Neil Street
Champaign, IL 61820

Last Updated: September 13, 2017

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