Payments to Individuals with UINs

When a payment has to be made to an individual who has an affiliation with the University and has a current iCard, but is neither a student nor an employee of the University of Illinois system, please follow the steps below:

Review the Banner Vendor ID and Address Query job aid to determine if UIN already exists in Banner:

1. When UIN exists in banner:
   1. Determine if UIN belongs to a current student or a current employee:
      1. Yes - Verify that the active address on file is correct.
         1. Yes - Proceed with processing the payment.
         2. No - Have the student or employee update their address via My UI Info/Student Enterprise System, the proceed with processing the payment
      2. No - Check to see if the ID is active in FTMVEND:
         1. Yes - verify that the active address on file is correct.
            1. Yes - Proceed with processing the payment
            2. No - Have the individual complete a Vendor Information Form
         2. No - Have the individual complete a vendor information form.
2. When UIN does not exist in Banner, the unit should work with University Payables Vendor Maintenance and iCard to have the UIN pulled into banner for payment processing.
   1. Unit adds the UIN to the Banner Vendor Number field in the upper right corner of the current Vendor Information Form and completes the UI Department Requesting Information section prior to forwarding the form to the individual to complete:
      1. Name (first/middle/last) must be entered exactly as it is listed on their iCard
      2. Birthdate must be provided
      3. Individual completes and signs the form then sends it directly to the UPAY Vendor Maintenance Group per the instructions on the form
   2. Vendor Maintenance will create an @ ID in Banner, which will be merged with the UIN by iCard. Once the UIN appears in Banner, the @ ID is no longer valid.
   3. If a unit has several individuals which require a merge, the unit should maintain a spreadsheet with the following information: Last name, First name, Middle Name, Birthdate, UIN, Vendor (@) ID. The unit should send this spreadsheet to the UPAY Vendor Maintenance Group (uivendor@uillinois.edu) once the Vendor Forms have been processed to confirm that all merges have occurred.

Last Updated: December 14, 2017