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Vendor Payment Forms

Vendor Information Forms

• Vendor Maintenance Announcement: To help reduce the backlog of Vendor Information/Second Party Forms and improve efficiencies in updating existing vendors, the following scenarios will no longer require submittal of a Vendor Information Form and can be addressed with a more streamlined process:
  • Reestablishing a Vendor that Was Previously Terminated in Banner can be addressed via email if their legal entity name, FEIN #, and BP/BR or PR address are the same as when they were previously created (it’s ok if their phone or email changed from before)
  • Address Change to an Existing Vendor can be addressed via email if their legal entity name or FEIN has not changed: Address changes to existing vendors do NOT require submittal of a Vendor Information Form and can be addressed via email, but may require a W-9 to be attached depending on age of the vendor status date;
    • If the status date is more than three years, a W-9 must be attached to the email request
    • If the status is three years or less, a W-9 is not required

  To request vendor updates for the above two scenarios, please send an email to uivendor@uillinois.edu using the format below, and include a copy of the invoice and W-9:

  Subject line - Request to update Vendor without a VIF

  • This is a request to [reestablish a vendor that was previously termed] OR [update the address for an existing vendor]
  • Vendor Id
  • Vendor Name
  • Correct address is under PR3
  • Attached W-9 if status date is more than three years*
  • email address where the PO needs to be sent

  *If the W9 does not match Banner, additional information will need to be received and a Vendor information form may be requested.

• Vendor Information Form using Adobe Sign
  • Use if the transaction with the University will be a Purchase Order/Payable Contract, Emburse Enterprise, or Death Benefit Payout.
  • Adobe Sign is the preferred method to process this form.
  • Review the Vendor Information Form job aid for more assistance.
  • A Vendor Information Paper Form is available if needed. Please allow additional processing time for paper forms.
• Second Party: Customer Information Form[updated: 11/10/22]
  • Use this form when the transaction with the University is a No Funds or Receivable Contract.
  • Adobe Sign is the preferred method to process this form
  • Email submission instructions are included in the form.
  • A paper Customer Information Second Party Paper Form is available if needed. Please allow additional processing time for paper forms.
• Check the Payables Processing Status page for the current date Vendor Information Forms are being processed.

Vendor Electronic Payment Requests

If a Vendor requests electronic payments (ACH/ePay), please have them contact Vendor Maintenance at uiepayments@uillinois.edu for assistance.

Contact Information

• Vendor Inquiries: uivendor@uillinois.edu
• ACH/ePayables Setup: uiepayments@uillinois.edu

Payment Action Request

Use this form to cancel (void) or replace a check or to inquire on the status of a check or direct deposit (ACH) payment. Learn more about the Payment Action Request Form on the Payment Action Requests page in Buying & Contracts.

• Payment Action Request Form

iBuy Purchase Order Special Payment Request

Use this form to request:

• Prepayment or down-payment on purchase orders as part of the negotiated terms and pricing submitted by Purchasing
• Payment for protection information or summary invoices
• Check pick-up by the department or other authorized person
• Recurring payments for repetitively scheduled purchase order payments such as rents, leases, or janitorial payments
• Wire Transfers for international purchase order payments or when a wire transfer is required contractually. The EFT form is also required for PO wire transfers.

On the iBuy home page under University Forms, open the Purchase Order Special Payment Request form. Follow the instructions listed in the Completing a PO Special Payment Request Form job aid.

General Encumbrance/Wire Transfer Payment Request

The Emburse Enterprise system may not be used to:

• Request payment on General Encumbrances
• Request payment by Wire Transfer (EFT)

To request payment on General Encumbrances use the Request a General Encumbrance/Wire Transfer Payment Form.

To request payment by Electronic Fund Transfer (EFT), also known as Wire Transfer, use the Request a General Encumbrance/Wire Transfer Payment Form and the Electronic Fund Transfer Form.

• Request a General Encumbrance/Wire Transfer Payment Form [updated: 4/1/15]
• Electronic Fund Transfer Form [updated: 7/10/25]
• Instructions for the Electronic Fund Transfer Form

The Encumbrance Payment Process

To ensure your encumbrance payment is processed in a timely and efficient manner, please follow the steps below:

• Complete the Encumbrance Form (Request a General Encumbrance/Wire Transfer Payment*).
• Submit the form along with the backup (including the PI Approval) to obfspayments@uillinois.edu.
  Please note that all attachments must be in .pdf format.
• University Payables (UPAY) will process the transaction from the email.
• Once processed, the documents will be sent for imaging in BDM which takes approximately 48-72 hours.
  • If required, the Banner transaction moves from UPAY to Grants & Contracts for approval.
  • Once Grants & Contracts approve the transaction, the transaction will move to Approved status in Banner.
• When Grants & Contracts approval is not needed, the transaction will move to Approved status in Banner until the appropriate due date, when the payment will automatically be released.

*If the form will not display for you, please try opening the link in Firefox or if using Chrome, try downloading the document and opening it on your computer.