Special Payment Requests

Instructions for completing a Purchase Order Special Payment Request Form for Banner POs

• Download the Purchase Order Special Payment Request Form to ensure use of the most recent version of the form.

• Select the University location for your unit.

• Prepayments/Deposits option should only be selected when a deposit or prepayment is part of the terms and pricing negotiated by Purchasing. A deposit requires a separate line on the purchase order.

• Summary/Protected Information Invoice option should only be selected for one of the following reasons:

  • A single large, multi-page invoice with a summary page followed by detailed billing information such as hotel or communication invoices. Payment Amount must be included. A summary billing page showing total amount due must be submitted with the special payment form.
  • A single invoice containing confidential information that is restricted by HIPAA, VESA, or FERPA regulations. A summary billing page showing total amount due must be submitted with the special payment form.
    
    Note: Original detailed billing must be retained in department files for five years and available for audit review. Add a note in the Special Instructions area of the form that the substantiating documentation is being retained in the unit. Including this notation will prevent payment delays.
    
    The Summary/Protected Information Invoice option is not processed as an accelerated payment, nor should it be used to combine multiple vendor invoices into one Banner invoice record. Each vendor invoice must be accounted for individually in Banner.

• Recurring option should be selected for transactions that require repetitively scheduled payments such as rents. Recurring payments must be for the same dollar amount, interval between payments, and cannot cross fiscal years. Once recurring payments are established, invoices should not be sent to University Payables.

• Check Pickup option should be selected when the check cannot be mailed directly to the vendor. A valid business reason for the pickup request must be provided.

• Wire Transfer box should be checked if applicable.

• Provide the correct Banner Vendor Number, complete Payee Name, and correct Remittance Address to be used for payment.

• Vendor Invoice Number and Invoice Date fields should be completed with the vendor-supplied invoice number and date, or other data required by the vendor, to properly identify and apply the payment when received.

• The correct PO # (purchase order number) must be provided on the form or payment will be delayed. 

• Provide all Department Contact information with the complete name, 10-digit phone, and email. Do not use only a first name or a 5-digit extension as some extensions are used on multiple Universities.

• Business Reason for Special Handling must be clearly stated on the form, meet one of the criteria listed above and be approved by University Payables, or payment will be made according to the Purchase order terms.

• Special instructions must be clearly defined on the form, if applicable.

• Department Approval must be provided for special payment requests.

Instructions on how to properly complete an Electronic Fund Transfer Form

• It is the responsibility of the department/unit requesting the transfer to complete the form. Payees/vendors may supply the necessary banking and account information, but they should not be asked to complete the form.

• Electronic Fund Transfer Forms should be typed or data entered on the Excel form, not hand-written.

• Select Payment Method of Wire Transfer or ACH.

• Provide the correct Bank Account Number of Payee or correct IBAN (International Bank Account Number). Please see IBAN Number Requirements on EFTs to European and Middle Eastern countries.

• Provide complete correct information for all fields in the Payee and Bank information sections. Incomplete information will delay processing.

• Provide the correct Payee Bank ABA Number (for US payments) or SWIFT code (for foreign payments). The Office of Cash Management can answer questions you may have on these codes.

• It is important to enter the correct Amount of Payment in the Currency you are requesting. When a currency other than US dollars is used, the amount of the transaction will be calculated based on the exchange rate currently offered by the University's bank used for processing the payment. Please note that this rate may differ from rates found on currency exchange websites.

• Requested Date of Transfer should reflect the appropriate due date. Be sure to allow enough time to process, complete and confirm the transaction prior to the due date, especially if foreign currency is requested.

• In Additional Reference or Instructions, document any critical data required by the payee to identify the transaction such as a purchase order or encumbrance number, vendor invoice number, or contract number.

• In Additional Bank or Special Instructions, document use of a second bank, bank branch codes or names, or any special notes provided with the EFT instructions.

• Provide a complete name and 10-digit phone number in the Name of person to call if questions field.  This should be a University contact, not the payee's information.

• Department Approval should be an original ink signature or an electronic signature.

• The payment documentation with approval signatures and required back-up must be scanned and submitted by email with the Electronic Fund Transfer Form or payment will not be processed. The Electronic Fund Transfer Form must be the first page of the payment package to identify the special payment process requested or payment may be delayed.

• Please attach any banking instructions received from the vendor.

• The Office of Cash Management is ready and able to assist you if you have questions regarding the IBAN number, SWIFT code, or EFT questions in general. You may contact them at cashmgmt@uillinois.edu or by phone to 217-244-9621.