Purchase Order Invoice
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.
The Purchase Order Special Payment Request Form is used to request:
- Prepayment or down-payment on purchase orders, when the down payment is part of the terms and pricing negotiated by Purchasing. A deposit requires a separate line on the purchase order.
- Check pick-up by the department or other authorized person. A valid business purpose is required.
- Recurring payments for repetitively scheduled payments such as rents, leases, or janitorial payments.
- Payments for protected information invoices, or to use a summary page for large invoices (over 50 pages).
- 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.
Note: Special Payment Requests should only be used as an exception for payments that require one of these special needs. It is not to be used as a daily payment process.
Forms received by University Payables which do not meet the above criteria will be processed per the terms established on the purchase order. Check pick up will not be available unless a valid business reason as to why the check cannot be mailed is provided with the Special Payment Request Form.
Processing
Incomplete forms and forms without substantiating documentation will be returned to the requestor.
University Payables Payment Operations will make every effort to process payment in a timely manner. Units should submit requests as soon as possible to avoid delays.
If a sufficient business purpose has been provided and approved by Payables, Special Payment Request checks will be printed for pickup at Urbana-Champaign or Chicago only.
Invoice Payments by Electronic Fund Transfer (EFT)
Electronic Fund transfer (EFT) (also known as Wire Transfers or ACH Payments) are initiated through University Payables by the submission of an original completed and signed Electronic Fund Transfer Form along with the original Request a General Encumbrance/Wire Transfer Payment with back up documentation attached of original vendor invoice, purchase order, or contract.
The Electronic Fund Transfer Form is used to:
Use of the form is appropriate for the following situations:
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Invoices from vendors requesting payment in a foreign currency
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Seminar and conference registrations in foreign countries
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Study Abroad Program support
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University-related travel
Instructions on how to properly complete an Electronic Fund Transfer Form
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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.
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Electronic Fund Transfer Forms should be typed or data entered on the Excel form, not hand-written.
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Select Payment Method of Wire Transfer or ACH.
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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.
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Provide complete correct information for all fields in the Payee and Bank information sections. Incomplete information will delay processing.
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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.
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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.
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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.
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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.
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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.
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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.
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Department Approval should be an original ink signature or an electronic signature.
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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.
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Please attach any banking instructions received from the vendor.
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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.
Submission
Email Electronic Fund Transfer Form and documentation as .pdf or .tif attachments to obfspayments@uillinois.edu. Include "EFT Request" in the subject line of the email.
If the forms and substantiating documentation cannot be emailed to Payables, they can be faxed to 217-239-6840. However, if the fax is illegible, processing delays can occur.
All original signed documents must be retained in the department files and available for audit review.
Requirements on Electronic Fund Transfers (EFT) to European and Middle Eastern Countries
Most EFT payments to European or Middle Eastern countries will require an IBAN number. The IBAN (International Bank Account Number) is a standardized format for a number that includes the country identifier, bank identifier, branch identifier and personal bank account. The IBAN should not be confused with the bank's SWIFT code that identifies only the receiving bank. The SWIFT code is also required for a successful EFT to foreign countries.
The Electronic Fund Transfer Form has a field to accommodate this requirement. Failure to provide the IBAN will result in processing delays until an appropriate IBAN can be obtained. Please note that foreign draft requests do not require the use of an IBAN.