University Payables Forms

Q — I have just submitted my Vendor Information Form and would like a copy of the submitted form. It is asking for a password; can you please give me the password?

A — Please forward the email you have received to uivendor@uillinois.edu for faster service. We will then email you a redacted version of your VIF.

Q — I have just submitted my Vendor Information Form and have received an email asking me to submit additional documents. Do I need to do this?

A — This is a general email showing that you have submitted the Vendor Information Form. If you are a Foreign Vendor, this is a reminder that you need to submit a W-8. If you are certified, you can submit your certifications as well. Otherwise, there is nothing else to do.

Q — I keep getting reminder emails that I need to complete a Vendor Information Form. I have already done this, either electronically or via paper. How can I stop the reminder emails from coming?

A — Please go to the bottom of your email requesting the VIF. There is a statement that reads: If you would like to stop receiving these notifications, please "click here". Click on the blue "click here" link and this should stop the requests. If for some reason this doesn't stop the requests, please contact uivendor@uillinois.edu for help.

Q — I have completed my Vendor Information Form and chose that I would like to receive electronic payments option; however, I have not received any electronic payments.

A — In order to receive electronic payments (either ePayables or ACH) A separate electronic payments agreement must be completed. If you have not automatically received an agreement via email, please contact the uiepayments@uillinois.edu and ask that you are sent either an ACH or ePayables agreement. You will need to provide the vendor Id, Vendor name, contact name and contact email address.

Q — I just submitted my ACH agreement, why am I not setup yet?

A — Vendor Services has to review and process the ACH agreement once it has been received. We work on a first come / first serve basis, so may not get to your agreement as soon as it is submitted. If we have any questions regarding the information that has been received, we will reach out to the vendor directly. Our current processing status can be checked on the Payables Processing Status page.
If you have submitted your ACH agreement prior to the day we are currently processing, please feel free to contact us at uiepayments@uillinois.edu

Q — I need to make an address change, do I need to submit a new VIF?

A — If your VIF on file is within 3 yrs and the only change is an address or email update, then a new VIF is not required. Simply send us an email with your changes to uivendor@uillinois.edu. Please attach a copy of an invoice or document with your current information. If your VIF on file is older than 3 yrs, and or your company name and or FEIN (Tax ID) has changed, then a new VIF is required.

Q — I am a Foreign Vendor, am I required to submit a W8?

A — Yes, all Foreign Vendors Must submit a W8 along with their VIF. There are links within the Vendor Information Form to help you decide which W8 you need to complete. Since the Vendor Maintenance team aren't tax professionals, we do not advise on the completion of tax forms. Please contact your tax expert for help in completing these.

Q — Where can I find out if my vendor is on ACH?

A — To "find" the last Vendor Information Form on file in Banner — Within FTMVEND — go to the Additional Information tab under the Status Date field and find the date.

Q — Where do I see if a vendor is setup for electronic payments?

A — To see if an @ vendor is setup for electronic payments in Banner, within FTMVEND, go to the Vendor Types Tab, and look for DD (ACH) or DC (ePayables Virtual Credit Card). UIN's may not all be coded this way in Banner. Please note, that if this is a big Vendor with multiple different BR sequences, there may only be certain BR's setup for ACH. Please look in Foatext or reach out to uiepayments@uillinois.edu for more information.

Q — How does a vendor know if they have been setup?

A — When a new @ Vendor ID has been created for the vendor, the vendor will receive a "Welcome Letter" email the following week after the vendor ID has been created in Banner. The Welcome letter provides the vendor with their Vendor ID, invoice & PO submission rules and links to our electronic payment agreements.

Q — What is ePayables Virtual Credit Card Solution?

A — Our ePayables Virtual Credit Card Solution is the University's preferred method of payment. If the vendor is currently receiving credit card payments from other companies, the ePayables Virtual Credit Card Solution is the way to go. Please be aware that the vendor MUST have a Credit Card Processor for this option.

Q — How does ePayables work?

A — In this payment method, all funds are paid on a virtual credit card issued to the company. Once you (the vendor) are setup within the bank program, you should expect to receive a "Welcome" email on behalf of the University to be sent via email. This email will contain a full dedicated credit card number and expiration date via secure email.

Q — Can I start using my virtual credit card immediately?

A — Please note that the virtual credit card has $0 in available funds until you receive a payment. At that time, a remittance advice email indicating that a payment has been made will be sent to you. This email will include the remittance detail (including check number, each invoice number, each invoice amount and total amount of check) and is sent to the email that you provide to us within the initial setup.

Q — Are there any fees if I leave a balance on my card?

A — Your company is expected to pull the full amount of the funds off of the virtual credit card. There is a small fee for the third-party processor involved (whomever you have dedicated as the card processor). However, your terms with The University of Illinois are reduced to Net 20 Days. Please confirm with the department that the PO is set at Net 20.

Q — Is ePayables just like a credit card?

A — Please note – this credit card does NOT allow you to charge purchases on the card, it is ONLY used as a means of receiving your payment from the University.

Q — I am a foreign vendor, how do I receive my funds?

A — For any Foreign Vendors, please note that funds from the card will be in US dollars. If you can't enroll in the ePayables Virtual Credit card solution, the University also offers our ACH option available to any Vendor with a US bank account.

Q — Can you remind me how to enroll this program?

A — To enroll in this program, an ePayables Agreement must be completed. For any questions on the program please contact uiepayments@uillinois.edu.

Q — What is ACH?

A — Our ACH (or direct deposit) program is for any vendor wanting to receive their funds directly to their bank account. This method of payment is more efficient than a paper check and there are no fees associated with the program. ACH is available for any vendor that has a bank within the United States. For any changes to existing bank information, a new ACH agreement is required.

Q — What is needed to setup ACH?

A — An ACH agreement is needed along with a supporting document (such as a voided check, bank statement or a bank letter). Once we receive the ACH agreement, it is filed in a daily folder. It will then be processed in the order received and setup as quickly as possible. Due to the large amounts of ACH requests, we do ask that if the vendor is only receiving one payment, to please consider a paper check.

Q — What are the final setups?

A — Once we have setup the vendor for ACH payments, an email will be sent to the vendor that ACH has been successfully setup and they should expect all future payments via ACH. If the vendor supplies us with the department contacts name, we will cc the department contact on the email sent to the vendor.

Q — What is the process for new vendors to get setup?

A — For any NEW @ vendor that completes the Vendor Information Form, they will have an option of selecting ACH as a payment method. If they choose ACH, an electronic payment agreement will be automatically sent to their email the day after their Vendor ID has been assigned. They must complete the ACH agreement to be setup for this payment option.

Q — What is the process to setup ACH for existing vendors?

A — For any update vendor or UIN's that would like to get set up for ACH, the vendor and/or department can contact uiepayments@uillinois.edu with the Vendor name, Vendor ID, contact name, and email address, and an ACH agreement will be sent to their email.

Q — How can my vendor get advice on ACH?

A — ACH remittance advice emails can be sent to the vendor if they specifically make this request to uiepayments@uillinois.edu.

Q — How do students and employees get setup with ACH?

A — Both students and employees do need to setup their own ACH information within the system.