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Vendor Payment Forms

Vendor Information Forms

• 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.
  • Using Adobe Sign submits the form via email.
  • Review the Vendor Information Form job aid for more assistance.
• Vendor Information Paper Form
  • Use the paper form only if the form must be mailed.
  • Please allow extra time for processing of paper forms.
• Check the Payables Processing Status of Vendor Information Forms.
• Use the Contracts Forms if the transaction with the University will be a No Funds or Receivable Contract.

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: 11/15/12]

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.