Payments to Individuals with University Identification Numbers (UINs)
When a payment must be made to an individual who has an affiliation with the University of Illinois System and has a current iCard, but is neither a student nor an employee, review the Banner Vendor ID and Address Query job aid to determine if the UIN already exists in Banner.
When the UIN Does Exist in Banner
Determine if the UIN belongs to a current student or a current employee. If there is a UIN, you must verify that the active address on file is correct before proceeding with the payment. If the address is not correct, you must work with the individual to update their address via My UI Info/Student Enterprise System before proceeding with processing the payment.
When the UIN Does Not Exist in Banner
Check to see if the ID is active in FTMVEND. If the UIN does exist, verify the active address on file is correct and then proceed with the payment. If the UIN does not exist in FTMVEND or the active address is incorrect, you must have the individual complete a Vendor Information Form.
When the UIN does not exist in Banner, the unit should work with University Payables Vendor Maintenance and iCard to have the UIN pulled into Banner for payment processing. To do so, the unit adds the UIN to the Banner Vendor Number field in the upper right corner of the current Vendor Information Form and completes the UI Department Requesting Information section prior to forwarding the form to the individual to complete.
The individual must complete the following information:
- Name (first/middle/last) must be entered exactly as it is listed on their iCard
- Birthdate must be provided
- Individual completes and signs the form then sends it directly to the UPAY Vendor Maintenance Group per the instructions on the form
Vendor Maintenance will create an @ ID in Banner, which will be merged with the UIN by iCard. Once the UIN appears in Banner, the @ ID is no longer valid.
If a Merge is Needed
If a unit has several individuals which require a merge, the unit should maintain a spreadsheet with the following information: Last name, First name, Middle Name, Birthdate, UIN, Vendor (@) ID. The unit should send this spreadsheet to the UPAY Vendor Maintenance Group (uivendor@uillinois.edu) once the Vendor Forms have been processed to confirm that all merges have occurred.