Vendor adds for Acquisitions go through Dustin. The process takes roughly a month. Dustin will need a vendor contact to send the form to. 

Vendors cannot bill or send us any materials until they have been established in Banner and we have sent them a PO (unless we are paying by credit card). Vendor records must be created in the University’s Banner system before we can place an order with that vendor.  To do so, a vendor form must be filled out. The form is a PDF document that can be downloaded from:https://www.obfs.uillinois.edu/forms/banner/ both versions of the form can be found at the bottom under Vendor Setup and update.

Note: You want to send the vendor the smart form first, if they email you back and say that they cannot get the smart from to work then it is okay to send them the paper form.

The procedure to follow will be different depending on whether the vendor is a domestic vendor, a foreign vendor that is a company, Tax Exempt Organization, or a foreign individual.

Vendors we pay via credit card cannot store the card information at all.

Domestic Vendors

1. Fill out the part of the form under “UI Department Requesting Information”. Note:Do not fill out any other part of the form outside of the Requesting information.
2. Send the form to the vendor to fill out the rest of the form.  Send it by email if possible. If you are unable to send them the form via email you will have to print a copy of the paper form then, fax it directly to them, or send it by postal mail.
   
   To email the form:

• After filling out the top section of the form, go to File / Save As.
• Save the file to G:\AcqCatPres\Acq\Voyager\Banner New Vendor Adds or to your desktop and click Save.
• Open your email client.
• Compose a message (remember to state that the smart form will not work with Google Chrome) to the vendor using the email address they have provided to you.  Write a short note asking them to fill out the form, and remind them to fax the form to 217-239-6850 or mail to (Vendors should not email the form back to you see below about what to do if they do)

  Vendor Maintenance Section

  Illini Plaza Bldg, Suite 210, MC-660

  1817 S. Neil Street

  Champaign, Il 61820

          Note: This information can be found at the bottom of the smart form once it has been fully filled out or the first page of the printable form.

• Attach the vendor form to the message.

Foreign Vendors – Companies, Individuals, or Tax exempt Organizations.

1. Fill out the part of the form under “UI Department Requesting Information”.
2. Again send the form to the vendor to fill out but ask them to fill out the appropriate W-8 from.  Links to the W-8 from can be found at the end of both the smart and Paper form.
   1. If the vendor is having issues accessing the W-8 forms then you can download and send a copy of the different forms from these links or send them the links.
      1. Individuals:
         1. Instructions: https://www.irs.gov/pub/irs-pdf/iw8ben.pdf
         2. W-8 Ben Form: https://www.irs.gov/pub/irs-pdf/fw8ben.pdf
      2. Companies:
         1. Instructions and W-8 BEN-E: https://www.irs.gov/pub/irs-pdf/fw8bene.pdf
      3. Tax Exempt Organizations:
         1. Instructions: https://www.irs.gov/pub/irs-pdf/iw8exp.pdf
         2. W-8EXP: https://www.irs.gov/pub/irs-pdf/fw8exp.pdf

• Note:  These forms may or may not be updated every year and can even be update multiple times during a year.  So always download a new copy if you need to send it to a vendor.

After you send the Vendor form out.

1. Sometimes the Vendor won't read the directions so instead of faxing or mailing the forms they will email the complete form back to you.
   • E-mail is not consider a secure form of communication by the University, so technically you should e-mail the vendor back and request that they either fax the form to the number stated above or mail it to the address above.
     • However since they have already sent the forms back to you via email go ahead and print them out and take them to HR were you will fax the forms to OBFS.( Remember to dial a 1-217-239-6850 the fax machine in HR already puts the 9 in but still needs the 1 to complete the fax)
     • Shred the forms after you have successfully faxed them over to OBFS.
2. Other times Vendors will forget about the forms or just completely fail to fill them out.  If this happens, try to contact the vendor every month till they respond.
   • If the delay goes to long talk to the requester to find out if there are other options for getting what they want.
3. In the case that the vendor follows directions or if you have to fax the from over yourself you will eventually get an email from OBFS which will be one of two things.
   • One there was an issue with the forms and OBFS has emailed the vendor and copied you.
     • If this happens, OBFS and the Vendor exchanging emails until the issue is resolved. 
   • Two, OBFS contacts you with a vendor code for the vendor.  (This number may or may not start with an @ sign.)