Payment Action Requests

The Payment Action Request Form is used to submit requests for check or direct deposit payment problems that require an action for resolution. Options included:

• Cancel Payment - Cancels payment and all associated invoice transactions

  • Requires a stop pay request placed and confirmed at bank

  • Signature required if original check not attached

  • Reverses all original transaction postings

  • Used for cancelled events, incorrect or duplicate payments, and payments that require a new transaction with signature approvals to reissue (wrong payee or change in approved voucher amount)

• Cancel / Re-establish Payment - Cancels payment and resubmits invoice transactions for payment using the same original invoice transaction number

  • Requires a stop pay request placed and confirmed at bank

  • Signature required if original check not attached

  • Reverses all original transaction postings returning invoice transaction back to an in process status for correction and completion

  • Used to replace lost or damaged checks

• Proof of Payment - Request cashed check copy or proof of ACH deposit

  • No signature required

  • Proof of payment information will be sent within the University via the Protected Email Attachment Repository Application (PEAR) [PEAR Job Aid]

Instructions on how to properly complete a Payment Action Request Form 

• Download the Payment Action Request Form directly to ensure use of the most recent version of the form.

• Requestor Information: Provide the complete Requestor Name, Email, 10-digit Phone and Fax numbers and the date of request.

• Department Information: Provide the Department Name and Organization Code.

• Payment Information: Please provide as much of the Payment information as possible including Payment Document Number, Payment Date, Payee Name, Banner Vendor ID number, and Payment Amount(Contact Customer Service with questions, 217-333-6583).

• Invoice Document Numbers: Some checks may have more than one invoice payment included in the check total. List each Invoice document number and amount in separate fields on the form.

• Action Requested: Check the appropriate option requested. (Refer to table under Guide to Identify Action/Reason below.)

• Reason for Request: Check the most appropriate reason listed for your request. If you select "Other", please explain. (Refer to table under Guide to Identify Action/Reason below.)

• Payee Signature Statement: If the original check is not attached, the payee certification signature is required before a stop payment can be submitted for the cancel and cancel / re-establish options. Departments may sign for the payee if they have communicated and confirmed agreement with the payee through other means.

• Special Instructions: Use this field to include any special notes or comments pertaining to this payment action request.

• Verify Correct Payee Address: Use this field to provide corrected address for replacement payments. Payee names can NOT be changed only addresses.

Guide to Identify Action/Reason

When identifying the action to request and the reason for the request please use the following guide:

Submission

It is important to return the check for destruction whenever possible. 

• If original check is attached: The completed Payment Action Request Form should be printed and mailed to:

  University Payables Support Operations
  Illini Plaza Building Suite 210, MC-660
  1817 South Neil Street
  Champaign, IL 61820

• If original check is not available: The completed Payment Action Request Form should be printed, signed, scanned, and emailed to UP-ARS@uillinois.edu.

• Proof of Payment Options: No signature is required. The completed Payment Action Request Form may be mailed or emailed as listed above.

Questions: Contact University Payables Support Operations at UP-ARS@uillinois.edu or phone 217-333-6583. Chicago, Rockford, and Peoria campuses may call toll free at 888-872-9953.

Last Updated: December 17, 2013