The University of Illinois System's recent transition to Digital Mailroom (DMR) in iBuy continues our efforts to reduce and eliminate paper-based submissions. In short: less paper, fewer delays, and a smoother process for everyone involved.
To ensure documents are received, processed, and tracked efficiently within DMR, vendors must submit all invoices and credit documents only through the Electronic Invoicing process or via email directly to University Payables at upayvendorinvoices@uillinois.edu, with the exception of foreign vendors requiring a wire transfer as a payment mechanism.
Historically, some units have asked vendors to send invoices directly to them before forwarding the invoices to Payables. While well-intentioned, this extra step can cause delays and occasionally send documents on an unintended journey.
Units may have full visibility and control where it matters. If your team wants to review all invoices or credits in iBuy prior to payment and not just invoices over $50,000, you can set up a department-specific approval queue in iBuy. This allows for appropriate oversight without adding extra handling steps.
To set up a department specific approval queue, notify AITS iBuy Production Support at aitsibuyproductionsupport@uillinois.edu. The Specialty Department Approval queues can be established for a specific Chart-Organization code combination or Chart-Organization-Fund code combination.
With your help, we can streamline processing, reduce manual handling, and keep things moving efficiently—no paper cuts required.
Contact
If you have questions, please submit a Service Request Form to iBuy Production Support.
