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Urbana planning staff warns of fake invoices targeting applicants; offers verification steps
Summary
Planning staff told commissioners they have detected scammers repackaging public application details into fake invoices sent from spoofed addresses that mimic the City's planning inbox; staff urged applicants not to pay and said the department will update email signatures and redact identifying details in public postings.
Planning Division staff warned the Urbana Planning Commission on Saturday that applicants have been targeted by a fraud scheme that repackages public application details into fake invoices and sends them from spoofed email addresses that appear to be the planning inbox.
Staff described how website-posted packets are crawled and used to create convincing invoices that include city branding and memo language. The fake invoices have requested electronic transfers for "several thousand dollars," staff said, and have used wiring instructions, which differs from the Planning Division’s normal payment process.
"If you receive an invoice from the planning division or the City of Urbana by email, it is likely a fraud," a staff member said, advising applicants never to pay without verifying by phone. Staff listed the Planning Division’s usual payment points: payment at the beginning of the application and, if applicable, later bills for legal ads, News-Gazette publication or recording fees—most payments generally fall under $1,000.
Planning staff said they are working with IT and will implement best practices, including updating email signatures to include warnings and redacting portions of applicants’ names from public-facing documents to reduce risk. Staff urged commissioners to spread the word to applicants and the community.
Staff also provided a hiring update during the meeting: the principal planner position is posted with a priority deadline of Jan. 23, and a Planner I will begin Jan. 26, joining from South Bend with a historic‑preservation background.
What staff recommends: Do not wire funds in response to emailed invoices; verify any payment requests by calling the Planning Division; contact staff if you are unsure.
