Independent Contractors

Process Description / Outline

1. Independent Contractors must comply with NYU’s policy

2. iBuy must be used to issue payments. A Purchase Order (PO) is required before the work commences. Reimbursements cannot be used via iTravel (Concur) 

3. A Master Independent Contractor Agreement is required

4. A ‘scope of work’ should be included that details the work deliverable and the pay rate (per hour, per word, per chapter, etc)

5. ‘Guest reimbursements’ in iBuy may only be used for reimbursements and not for work performed

6. Insurance is required for all independent contractors (even for work off-campus)

7. Insurance waivers may be requested via an online form, but are typically only granted for one-time assignments and not extended assignments and are never granted after the work has commenced

Policy Guidelines

• Summary PowerPoint (FAS)

• Detailed PowerPoint (NYU)

• Full Policy (NYU)

Training Resources

• Monthly Zoom sessions are offered by NYU Purchasing and Insurance (typically the 1st Wednesday)

• Zoom training recording 

• Minimum Insurance Matrix 

Access and Exception Requests

• Independent Contractors must be onboarded into iBuy as a new supplier. The requirements for suppliers ‘as individuals’ are different to suppliers ‘as companies/entities’ (see tip sheet)

• Insurance waivers may be requested via an online form, but are typically only granted for one-time, low risk assignments and not extended assignments and are never granted after the work has commenced 

FAQs

1. How long does it take to set-up an Independent Contractor in iBuy?

   1. Onboarding into iBuy and the insurance review/waiver steps are separate processes. Specifically, the vendor can be onboarded and active in iBuy before the insurance review/waiver steps are complete

   2. NYU Insurance requests a minimum of 15 business days prior to the start of vendor’s engagement for insurance waiver requests