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 Service Agreement (formerly Independent Contractor Agreement, MSA) is required and will not be prepared by Procurement

   • A contract request must first be submitted via Contracts+.  Use the Statement of Work (SOW) template with the contract request

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

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

5. Suppliers will no longer be asked to answer insurance questions during the supplier onboarding process.  If insurance is required, the third-party service (Ebix) will reach out to the vendor on behalf of NYU

6. Contract Requestors will be involved only if the vendor is unresponsive after five attempts to contract the supplier

7.  Risk Management involvement will solely be managed by the P2P Contract Manager assigned to the new contract request

8. Suppliers/individuals will only be required to submit a certificate of insurance for high risk contracts, or moderate risk contracts flagged by P2P/RM

9. Once a contract is fully executed a requisition must be created in iBuy to initiate the Purchase Order (PO) process

Policy Guidelines

• Summary PowerPoint (FAS)

• Full Policy (NYU)

Training Resources

• P2P Vendor Contract Resource

• Zoom training recording 

• Minimum Insurance Matrix 

Access and Exception Requests

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

• Insurance waivers will now be granted during the contracting process.

• If a supplier cannot meet NYU's insurance requirements, the P2P Contract Manager will escalate to Insurance Programs for review and approval of a waiver.

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. Allow at least one month in advance of the contract start date, especially for contracts with high risk elements. Refer to the P2P Contract Risk Matrix to review the various risk levels.