Paying Vendors

Vendors are all non-NYU employees working for profit at NYU. A vendor can be both an individual or a business. Independent Contractors are defined as individuals who are not employed by NYU but will be paid for services provided to NYU and operate under their Social Security Number (SSN). Businesses are legal entities that operate under an Employer Identification Number (EIN) to provide goods and services. NYU treats both independent contractors and businesses as suppliers, and they must have a profile in the iBuy NYU system. Payments for services CANNOT be reimbursed and must be paid by NYU directly. Any intended payment to an independent contractor or business must be brought to the attention of ISAW administration before work is performed.

Payments to independent contractors or businesses should be discussed with before any work commencing. Thirty-day notice is recommended. To request payment to an independent contractor or business, contact  and provide the following information, when appropriate:

Contractors/Consultants – Onboard/Contract/Invoice:

A PDF version of this page is also available.

The Finance Team wants to outline the four steps you must always take to initiate work and payments of ALL vendors/contractors/workers etc. Please also remember that NYU can take anywhere from 5 to 60 days to pay an invoice once the steps are complete. This is done based on the type of vendor as well as the payment choice. When NYU makes payment to a vendor is beyond our control. However, we do ask for payments to be expedited wherever needed.

Requestor (Faculty/Scholar) Steps to Follow: 1. Email 2. Vendor info 3. Contract/Quote 4. Invoice
Step 1. Email ISAW Finance Team () with requests and explain how we can assist.
Step 2. For New Vendors to iBuy/NYU - Provide the name, email & phone number of the vendors/contractors/workers you wish to work with to request they be sent an email to onboard into iBuy. Onboarding isn’t complete until the vendors/contractors/workers finish all related questions in iBuy. They will be sent a confirmation of completion from NYU.
For existing Vendors, provide their names.
Step 3. Provide an executed contract for work to be performed. There are two forms; NYU Consultant Agreement- vendors, performing work in the US & Statement for Services Performed Outside the United States- vendors performing work outside the US. Please use the correct form.
Step 4. All work performed outside the U.S. will require an Insurance Waiver Request. Once the Procurement Department approves the contractors’ information in i-Buy, they will receive an email request for a certificate of insurance. Requests need to be submitted before the start of the contract. The vendor should not be engaged before waivers are granted and/or proof of insurance is received. Requests will not be considered if the vendor has already begun work for NYU.

Step 5.Provide an invoice for payment by emailing it to .

When requesting work with an Independent Contractor:

  • Details on the work to be requested giving the business purpose for the expense and indicating the accounting expense will be charged to
  • Consultant’s full contact information (if not already registered in the i-BUY system)
  • NYU Consultant Agreement - Completed by the contractor and reviewed by the Project Manager (ISAW individual requesting the work).
  • For independent contractors who are not U.S. citizens or permanent resident aliens and all, or a portion, of the services performed are performed outside the US, provide a completed "Statement for Services Performed Outside the United States."

 

When requesting work with a Business:

  • Details on the work to be requested giving the business purpose for the expense and indicating the accounting expense will be charged to
  • Business’s full contact information (if not already registered in the i-BUY system)
    And
  • A contract from the business outlining the work to be completed  NYU Consultant Agreement - Completed by the contractor and reviewed by the Project Manager (ISAW individual requesting the work).

After receiving the requested information, the Project Manager will communicate with the supplier and submit the documentation to ; the Financial team will onboard and submit their documentation to NYU for execution.

Project managers (ISAW individuals requesting the work) may be required to confirm receipt of goods or services after receiving the invoice. At this point, ISAW Financial team will notify them. See the i-Buy NYU tip sheet on Receiving Goods and Services for instructions on completing that task in the i-Buy NYU system.

Note: Independent contractors already employed by NYU are deemed employees. Note that paying an NYU employee for any services will be considered additional compensation and charge 30% fringe. Additional compensation to NYU employees must be discussed with  well before the request for compensation.

If you don't find the information you need here, email  directly for assistance.