Vendor Contract Refresh

Procurement and Payables

January 2025

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Contract and PO Guidance

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Contract and PO Guidance

Overview

What’s Changing?

• P2P has established a threshold with defined specialty exceptions for when a contract is required.
• Note: A department can request to establish a contract with a supplier, regardless of dollar value through the contract request process.

Service Engagements

valued at

< $10K

Goods / Equipment

Purchases valued at

< $100K

Specialty Exceptions

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> $0K

Departments can proceed with issuing a Purchase Order only for;

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Contract and PO Guidance

PO Only

When can I just use a PO?

• Except for the specialty expectations, a contract is not required and a department may proceed with a PO for services < $10,000 and goods/equipment purchases < $100,000. Examples of PO Only engagements include;

Travel, Events, and Entertainment

IT Software and

Hardware

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General Goods and Services

• Costume Designer
• Editor / Editing Services (ex: literary, video, audio, sound, text, etc.)
• Expert Advisors
• Gallery / Exhibit Coordinator
• Graphic Designer
• Indexing / Cataloging Services

• Marketing / Promotional Services
• Piano Tuners
• Printing Services
• Professional Coaching
• Production Manager
• Proofreader
• Prop Artisan

• < 100 attendees, no rooftop venue, boat charter, no undergrads or minors present, and hosted at a U.S. location*
• Restaurant reservation and NYU is not renting space

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• Peripheral devices/hardware (e.g., desktops,, standard laptops)
• AV equipment, no installation
• NYU IT approved software solutions

• Research - Reviewing Articles
• Set Designers
• Stage Managers
• Translation / Native Speakers
• Training Services
• Writers
• Goods & Equipment w/ no installation

Procurement reserves the discretion to determine if a contract should be in place for any given transaction.

*Updated April 2025

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Contract and PO Guidance

Contract Always Required

When do I need a contract regardless of dollar value?

• Defined specialty exceptions for when a contract is required, REGARDLESS of dollar value due to operational risks, cybersecurity and data privacy risks, legal and compliance risks, and financial risks.
• Exceptions are based on the type of good/service AND/OR a component that requires additional approvals and/or contract terms. Examples included;

Type of Good / Service

Component of Good/Service

• Data is collected, accessed, shared, or transferred
• Product or service that integrates with NYU’s systems
• Supplier has direct contact with minors and/or students
• Non-U.S. Supplier / Services performed outside the U.S.
• Environmental Health and Safety factors
• University Intellectual Property, Non-Exclusive Rights
• Use of NYU Name / Trademark
• Supplier working with NYU building infrastructure (e.g., water lines, electricity, HVAC)
• Delivery w/ installation and assembly
• On-going maintenance or training services
• Installation of lighting, sound equipment, stages, or temporary structures

Events & Entertainment: Venue/Facility Rentals, Catering, Hotel Room Blocks, Entertainment, Travel and Event Management

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IT Software and Hardware

• Software, Applications, Tools, Systems, Hardware, or Professional Services agreements (ie., website development, computer coding, etc.) that collect, process, transmit data or integrate with other systems.

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General Goods and Services:

• Artists (i.e., visual arts, music, performance, writing, or design)
• Acting / Dance Coaches
• Campus Safety Services
• Executive Search Services

• Guest Speaker / Lecturer
• Interim or Temporary Staffing
• Photographer / Videographer

Examples

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Contract and PO Guidance

Honorariums

What’s Changing?

• Established a threshold for honorarium payments of $2,500, per occurrence.
• Exception: If an honorarium is greater than $2,500, the Fiscal Officer is required to sign the Honorarium Form.
• The Honorarium Form has been updated to reflect this guidance and will be available to download on the new P2P website. The policy will be updated in 2025.

When to use an Honorarium Form:

An honorarium does not involve contractual obligations. An honorarium is a one-time gratuitous payment made as a gesture of goodwill and expression of appreciation for individuals who are contributors in University events (e.g., symposia, lecture series, or professional conventions).

When to use a Guest Speaker Agreement:

When engaging an individual who is obligated to perform speaking services, such as delivering a lecture, keynote, or presentation where the individual is committed to providing the specified services on a particular date and time at an agreed upon rate.

Note: A contract request is NOT needed for Honorarium payments - Honorarium forms should continue to be attached to the honorarium payment request in iBuy.

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Contract Template Expansion

Contract Templates

What’s Changing?

• New templates available for campus to leverage. The Services Agreement Template (formerly Independent Contractor Agreement, MSA), will now be prepared by Procurement.
• When requesting non travel/event services, use the PO Scope of Services template to attach to PO Only engagements and use the SOW template to attach to your contract request.

Statement of Work [SOW]

Guest Speaker Agreement

Entertainer Agreement

Use when:

For use when requesting non TE&E services on a contract to define the scope, deliverables, timelines, and terms of a specific engagement.

Use when:

Engaging an Individual or a business to speak, lecture or present on one or more topics.

Use when:

Engagements for musicians, bands, DJs and other performers.

PO Scope of Services

Use when:

For use when requesting non TE&E services on a PO to define the scope, deliverables, timelines, and terms of a specific engagement.

Templates will be available for campus on the P2P FinanceLink Buying and Paying website.

New

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