Information for Prospective & Existing Suppliers
Prospective and existing suppliers can learn more about conducting business with NYU Langone Health.
COVID-19 Policies for Vendors and Suppliers
All contractors are expected to comply with NYU Langone Health’s COVID-19 policies and are required to receive the first dose of the COVID-19 vaccine by September 27, 2021, and the second dose by October 25, 2021. If necessary, contractors must contact their employer to seek a medical exemption. NYU Langone reserves the right to review any approved exemption to ensure that we can accommodate that exemption.
Any contractor who is not fully vaccinated is required to take a biweekly nasopharyngeal polymerase chain reaction (PCR) test. If a contractor does not take their biweekly PCR test, they will be removed from the premises.
Information for Prospective Suppliers
Any payee by NYU Langone is considered a supplier. NYU Langone only pays approved suppliers. Approved suppliers are those companies NYU Langone wishes to do business with that:
- have completed an electronic New Supplier Application
- have provided a current Form W-8BEN or W-9 during that process
- are not under federal indictment or under other financial sanctions
If an individual passes the requirements of an independent contractor, as defined by the Internal Revenue Service, and is not engaging in services that may be considered employment, he or she may complete an Independent Contractor Questionnaire that will be approved and evaluated by NYU Langone.
Payee Registration and Management
All suppliers and service providers, also referred to as payees, must be invited to register with PaymentWorks. Existing payees who do not have a PaymentWorks account must request an invitation from their contact at NYU Langone.
PaymentWorks invitations are reviewed by the appropriate parties within the organization, which are dependent upon the type of goods or services provided. PaymentWorks registration requires tax ID information, banking information, and any other key data that is necessary to validate the identity of the payee. It is critical that payees complete the registration process accurately and in a timely fashion. PaymentWorks validation specialists review all payee registrations. After registration is approved, payees can manage their account information as needed. For PaymentWorks support, email firstname.lastname@example.org.
Terms and Conditions
Even when a contract is signed, NYU Langone requires a purchase order (PO) in order to facilitate payment of invoices. Purchase orders must be referenced on every invoice. Orders for goods and services must be made via PO, or a contract supported by a PO, and placed by our purchasing department. Department personnel may only place orders provided they have a standing PO for services.
Purchase Order Acknowledgements
NYU Langone requires that suppliers acknowledge POs, including POs for services to be used for billing. Suppliers not having accurate PO numbers will result in delay of processing of invoices and payment.
NYU Langone’s standard payment terms are 45 days for new suppliers, unless consideration is offered in the form of contract pricing, in which both consideration and payment terms shall be agreed upon upfront in the contract. It is permissible to have standard payment terms established for a supplier and subsequent contracts, depending on the goods and or services provided, may carry nonstandard payment terms.
NYU Langone’s supplier credentialing program is a mandatory program designed to ensure the safety of our patients and staff while conducting business with outside companies. This also insures that the companies that NYU Langone does business with are not a risk to the financial well-being of the institution and that NYU Langone Health meets its obligations to the regulatory and compliance laws of the industry.
Vendormate is a company that is responsible for gathering, compiling, reviewing, and storing data from suppliers to ensure they meet the criteria to maintain the ability to do business with NYU Langone. We request that all suppliers register with Vendormate. Even if the vendor does not come on site, we request that the vendor register and be compliant with the program, which carries an annual fee, none of which is paid to NYU Langone.
NYU Langone requires goods and services be billed on unique invoices, in a manner that does not lead to duplicate invoicing. The following key fields must be present on an invoice in order for it to be applied to a PO for payment:
- company name
- unique invoice/document number
- invoice date
- PO number
- a description of services or the quantity and price of goods delivered
- remittance address, even required when payment is by Automated Clearing House (ACH)
Invoices, with a PO number referenced, should be submitted electronically. Based upon the anticipated volume of activities, we ask that you either participate in one of our established programs for submitting invoices or that you email PDF images, with each invoice being its own PDF document, to the email address that corresponds with your entity: NYU Langone Health to email@example.com or NYU Langone Hospital—Long Island to firstname.lastname@example.org. Suppliers should not send invoices to individual departments within the respective organizations or their satellite offices, as that will further delay processing and payments.
NYU Langone issues payments for invoices based on vendor net terms, or when applicable, net terms specified in a contract as evident on an NYU Langone-issued PO. In support of go-green initiatives and in an effort to reduce the risk of lost checks, we encourage our vendors to take advantage of electronic payments via the United States American Bankers Association ACH. A remittance notification is emailed for every disbursement detailing the invoices paid on the ACH payment.
Environmental and Socially Responsible Procurement
NYU Langone prides itself on efforts to be as environmentally and socially responsible as possible.
View our full terms and conditions.