Frequently Asked Questions

Employees vs Consultants (Independent Contractors): The University classifies and pays individuals who provide services as Employees unless the nature of the services and other circumstances satisfy the criteria for Independent Contractor status. Columbia University hires Consultants and Service Providers to accomplish the objectives of the University when such Services are specialized, highly technical, and commercially available and cannot be economically or satisfactorily performed by University employees as part of their normal duties.

An individual or company receiving a portion of the funds from the sponsored project is considered a consultant if he/she/it:

•Is an expert advisor;

•Is paid for time spent on a fixed hourly/daily basis, which includes travel expenses, supplies, etc.;

•Is using his/her/its own equipment and materials, not equipment or materials from his/her/its institution, for the work on the project;

•Is providing services that are specialized, highly technical, and commercially available;

•Is considered to be paid a “fee for service” whose work and IP belong to Columbia University;

•Pays his/her/its own taxes on earnings from the project;

•Is not employed by Columbia University in any other capacity; and/or

•Is not involved in programmatic work on the project; including project deliverables such as reports.

The Internal Revenue Service (IRS) analyzes specific characteristics, such as behavioral and financial control and the relationship between the employer and the individual performing services. An example of behavioral control is when the Department/School provides direct instruction/supervision of the contracted provider. Service Providers are Independent Contractors and as such are not overseen by the contracting party in this manner. They supervise their own actions to accomplish the goals and expectations articulated through an agreement and Scope of Work.

Resources:

Classification of Independent Contractors versus Employees

Process – Consultants Service Providers Supporting Documents/Forms

Subrecipient v. Contractor Classification Form

The description and instructions below go along with the image below - Please click on the image below to see it in full size as you read this guide. 

1. Total Direct Expenses > Current Estimate: The value represents the total annual budget for the given fiscal year

2. Total Direct Expense > Actual to Date Month: Any transactions that occurred in the given month being reported on will be reflected in this column. If there is any spending that occurred on your account in the given month, a PDF of the detailed spending by category will be attached for your review.

3. Total Direct Expense > Actual to Date Year: Any transactions that occurred in the given fiscal year being reported on will be reflected in this column. Please note: the fiscal year begins on 7/1 and ends on  6/30.

4. Total Direct Expense > Balance Before Commitment: This line reflects your balance before any commitments such as Open Vouchers and Encumbrances and (more details below).

5. Total Direct Expenses > Open Vouchers: Please refer to any category where the "open vouchers" column is populated. This reflects pending reimbursements and/or invoices for that category.

6. Total Direct Expenses > Encumbrance: Please refer to any category where the "encumbrance" column is populated. This reflects a commitment (usually a Purchase Order or salary) for that category.

7. Total Direct Expenses > Budget Balance Available: This value reflects your balance after Encumbrances, Open Vouchers and Salary/Fringe totals. So it includes all PO's, commitments, reimbursements, salary charges and more accurately reflects the actual budget left to spend on the account. 

Please click the image to see it in full size!

The description and instructions below go along with the image below. (Please click on the image below to see it in full size as you read this guide)

1. Total Direct Expense > Project Budget: This value represents the budget allotted for direct expenses on your account. Please note: depending on the payment schedule for the award this may only reflect a portion of the overall project budget.
2. Total Direct Expense > Actual to Date Month: Any transactions that occurred in the given month being reported on will be reflected in this column. If there was any spending that occurred on your account in the given month, a PDF of the detailed spending by category will be attached for your review. 
3. Total Direct Expense > Balance Before Commitment: This line reflects your available balance before any commitments such as Open Vouchers and Encumbrances and (more details below). 
4. Total Direct Expenses > Encumbrance: Please refer to any category where the "encumbrance" column is populated. This reflects a commitment (usually a Purchase Order or salary) for that category. 
5. Total Direct Expenses > Accruals or Open Vouchers: Please refer to any category where the "open vouchers" column is populated. This reflects pending reimbursements and/or invoices for that category.
6. Total Direct Expenses > Budget Balance Available: This value reflects your available balance after Encumbrances, Open Vouchers and Salary/Fringe totals. It includes all PO's, commitments, reimbursements, salary charges. This column most accurately reflects the available balance left to spend on the account. 
7. Current F&A Base and Rate: The indirect cost rate being charged on the award. 

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Travel ‐ Reimbursable Expenses

• Baggage handling
• Storage expenses
• Business office expenses
• Business‐related calls and faxes
• Up to 3 personal calls per day of reasonable duration
• Currency conversion fees
• Reasonable gratuities to porters, bellhops and other service personnel
• Internet access
• Laundry or cleaning expenses on trips lasting over 5 days
• ATM fees and traveler check fees
• Ground transportation
• Parking and tolls
• Travel change/cancellation fees (if required for business needs)

Travel ‐ Non‐Reimbursable Expenses

• Airline or VIP club membership dues or one-day admission fees
• Airphone usage
• Baby-sitting
• Barbers and hairdressers
• Clothing or toiletry items
• Internet charges at home
• Excess baggage costs related to personal property
• Expenses related to vacation or personal days taken before, during, or after a business trip
• Frequent Flyer Miles (Travelers will not be reimbursed for airline tickets purchased, partially purchased or accommodations and upgrades obtained using frequent flyer miles)
• Travelers will not be reimbursed for credits issued by an airline from personal travel used to purchase airline tickets for business travel
• Credit card and Airline Rewards program/points
• Gift cards as a payment mechanism should not be used for travel and business expenses as they will not be reimbursed
• Helicopter services for local travel/entertainment
• Laundry or cleaning expenses on trips lasting five (5) days or less, unless emergency circumstances are documented
• Loss or theft of cash advance money or airline tickets
• Loss or theft of personal funds or property
• Lost baggage
• Luggage and briefcases
• Magazines, newspapers, personal reading materials
• Medical expenses while traveling
• Mini-bar alcoholic refreshments
• Movies
• “No show” charges for hotel or car service
• Online auction sites
• Personal entertainment
• Pet care
• Recreational expenses
• Saunas, massages, spa visits
• Shoe shines
• Souvenirs or personal gifts
• Snacks
• Tips in excess of 20% 

Employee Entertainment Expenses:

Reimbursable Business Occasions

• Dissertation defense
• Promotion
• Welcoming a new hire to the University
• Leaving the University
• Years of Service/Retirement
• Graduation of an employee/student
• Awarding of tenure
• Publication
• Event or performance opening
• Sabbatical
• Recognition of achievement, departmental goal, honor, or thank you

Other Reimbursable Employee Entertainment

• Departmental celebration of a holiday
• Collective celebrations of birthdays
• Congratulations on business related individual achievement

Non‐Reimbursable Employee Entertainment

• Showers for birth or adoption of baby
• Engagements, weddings, anniversaries,
• Individual birthday celebrations
• Congratulations on personal related individual achievement

The TBER form is complex, with numerous fields and tabs, but you only need to complete a few sections.

Please complete only the following sections on the TBER form:

(T&B tab)

• Travel or Business Expenses
• First dat of expense and travel end date
• Employee (payee name)
• Payee's home address
• Payee's signature
• Overall business purpose
• Itemized expenses descriptions

(Avg Rate Tab) Currency Conversion Worksheet:

• Payee Name
• First date of the expense exchange rate
• Last date of the expense exchange rate
• Description of expenses

The remaining boxes will be complete by the department.

Link to the TBER form

The description and instructions below go along with the image below. (Please click on the image below to see it in full size as you read this guide)

1. Total Direct Expense > Project Budget: This value represents the budget allotted for direct expenses on your account. Please note: depending on the payment schedule for the award this may only reflect a portion of the overall project budget.
2. Total Direct Expense > Actual to Date Month: Any transactions that occurred in the given month being reported on will be reflected in this column. If there was any spending that occurred on your account in the given month, a PDF of the detailed spending by category will be attached for your review. 
3. Total Direct Expense > Balance Before Commitment: This line reflects your available balance before any commitments such as Open Vouchers and Encumbrances and (more details below). 
4. Total Direct Expenses > Encumbrance: Please refer to any category where the "encumbrance" column is populated. This reflects a commitment (usually a Purchase Order or salary) for that category. 
5. Total Direct Expenses > Accruals or Open Vouchers: Please refer to any category where the "open vouchers" column is populated. This reflects pending reimbursements and/or invoices for that category.
6. Total Direct Expenses > Budget Balance Available: This value reflects your available balance after Encumbrances, Open Vouchers and Salary/Fringe totals. It includes all PO's, commitments, reimbursements, salary charges. This column most accurately reflects the available balance left to spend on the account. 
7. Current F&A Base and Rate: The indirect cost rate being charged on the award. 

(Click here or on the image to see full size)

Where is ISERP located at?

You can find directions and a video here.

When will I get paid?

Please refer to the Columbia University payroll calendar, which you can find here.

What benefits does Columbia offer?

Here is an overview of Columbia’s extensive benefits for Officers, Postdocs and Support staff.

Can you help me find housing in New York?

ISERP has limited housing availability for postdoctoral employees, depending on availability. Please visit the following websites for more information on housing options:

CU - Off Campus Housing Assistance

Housing (incl Visiting Scholars)

Educational Housing Services

Manhattan Student Residence

Who can help me get a visa?

You will work with ISERP and the International Students and Scholars Office (ISSO) to complete the visa application process.

Am I eligible for paid time off?

This depends on your title and employment status. You can refer to Columbia’s HR website for information on administrative titles, and to the Faculty Handbook for academic titles.

Who can I contact with questions about my paycheck?

The HR Service Desk can assist you at 212-851-2888.

My Professor offered me a position, what’s next?

Please fill out the Hire Data Form for Candidates.

I was accepted for a position with the QMSS program. What’s next?

The QMSS Program Coordinator will work with you to assemble your appointment package. You can reach the QMSS Program Coordinator at qmss@columbia.edu.

What hiring documents do you need from me?

Please refer to the hire checklists for Department Research Assistants or Casual Employees. Depending on your position, we will need from you:

• CV
• Academic Profile
• W-4 tax form
• One of the following forms: IT2104 (NYS residents.), IT2104.1 (Non-residents), IT2104E: (Full-time students under the age of 25).
• Voluntary Race & Ethnicity form
• Inventions/ Patents Agreement I-9 Verification

International students, please also include:

• Passport copy
• Visa copy
• Copy of DS-2019/ or I-20

Undergraduate students:

• Casual Employment form
• NYS Department of Labor form

When will I get paid?

Please refer to Columbia’s Payroll Calendar.

I don’t have a Social Security Number. How can I get one?

You can request a Social Security Verification Form through iserp-hiring@columbia.edu, which you will need to apply for a Social Security Number.

Who can help me get a visa?

The International Students and Scholars Office (ISSO) can help you in the visa application process.

My visa will expire soon, what should I do?

You will need to work with the International Students and Scholars Office (ISSO) and your home department if your visa needs to get extended. Please remember that you are not allowed to work on an expired visa!

How many hours per week can I work?

Full-time students can work for up to 20 hours per week. If you have multiple positions, make sure to not exceed this limit.

Can I extend my appointment?

If your PI would like to rehire you, s/he can complete the Hire Request form for PI’s, so we can initiate the process.

How do I complete an I-9?

See instructions here. The I-9 is completed in two parts. Part 1 may be completed online; part 2 must be completed in person at a designated I-9 service center. After you completed both parts, return the I-9 receipt to ISERP staff. Please do not begin work until your hire paperwork has been completed.

Do I need to be a full-time student to hold a position?

Yes, many appointment types require you to be a full-time student.

Can I work in multiple positions during a semester?

Student Officers of Research or Administration may only hold one such title at a time. Casuals may hold multiple positions concurrently, as long as these do not interfere with their academic commitment or pass the allowable threshold of 20 hrs/week. Additional restrictions may apply for international students.

I am not happy in my employment. What should I do?

Please always feel free to discuss your concerns with your PI, or ISERP staff to get some guidance on your options.

Do you offer internships for high school students?

Unfortunately, ISERP does not offer internships for high school students.

You will need to work with the International Students and Scholars Office (ISSO) and your home department if your visa needs to get extended. Please remember that you are not allowed to work on an expired visa!

Please refer to Columbia’s Payroll Calendar.