For Subcontractors: Subcontracting in PASSPort

If you are a subcontractor working for a City vendor, use PASSPort to confirm payments received from your vendor and more.

City vendors can subcontract portions of their work to subcontractors with agency approval.

Subcontractor Responsibilities

• Prepare to become a subcontractor
• Communicate necessary subcontract updates
• Validate payments received from prime vendor

These are the responsibilities of the parties involved in the subcontracting process:

Subcontractor

• Validate payment information
• Keep contact with prime vendor

Prime Vendor

• Submit subcontractor approval request
• Submit sucontract modification request
• Enter subcontractor payment information
• Monitor M/WBE Utilization Tracker and make sure contract requirements are met
• Keep contact with agency and subcontractors

City Agencies

• Approve or deny subcontractor
• Approve or deny subcontract modification request
• Validate payment information
• Monitor M/WBE Utilization Tracker and make sure contract requirements are met
• Keep contact with prime vendor

Prepare to become a subcontractor

For prime vendors to obtain agency approval to work with a subcontractor, the subcontractor needs to meet these requirements:

• Create a PIP account.
• Make sure your organization's NYC M/WBE certifications are active and not expired, if applicable.
• Create a PASSPort account.
• Get Filed in PASSPort.
• Assign these user roles in PASSPort:
• Vendor Admin
• Validate Payments from Prime Vendors
• Receive Notification of Subcontractor Approval
• Vendor Procurement L1 and L2
• Receive Notification of Subcontractor Approval
• Vendor Financials L1 and L2
• Validate Payments from Prime Vendors

Communicate necessary subcontract updates

For required subcontract updates or questions, reach out to the prime vendor. They can submit subcontract modification requests to update the following parts of a subcontract:

• Value
• Start Date
• End Date
• Purpose
• M/WBE Certifications
• Add Documents

Validate payments received from prime vendor

After making payments to subcontractors outside of PASSPort, prime vendors must log into PASSPort and record payment information. Both subcontractors and agencies validate the payment information.

The subcontractor payment recording and validation process has three main steps:

1. Prime Vendor Payment Recording: The prime vendor enters the payment information in PASSPort.
   
   The prime vendor only records payments to Tier 1 subcontractors, who are directly hired and paid by the prime vendor.
   
   Do not record payments from subcontractors to their subcontractors in PASSPort.
2. Subcontractor Payment Validation: The Subcontractor confirms the payment information. They approve or return the payment information to the prime vendor.
   
   Subcontractor payment validation advances directly to agency validation if:
   • There is no active subcontractor user in PASSPort.
   • The subcontractor does not validate the payment within 14 days.
3. Agency Payment Validation: The Agency reviews the payment information and documentation. They approve or return the information to the prime vendor.

PASSPort sends the subcontractor payment information to the Comptroller's Office website Checkbook NYC.