PASSPort Financials

Contact your Agency Contract Liaison to determine whether your contract is to be managed in PASSPort Financials. Note: PASSPort Financials is in the process of being adopted by most City Agencies but not all agencies and not all types of contracts leverage the PASSPort Financials functionality yet.

When the Purchase Order (PO) associated with your contract is in Active status, you may submit invoices on the invoiceable items for this contract. See Submit Invoices for step-by-step instructions.

All non-Human services vendors with General Services contracts or Task Orders are expected to begin submitting invoices through PASSPort immediately. Health Human Services (HHS) providers will be required to invoice in PASSPort starting in the Spring of 2024. If you are an HHS provider and interested in using PASSPort to invoice before Spring 2024, please reach out to your contracting agency to request that your contract be made invoiceable in PASSPort.

If you are unsure whether to submit an invoice in PASSPort or HHS Accelerator for a contract budget, we advise getting in touch with your contract manager at the relevant agency. They will be able to provide you precise instructions on how to proceed.

Your contracting agency is responsible for launching the Purchase Orders (POs).

A PO Number is unique to each of your contract's fiscal year purchase orders (POs) and may be used to search for your POs in PASSPort's Financials module. You may find your PO Number in PASSPort by following these steps:

1. Log in to PASSPort.
2. From the top-level navigation menu, click Contracts.
3. Click Manage my Contracts to view a list of your organization's contracts.
4. Click the pencil icon to access the contract aligned with your PO.
5. The contract's Header tab will display.
6. In the Header tab, scroll down to view the Fiscal Year Budgets section at the bottom. This section contains a table with Purchase Orders for each Fiscal Year represented by a hyperlinked PO Number. PO Numbers appear in this format: POXXXXXX.
7. Click the PO Number to view the Purchase Order.

A direct way to access your POs is through the Financials module's Browse Contract Budgets search. Enter the PO Number in the Keywords field, then click Search.

To cancel a POCR Request, you will need to reach out to your contracting agency and state your request and reason. Once you have connected with them, they will be able to process your request.

Agencies may create a milestone budget where some budget lines are not invoiceable until certain milestones are reached.

We void the registered line, because the total of all budget lines must be equal to the fiscal year amount. However, the existing line can also just be edited if the existing unit price was entered as $1.00.

No. You can reduce the remaining amount on a used budget line, but not cannot void it if there are disbursed invoices against it.

No. if the item category is not in the list please select "Other". Keep in mind that for Human Client Service contracts, selecting the correct item category is crucial because the indirect rate calculation is driven by the information entered in the item category.

Budget lines in HHSA will be migrated, however the sub-level details for each budget line will not be migrated.

No, prior to an initial budget being created, the Purchase Order Budget tab will have no details budget.

PASSPort has an Excel budget template available from the Purchase Order (budget tab), that can be extracted to complete and upload budgets.

We have added new item categories in PASSPort to mirror budget lines item categories from HHSA.

PASSPort will be the only vehicle for invoicing for HHS contracts and source of truth for reporting. When invoices are submitted, providers must continue to provide all required back up documentations (stipulated in the contracts) as attachment to the invoice in PASSPort.

No. no need to attach hard copies of the invoice to the PASSPort invoice.

In PASSPort no document is required to be uploaded when creating the budget. However, please check with your agency to see if they have a document requirement.

When making budget modification you can edit the existing budget line directly in the budget tab in PASSPort or download, complete, upload the budget template with the modification. The budget template can be downloaded from the Budget tab.

Budget modifications can be approved as soon as submitted to the agency. The approval time frames vary by agencies – depending on the type of budget (lump sum, line item, or rate based).

Yes, changes cannot be made to the budget until pending invoices are either disbursed or cancelled.

Yes, that option already exists.

For a rate-based budget, budget lines will be created based on the unit price.

Yes, the functionality to reallocate funds exist in PASSPort.

In PASSPort the budget is created in the Purchase Order (PO), and for expense contracts each fiscal year has one Purchase Order. This is true regardless of the number of programs using the contract.

You may invoice from the active Purchase Order (PO) associated with the Fiscal Year in which services were delivered. To confirm the PO Number for the correct Fiscal Year:

1. Log in to PASSPort.
2. From the top-level navigation menu, click Contracts.
3. Click Manage my Contracts to view a list of your organization's contracts.
4. Click the pencil icon to access the contract aligned with your PO.
5. In the Header tab, scroll down to view the Fiscal Year Budgets section at the bottom.
6. Each PO is represented by a hyperlinked PO Number in the Current Budget column with its Budget Fiscal Year located in the column to the left. Review all POs to determine from which Fiscal Year Purchase Order (PO) to invoice.

Invoiceable Budget Line Items are marked with a check in the Invoiceable? column in the Purchase Order (PO) of your contract. To review invoiceable line items follow the steps below:

1. Log in to PASSPort.
2. Click Financials from the top navigation menu, then click Browse Contract Budgets.
3. Click the pencil icon to the left of the desired PO access it. The PO Header tab displays with details regarding the contract budget.
4. Click the Budget tab to review the Detailed FY Budgets for line items with a checkmark in the Invoiceable? column.

You will see the same list in a Draft invoice when you click Add an Item then click the Item Label ellipsis icon to display the Order Line Items pop-up window.

Invoices can only be created from an invoiceable budget line.

If you are unable to create an invoice, this could mean that you do not have the required user profile in PASSPort to be able to create an invoice. Only users with a Vendor Financials Level 2 or Vendor Admin user profile can create and submit invoices.

Invoices can be submitted by vendor users assigned with either role: Vendor Financial L2 or Vendor Admin. See Submit Invoices for step-by-step instructions.

Each contract in PASSPort has a Setup Team tab with Agency Contact(s) listed in the Setup Team section. To view the Agency contact(s) in the Setup Team section, follow the steps below:

1. Log in to PASSPort.
2. From the top-level navigation menu, click Contracts.
3. Click Manage my Contracts to view a list of your organization's contracts.
4. Click the pencil icon to the left of the contract for which you wish to find a contact.
5. Click the Setup Team tab. The Setup Team table displays the agency contact(s).

Be sure to select only upload files with acceptable file types. Acceptable file types (and their file extensions) are limited to:

• PowerPoint (.ppt)
• Excel (.xlx or .xlsx)
• Word (.docx)
• PDF (.pdf)

Note: Each file must be less than 300MB and video files are not supported.

This is likely the result of trying to upload a video file as a backup documentation. Only PPT, Excel, Word, PDF or image files can be uploaded as backup documentation.

Please use the deduction functionality in PASSPort. Click the blue Other Actions button and then select Create Invoice Deduction from the drop-down menu.

This field should be left blank. The invoice amount should only be entered in the Invoice Amount field.

Once your budget has been made invoiceable, please reach out to your contracting agency if you need assistance in submitting an invoice against the budget.

The message indicates your contracting Agency has not marked the associated line items as invoiceable. Contact your contracting Agency to request making the lines invoiceable on your Purchase Order.

The "Approved" status is not a valid status for invoices. Please reach out to the MOCS Service Desk for assistance.

If you are submitting an invoice that spans across two or more fiscal years, please submit separate invoices, each for the amounts to the corresponding to the Fiscal Year Purchase Orders (POs) in which the services were provided.

You can attach or drag files in the "Vendor Document" section of the invoice.

Please refer to your agency in regards to your invoicing cadence.

Please refer to budget training hosted for vendors.

The subcontractor module is not yet available in PASSPort. Please refer to your agency for guidance.

Everyone should have their own account for security purposes.

Full-scale invoicing has been live in PASSPort since July 2023 for non-HHS agencies. For HHS agencies, migration will occur gradually in the winter and spring of 2024. Please confirm your invoicing arrangement with your contracting agency.

Receipts are created and managed by the agency, not vendors.

No. The FY for NY starts July 1st and ends June 30th. The contract term is found in the contract.

A number of reasons:

• No FY budget
• Amendment on FMS-sourced contract but base contract doesn't have a budget set up
• Entered an amount in item value
• You're on the wrong PO

Right now, agencies require vendors to upload backup documentation that shows they pay workers the prevailing wage. It's always stipulated in contract what documents are required.

No. The invoice in PASSPort is the real-life invoice.

Ask your agency for more details, but generally speaking, nothing is preventing you from submitting multiple invoices from the same budget line.

Please work with your agency. Cost center allocations will continue to be submitted to your agency. The workaround in PASSPort is submitting backup documentation indicating the cost center.

Submit under "create invoice." "Create invoice deduction" is only for deductions.

This depends on how the agency set up the budget. If the agency set up the budget with the quantity field in terms of goods by the each, then you can enter the quantity of items via the invoice quantity and amount fields.

Vendors can access the "Create PO Change Request Button" if the agency has enabled vendor submitted budgets on the contract and you're provisioned as a vendor admin or vendor financials L2. The change log can be seen as a tab once changes have been made to record them.

It takes about 11-13 days for FMS to reflect new EFT information after the vendor has uploaded it to PIP.

When the invoice is created, please select the payee address linked to your EFT account in PIP.

If the vendor is reimbursing the agency, then agencies can issue a deduction in PASSPort. Please refer to your agency for greater detail.

There is a new size limit for backup documentation. Now files up to 300mb can be attached.

Yes.

No. The POs are expense or capital funded modules capable of receiving and storing invoices.

Yes. Please refer to your agency if you're unsure of where you should submit invoices.

Please refer to our guide on assigning roles in PASSPort.

Please confirm with your agency. But in PASSPort, all invoices are digital.

Yes. The combined invoice ID and invoice reference will appear in PIP.

Contracts do not need to be sourced in PASSPort to be invoiced in the system, but the contract type and procurement method determine whether or not they are invoiceable in PASSPort.

Please ask your agency for guidance.

Please ask your agency for guidance.

You should use it if the agency issues a reconciliation request for a deduction or if the invoice amount was incorrect. Best practice is to revise the invoice if the agency returns it to you.

This depends on how the budget is configured. Please refer to your agency.

Please refer to your agency. However, we recommend that you enter the unit price as 1 and use the quantity field to reflect your budgeted amount for PS and OTPS.

All agencies are required to migrate to PASSPort starting winter 2024, however some have already begun piloting contracts in PASSPort for invoicing. Therefore, please refer to your contracting agency to confirm your invoicing arrangement.

Please refer to your agency.

Excel, Word, PDF, JPEG, etc. Videos are not accepted.

No.

Yes. You should create a PIP account in order to receive electronic payment.

Yes. You must have corresponding budget items within the PO in order to invoice against them.

The system allows you to submit multiple invoices. However, please confirm your invoicing cadence with your agency.

We strongly recommend that you create your invoice against a PO. A PO is required for invoicing.

PASSPort is not PHI compliant. If you have documents with PHI, then please work with your agency to securely share that information outside of the system. For example, some agencies use encrypted emails.