Disclosures Tab

In the Disclosures tab, vendors are required to:

• Answer and complete all eight sections of the Vendor Questionnaire carefully.
• Identify all Principal Owner(s) and all Officer(s) in your organization—all individuals must first be added to the Contacts tab.
• Ensure Principal Questionnaires are completed by each identified Owner and Officer.
• Identify Parent and/or Controlling Entities—the Parent must have an approved account request.

Tip: Visual Progress Cues in PASSPort

PASSPort will provide you with visual progress cues as you complete the Vendor and Principal Questionnaires.

• An orange circle with a white x indicates a section that is Not Started.
• A blue circle with a white pause symbol indicates a section that is In Progress.
• A green circle with a white checkmark indicates a section that is Completed.

If a vendor responds Yes to any question in the Questionnaire, additional details must be provided by the vendor by adding rows to enter the required information.

1. Click the + Add Row button and then enter the details related to the question.
2. Click the Save button at the top of the page to save your entries.
3. To add additional rows, repeat steps 1 and 2.

Tip: Adding Details and Important Information

Make sure that the details you add contain complete and pertinent information. For example, when providing details about an investigation, include specific dates, a description of what happened, and a summary of the results. There is a 500-character limit in the investigation summary.

Do not use acronyms or shortened names. For example, write “New York Police Department” instead of “NYPD” or “N.Y.P.D.”

Vendor Questionnaire

Follow the steps below to complete the Vendor Questionnaire.

Unsure about a term? Check this Glossary.

1. Click the Disclosures tab in the left navigation menu.
2. In the Vendor Questionnaire section, click the Edit button to open a section in the Vendor Questionnaire.

3. Answer all questions within each section.

   Regularly click Save to save the information entered.

4. To continue to the next Section, click the Save and Next button.
5. After all sections of the Vendor Questionnaire are Complete, click the Save button.

6. Click the X-icon at the top right of the window to close the Vendor Questionnaire pop-up window. PASSPort will then update the Questionnaire Completion Status.

   

If a vendor responds Yes to any question in the Questionnaire, in addition to providing complete and pertinent information within the added row(s), you must also upload supplemental attachments to the Vendor Questionnaire Attachments Section.

Supplemental attachments should indicate the corresponding section and question number.

Follow the steps below to add supplemental attachments to your Vendor Questionnaire.

7. Click the Add an Attachment button.

8. In the Edit document window, click the Do you want to upload a document? checkbox.

   

   The page refreshes and a red blocking alert appears at the top of the window indicating that a document is required.

9. Click the Manage Documents button and follow the prompts to upload a document from your computer or link a document from your PASSPort Vault.

   For details on how to upload or link documents, see Upload or Link Documents to a Task.

   Note The document's name should indicate the section and question number to which the attachment corresponds.

10. Add notes in the Comment field that indicate what the attachment relates to.
11. Click the Save button.
12. Click the Close button to close the window.

Best Practice: How to Coordinate with Your Colleagues

Each Principal Owner and Officer is required to complete their own Principal Questionnaire in PASSPort, so close coordination is crucial! Here's a best-practice approach to ensure everyone is able to complete their questionnaire successfully:

First, add your colleagues as contacts. Go to the Contacts tab and add each Principal Owner and Officer as an individual contact. If someone is already listed, take a minute to confirm that they've been assigned at least one user role which is required for them to be able to log in to PASSPort. Refer to the Add Users and Assign Roles guide, if needed.

Then, reach out to your colleagues and let them know what's expected. Feel free to include the following sample language when coordinating with your colleagues:

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Identify Principal Owners and Officers

Unsure about a term? Check this Glossary.

Follow the steps below to identify the number of principal owners and officers in your organization.

1. In the Disclosures tab, scroll down to the Principal Identification and Questionnaires section, and click the Review Requirements button.

   

   The Affirmation for Principal Questionnaire Overwrite window appears.

2. Read the requirements for completing the Principal Questionnaires and the definitions for principal owner and officer.

   Then, click the checkbox at the bottom of the window to confirm you have read all contents.

3. Click the Save and Close button at the top of the window.

   

   New information will appear on the screen asking vendors to identify if their organization has fewer than three (3) individual Principal Owners/Officers.

4. Click the dropdown at the far right and begin typing to select the appropriate response in the drop-down menu. The response options include:
   • No
   • Yes, Only 1
   • Yes, Only 2
   

5. Click the Save and Refresh button.

   If an organization has less than three (3) individual Principal Owners/Officers and is a parent company, the parent company is required to complete an additional process—the Principal Overwrite Request.

6. Click the second Review Requirements button at the bottom of the section.

   

   The Affirmation for Principal Overwrite Request window appears.

7. Read the text and click the checkbox to the left of “I certify the above.”

8. Click the Save and Close button.

   You are now ready to identify your organization's principals and/or officers.

   

Follow the steps below to identify your Principal Owners and/or Officers:

9. Click the drop-down arrow:
10. Type the Principal Owner or Officers name into the Select your Principal(s) and/or Officer(s) drop-down field. The name will appear in the menu below. Select it to add the name to the Principal Identification and Questionnaires table. Repeat this step to add additional Owners and/or Officers.
    
11. In the Role column, select either Principal Owner or Officer.
12. Click the Save and Refresh button.

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Complete the Principal Questionnaire

The Principal Questionnaire consists of six sections. Follow the steps below to begin the Principal Questionnaire for each Principal Owner and Officer in your organization.

Unsure about a term? Check this Glossary.

1. Click the Start or Edit Questionnaire button within the Principal Identification and Questionnaires table.

2. Answer all questions within the six (6) sections.

   Be sure to regularly click the Save button to save the information entered.

3. To continue to the next section, click the Save and Next button.
4. After the six sections of the questionnaire are complete, click the Save button.
5. Click the X-icon to close the Principal Questionnaire pop-up window and return to the Disclosures tab. The questionnaire status will update.
6. Click the Save and Refresh button towards the top of the Disclosures tab.

Tip: Adding Attachments to Principal Questionnaires

In addition to clicking the Add Row button to provide relevant details to a Yes response in the Principal Questionnaire, Principal Owners and Officers can upload documents at the bottom of each of the six questionnaire sections.

Click the Click or Drag to add files button and select the relevant file to upload. Please be sure to name the file so that it identifies the relevant section and question of the Principal Questionnaire (e.g., an attachment for the Principal Questionnaire Section 4 and Question 6 should be named “VendorName - PQS4Q6”).

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Check the Principal Questionnaire Status

The Status column shows the progress of each Principal Owner/Officer Principal Questionnaire. The screenshot below shows an example where the Principal Owner's Questionnaire is Complete and the Officer's Questionnaire has Not Started.

Note: Contacts added as a Principal Owner/Officer in the Principal Identification and Questionnaires table are not automatically notified that this task is pending in PASSPort. Reach out to each contact listed in the table directly to request they log in to PASSPort and complete the questionnaire.

Identify Parent/Controlling Entities

Follow the steps below to complete the Parent/Controlling Entities Identification section in the Disclosures tab of the Vendor Profile.

Important: The entities listed in this section must match the entity (or entities) disclosed in Section 2 Question 2 of the Vendor Questionnaire.

1. In the Parent/Controlling Entities Identification section, click the Do you have any Parent or Controlling Entities drop-down field and select either Yes or No from the drop-down menu.
2. If your answer is No, click the Save and Refresh button near the top of the page.

3. If your answer is Yes, type the name of the entity in the Select your Parent and/or Controlling Entity drop-down field and select it from the below menu.

   Note: The entity's name will not appear if they do not have an approved account request.

   

   The page refreshes and a table including the entity's name and PASSPort vendor status appears below the drop-down menu.

4. In the Entity Role column, select either Controlling or Parent from the drop-down menu.
5. Click the Save and Refresh button near the top of the page. In this example, the vendor identified a Parent organization whose PASSPort Vendor Status is Filed.
6. Repeat this process to add additional parent or controlling entities.