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 from Prime Vendor
These are the responsibilities of the parties involved in the subcontracting process:
| Process | Prime Vendor | Subcontractor | Agency |
|---|---|---|---|
| Subcontractor Approval | Submit Approval Request | (no task) | Approve or Deny Request |
| Subcontract Modifications | Submit Modification Requests | (no task) | Approve or Deny Request |
| Recording of Subcontractor Payments | Record Payment Information | Validate Payment Information | Validate Payment Information |
| M/WBE Utilization Tracking (if applicable) | Monitor tracking and ensure contract requirements are met | (no task) | Monitor tracking and ensure contract requirements are met |
| Communications | Communicate with Agency and Subcontractor(s) | Communicate with Prime Vendor | Communicate with Prime Vendor |
Prepare to Become A Subcontractor
For prime vendors to obtain agency approval to work with a subcontractor, the subcontractor must meet several requirements.
Here's a checklist on how to prepare to become a subcontractor:
- ☐ 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. Prime Vendors can submit subcontract modification requests to update the following parts of a subcontract:
Validate Payments 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:
Prime Vendor Payment Recording: The prime vendor enters the subcontractor payment information, uploads proof of payment, and submits the information in PASSPort.
Important: 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.
Subcontractor Payment Validation: The Subcontractor reviews 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.
To learn more, refer to this guide: Confirm a Payment.
- 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.