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.

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 125MB 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.