PASSPort now fully supports invoicing, eliminating the need for you to use multiple systems in your contracting journey for non-human services contracts. In the Fall, PASSPort Financials will be available for human services contracts as well.
Our top priority is to ensure our contracting partners have the tools and resources needed to successfully navigate PASSPort's new Financials functionalities.
We now offer 2 webinars for vendors on the following topics:
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Financials Learn how to create invoices, modify budgets, and more.
Find commonly asked questions to help answer yours.
Is my contract being managed in 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 can I start invoicing?
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.
Do I have to start submitting my invoices in PASSPort?
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.
My organization has been submitting invoices in HHS Accelerator but not PASSPort. Can I still submit an invoice in HHS Accelerator?
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.
Who launches the Purchase Orders (POs)?
Your contracting agency is responsible for launching the Purchase Orders (POs).
How do I find my PO Number?
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:
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.
How do I know from which Fiscal Year Purchase Order (PO) to invoice?
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:
How do I know which line items are invoiceable?
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:
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.
In the Purchase Order, some lines are marked invoiceable, and some lines that aren't invoiceable. Which lines should I select to create my invoice.
Invoices can only be created from an invoiceable budget line.
I am unable to create an invoice.
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.
What user roles are required to submit an invoice?
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.
Where can I find an Agency contact to discuss my contract and financials tasks?
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:
I'm receiving a blocking alert when attempting to attach a file to my invoice. What can I do?
Be sure to select only upload files with acceptable file types. Acceptable file types (and their file extensions) are limited to:
Note: Each file must be less than 125MB and video files are not supported.
What does this error mean: "Document cannot be converted to PDF, please upload in one of these formats..."
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.
I've already submitted my invoice but now I realized I need to make a deduction, how do I do this?
Please use the deduction functionality in PASSPort. Click the blue Other Actions button and then select Create Invoice Deduction from the drop-down menu.
What do I enter in the "Invoice Value" field?
This field should be left blank. The invoice amount should only be entered in the Invoice Amount field.
I have a question regarding an invoiceable budget. Who should I contact?
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.
What does this blocking alert mean: "The selected PO Budget items is flagged as non-invoiceable"
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.
I just submitted an invoice, and the invoice status now reads "Approved". Why is that?
The "Approved" status is not a valid status for invoices. Please reach out to the MOCS Service Desk for assistance.
How do I submit an invoice that spans across two fiscal years?
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.