PASSPort Financials

Learning Resources

PASSPort fully supports budgeting and invoicing, eliminating the need for you to use multiple systems in your contracting journey.

Our top priority is to ensure our contracting partners have the tools and resources needed to successfully navigate PASSPort Financials functionalities.

Ensure your contacts have the necessary system roles to complete Financials tasks. Refer to the PASSPort Financials Tasks table in this guide:​ Add Vendor Users and Assign Roles​.

Register for Financials Training

Live Webinar: FY26 Invoice Submission for Providers

Join us for an upcoming webinar on submitting invoices in PASSPort for Human/Client Service contracts.

The webinar will cover PASSPort invoicing basics, best practices for Fiscal Year 2026 (FY26) invoicing, solutions to common issues, and more!

Register today!


Frequently Asked Questions

Find commonly asked questions to help answer yours.

Budgets FAQs

How can I cancel my POCR request in PASSPort?

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.

If I submitted my POCR and it is still in “In Progress” status, can we submit invoices?

No, because the budget is being modified. When the PO status is Registered, vendors will be able to submit invoices. Note: Invoicing will always take place against the Active PO.

I can’t see the “Add Budget” or “Download Budget” buttons on my screen. What should I do?

  1. Check if the PO (Purchase Order) is In Progress and ask the Agency if contacts from your organization are displaying in the Workflow (which would indicate that you have the ability to complete a task). Also, make sure you have one of these user roles and are listed in the Setup Team section of the contract: Vendor Financials Level 1, Vendor Financials Level 2, or Vendor Admin.
  2. Verify that you are in the correct Purchase Order (PO). To locate In Progress POs, navigate to the Active PO section in your contract and review the Change log.

Note: If a task reaches your queue and you do not have the correct user role, you cannot proceed, even if you eventually obtain the right profile. The task cannot be forwarded to you.

When do I need to void pre- existing lines?

Voiding pre-existing line(s) is no longer necessary. You can now edit the unit price by clicking the pencil icon, if the line is not invoiced against. If the line is invoiced against, use the Zero Out feature. Note: Pre- existing budget lines can be edited in a POCR created against an Active PO.

What is the Zero Out feature?

Zero Out is a new button on the budget line.

  • It allows the vendor to reduce the quantity/budgeted amount to 0 (if the line is uninvoiced)
  • or reduces the budget line to the invoiced amount (if the line has already been invoiced)

How long does it take for Agencies to approve a budget modification?

Budget modifications can be approved as soon as they are submitted to the Agency. However, approval timeframes vary by Agency – depending on the type of budget (Lump Sum, Line Item, or Rate-Based).

Can I copy a budget from the previous year, or do we need to enter the budget manually?

Yes, vendors can copy budget lines from the previous fiscal year’s PO budget. Click the Duplicate Lines from Previous FY PO button. This option is only available if your previous FY PO exists.

What is the Change Order tab used for? And who has access to it?

The Change Order tab records change orders. Vendors can use the Create PO Change Request button if the Agency has enabled vendor submitted budgets on the contract and you're listed as a contact with the Vendor Admin or Vendor Financials L2 roles.

Why would I need to submit a POCR or adjust my budget?

Submitting a POCR is required when a vendor sets up their budget or makes changes to their detailed budget.

Note: Only Human Services providers can submit a Purchase Order Change Request (POCR) to adjust their budget.

Invoices FAQs

When can I start invoicing?

When the Purchase Order (PO) associated with your contract is in Active status and when there is a completed budget with invoiceable lines on a Purchase Order that is in Active status, you may submit invoices. For instructions, refer to the Submit Invoices guide.

Note: Review the Budget tab in the Fiscal year PO to confirm that a budget with invoiceable lines exists, and no Modifications (POCRs) are needed before submitting an invoice. Modifications (POCRs) can cause delays, as both processes cannot occur at the same time.

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:

  • Log in to PASSPort.
  • Click Financials from the top navigation menu, then click Browse Contract Budgets.
  • Click the pencil icon to the left of the desired PO to access it. The PO Header tab displays with details regarding the contract budget.
  • 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.

Why am I unable to create an invoice?

If you are unable to create an invoice, this could mean

  • You do not have the required roles in your PASSPort user profile 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.
  • You are not in the correct Fiscal Year (FY) Purchase Order (PO).

How often should I submit an invoice?

Please refer to guidance from your contracting Agency.

Can I submit more than one invoice at a time?

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

Note: Please avoid submitting duplicate Invoices.

Do we need a PIP account to be able to invoice in PASSPort?

Yes, your organization requires a PIP account to set up and receive electronic payments.

To access PIP: https://a127-pip.nyc.gov/webapp/PRDPCW/SelfService

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 for the amount corresponding to the Fiscal Year Purchase Orders (POs) in which the services were provided.

When do I need to submit an invoice deduction?

Vendors should only submit an invoice deduction if the contracting Agency issues a reconciliation request for a deduction or if the invoice amount was incorrect. As a best practice, the Agency can simply return the invoice to you for revision and re-submission instead.

What do I enter in the Invoice Value field?

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

General Financials FAQs

Is my contract being managed in PASSPort ?

Contact your Agency Contract Liaison to determine whether your contract is to be managed in PASSPort.

Note: PASSPort Financials is in the process of being adopted by most City Agencies but not all agencies and not all types of contracts use PASSPort Financials.

Who launches the Purchase Orders (POs)?

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

How do I find my PO ID?

A PO Number is unique to each of your contract's fiscal year purchase orders (POs). You may find your PO ID by accessing your contract in PASSPort by following these steps:

  • Log in to PASSPort.
  • From the top-level navigation menu, click Contracts.
  • Click Manage my Contracts to view a list of your organization's contracts.
  • Click the pencil icon to access the contract associated with your PO.
  • From the left navigation, click the Header tab.
  • 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.

Note: A direct way to access your POs is through the Financials module's Browse Contract Budgets search.

Enter the PO ID in the Keywords field, then click the Search button.

Where can I find the contact details for my contracting Agency?

Each contract in PASSPort lists a Setup Team tab with Agency Contact(s) information listed in the Setup Team section. To view the Agency contact(s):

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

Are the contract term dates the same for all agencies?

While the Fiscal Year (FY) for New York City always starts July 1st and ends June 30th, the contract terms vary. See the contract terms listed in the contract.

If the Electronic Funds Transfer (EFT) information was submitted in PIP, when will that information generate to this site?

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