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Payment Tracking and Discrepancy Resolution for Chicago Contractors

Learn about the roles and responsibilities of primes and subcontractors, the payment tracking process, importance of payment confirmations, and how to resolve payment discrepancies. Use the online dashboard for reporting payments and completing audits. Contact the Contract Compliance Officer for assistance.

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Payment Tracking and Discrepancy Resolution for Chicago Contractors

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Presentation Transcript

  1. Welcome to the City of Chicago Department of Procurement Services Bid & Bond Room Rahm Emanuel, Mayor Shannon E. Andrews, Chief Procurement Officer

  2. Contract Payment Tracking

  3. Agenda • Roles and responsibilities of the primes and subcontractors for reporting payments • Email notification process • Importance of subcontractor payment confirmations • Payment Discrepancies • Who to contact when assistance is needed

  4. The Compliance Audit Process:

  5. Step 1: Prime Contractor Login to Dashboard Go to: https://chicago.diversitycompliance.com

  6. Step 2: Prime Contractor Clicks Incomplete Audits

  7. Step 3: Prime Contractor Reports Subcontractor Payments

  8. Step 4: Prime Contractor Submit All Sub Payments

  9. Or Step 4: Prime Contractor Submit Payments Individually

  10. Step 5: Subcontractor Completes Incomplete Audits

  11. Step 6: Subcontractor Responds to Prime’s Payment Amounts

  12. Payment Discrepancy • If a prime contractor and subcontractor disagree on an amount paid, the system creates a discrepancy. • The system sends an email message to the vendors to notify them of the issue and request they self‐resolve the discrepancy. • If they are unable to resolve the discrepancy, the Contract Compliance Officer (CCO) may be required to take action by completing an investigation and obtaining proof of payment documentation from both the prime and subcontractor such canceled checks, invoices, bank statements, etc. • Timing of the billing cycle and payment reporting are the two most common causes of discrepancies. • When both parties agree to a resolution, they can complete the process themselves, or the CCO can finish the discrepancy resolution by completing the necessary steps in C2.

  13. Questions????

  14. THANK YOU!!

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