This article provides subcontractors with a comprehensive guide to using the Rapid Reporting feature for confirming or correcting payments reported by Prime or Subcontractor. Rapid Reporting offers a convenient, secure, and efficient way for subcontractors to verify payment data without logging into the Vendor Management System (VMS), streamlining the contract audit process and ensuring timely resolution of discrepancies.

Subcontractor Receives Email Notification

1. After the Prime Contractor submits payment data into the Vendor Management System, each Subcontractor listed on the contract receives an automated email notification. This email alerts the subcontractor to review and verify the payment that has been reported on their behalf.

The notification email includes:

• The contract identifier (such as the contract name or number),

• A direct login link to access the system, and

• A Rapid Reporting link (if enabled by the organization), along with an embedded Audit Code and Audit PIN.

Access the Audit Report

2. After clicking the link, the vendor will be directed to a page where they can choose one of two methods to access their audit period and report their payment. 

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  • Option 1: Rapid Reporting (No login required)
    If you click Use Option 1, you’ll be directed to the Rapid Reporting Access Verification pop up. The system will automatically enter the Audit Code and PIN, allowing you to access your specific audit directly. If it does not you can enter it manually from the notification.

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  • Option 2: Full System Login
    If you click Use Option 2, you’ll be directed to the system. Use your VMS username and password to log in.

Review the Payment Information

3. Once inside the audit report, the subcontractor must review the payment details submitted by the Prime or Subcontractor.  Click Confirm Payment Received under the Compliance the Actions section.

Confirm or Correct the Payment

4. The Subcontractor logs in and either:

• Confirms the payment data, or

• Rejects the payment if the information is inaccurate

A. If the Payment is Correct:

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  • Select "Correct" and enter additional details, such as the payment receipt date and whether it was received within any Prompt Pay requirements.

  • If this is the Final Payment, and the Prime is withholding Retainage, be sure to indicate that. This helps staff confirm that Retainage has been released to the Subcontractor before the Prime receives final payment.

  • The Vendor may add:

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      • Public Comments (viewable by the CCO and the Prime), or

      • Private Comments (viewable only by the Compliance Officer).

  • Provide an eSignature.

  • Click Save.

B. If the Payment is Incorrect:

1.  

   1. Select the "Incorrect" under Confirm Reported Amount.

   2. Enter the correct payment amount and any relevant correction details.

   3. Scroll to the bottom and click "Save." 

System Response Based on Subcontractor Action

5. Upon clicking "Save," the vendor will see the status of the Audit.  

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  • If Confirmed:

    The Action Required & Response Due Date will change to Payment Confirmed.

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  • If Rejected (Discrepancy Reported):
    The system records the discrepancy and sends automated email notifications to both the Prime Contractor and the Subcontractor. This prompts a follow-up to resolve the issue.

Rapid Reporting offers a streamlined alternative for subcontractors to confirm or correct payment data reported by Prime or Subcontractor. The process starts with an email notification containing a Rapid Reporting link, Audit Code, and PIN. Subcontractors can use these credentials to access the audit without logging into the full system. From there, they can confirm accurate payments, provide key financial details, or report discrepancies. Once confirmed, the audit is marked complete. If a discrepancy is noted, the system triggers a notification for resolution. This tool enhances the efficiency of the payment audit process and ensures accurate reporting in contract compliance monitoring.

If you still require additional assistance, close this tab and return back to the system and submit a support ticket.