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Frequently Asked Questions about B2GNow & Diversity Compliance

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Log into the Public Works Diversity Tracking & Management System (powered by B2GNow)

 

Quick Reference Guides

 

What is the Public Works Diversity Tracking & Management System?

  • The Public Works Diversity Tracking & Management System is a web based system to report payment detail on Public Works contracts.
  • The Public Works Diversity Tracking & Management System collects data on small and diverse business certifications as well as promptness of payment.
  • Reporting payment detail in The Public Works Diversity Tracking & Management System is required per your contract or agreement.
  • View more information on why we collect this data.

How do I create an account?

First, you will need to verify if an account for your company already exists.

From the log in screen:

  • Select Information for Vendors
  • Select the Account Lookup link  located at the bottom of the pop-up window
  • Enter your company's information. Your Tax ID number is the fastest way to search since it is unique to your company.
  • If your company already has an account, the names of all the users for your company will appear. You can then:
    • Request a password reset by selecting the name of the user
    • Request to update the contact information for a user
    • Request a new user for your business
  • If your company is not found in the search,
    • Close the pop-up window
    • Select Contract Support at the top of the page to request an account
    • You will need your company name, your name, email, and phone number. Please indicate that you need an account created in the message
    • B2GNow Customer Support will contact you via email to gather additional information and set up your account

How do I add a user to my company?

Any existing user in your company can add a new user to the account.  The existing user should:

  • Select Your Settings from the left navigation menu when they are logged in 
  • Select Your Preferences from the drop down menu that appears
  • Select Users from the tabs at the top of the page
  • Click Add User and complete the required information

If an existing is unable to add a new user to your company, the new user can request to be added through Customer Support.

From the log in page,

  • Select Information for Vendors
  • Select the Account Lookup link located at the bottom of the pop-up window
  • Enter your company's information. Your Tax ID number is the fastest way to search since it is unique to your company.
  • When the search results appear, Select Request New User for This Entity
  • Provide the required information and submit

How do I add a subcontractor/subconsultant to a contract?

  • See the Quick Reference Guide at the top of the page

How do I report a payment to a subcontractor/subconsultant?

  • See the Quick Reference Guide at the top of the page

Do I have to add all my subcontractors or just the ones that have diverse business certification that is counted?

All first tier subcontractors, sub-consultants and suppliers are required to be added to your contract/agreement. This includes those that do not have a certification.

What certifications are counted?

Payments made to subcontractors, subconsultants and suppliers with the following certifications from Washington State Office of Minority and Women Business Enterprises (OMWBE) are counted to your diversity particiaption on the contract.

  • Minority Business Enterprise (MBE) 
  • Women Business Enterprise (WBE) 
  • Minority Women Business Enterprise (MWBE) 

Payments made to subcontractors, subconsultants and suppliers with a Veteran Owned Business Certification (WDVA) from the Washington State Department of Veterans Affairs or a Small Business Certification from the Washington Electronic Business Soultion (WEBS) are also counted towards your diversity participation.

For questions about how to obtain certifications, please contact OMWBE, the Washington VA or log in to WEBS and register your business.

What are "Compliance Audits"?

A Compliance Audit is the three step process to complete the payment detail reporting in the Public Works Diversity Tracking & Management System

  1. The Prime contractor reports the payment they recieved 
  2. The Prime contractor reports payments they made to their subcontractors, subconsultants and suppliers
  3. The Subs confirm the payment amounts reported

Compliance audit notifications are being sent to the wrong person in my company. What do I do?

The contract will need to be reassigned to the correct person.  Any user in your company can reassign the contract to correct person.

  • Select Your Settings from the left hand navigation menu when logged in
  • Select Your Preferences from the drop down menu
  • Select Contracts from tabs at the top of the page
  • Choose the correct person from the drop down list of names 
    • If the correct person's name is not in the drop down list, they will need to be added as a user to your company.  Please see the instructions on this page about how to add a user to your compnay.
  • Select Save 

Who needs to complete compliance audits?


  • All consultants and contractors who have active public works contracts and/or agreements (including energy projects) are required to complete compliance audits in the Public Works Diversity Tracking & Management System.
  • All first tier subcontractors, sub-consultants and suppliers are required to confirm payments that have reported as paid to them by the prime contractor or consultant.
  • Ideally, the person completing the Complaince Audit should be someone at your company who is knowledgeable of accounts payable and accounts receiveable and comfortable using technology.

When do I complete the Compliance Audits?

  • The Public Works Diversity Tracking & Management System will send you an automated email on the first day of month Prime Contractor listed on active contracts asking them to complete the Compliance Audit for the previous month
  • Ideally, the Prime should complete the Compliance audits before the next audit period opens
    • The Compliance Audit will lock and you will be unable to access it 90 days after the intial email notification was sent 
  • Subcontractors, subconsultants and suppliers receive an email notification asking them confirm payments as soon as the payment is reported 
    • Subcontractors will also be locked out of the audit 90 days after the inital email notification was sent to the Prime

What do I need to report?

Prime contractors/consultants should report total payment amount received in the month it was received including Washington State sales.

If your payments do not include retainage, do not include retainage in the reported payment until it is actually received by our company.

I didn't receive a payment the audit period, do I still need to complete the compliance audit? 
I didn't pay a subcontractor in the audit period, do I still need to complete the Compliance Audit?

Yes, you will still need to complete the compliance audit. You will simply report $0.00 as the amount.

I missed the audit deadline and now the system says it's locked, what do I do?

You will need to request that the audit period be unlocked by the Complaince Officer.

You can send a message through the Public Works Diversity Tracking & Management System in a variety of ways.  Always be sure to include the contract number and audit period you need assistance with in order for the Compliance Officer to complete your request.

I reported the incorrect amount and need to edit the payment amount, what should I do?

Vendors are not able to edit payments once they have been reported.  You will need assistance from a Compliance Officer.

Simply send a message through the Public Works Diversity Tracking & Management Systems. Please include the contract number and audit period (month and year) that needs to be edited.

Still have unanswered questions? Contact your DES Project Manager or email the Public Works Diversity Tracking & Management Customer Support.