Section 3: Payment Reporting When a Prime Contractor is a DBE

Overview

If a DBE firm is the prime contractor, all DBE and non-DBE subcontractors must be included in the payment reporting audits. DMS will tally DBE goal credit when the DBE subcontractor is used. DMS will also track payments to non-certified subcontractors. The contract amount remaining will be the total the prime contracting DBE firm has completed as self-preforming. One hundred percent (100%) of the remaining self-performing amount in addition to any DBE subcontractor totals will be counted toward the overall TxDOT DBE goal.
Note: When completing a Utilization Plan it is not required to include all non-DBE subcontractors at that time. They can be added in DMS after the contract is initiated using the guidance provided in the Prime Contractors’ DBE Guide, Chapter 10.

How to Report Payments

By the fifth of each month, DMS will notify the prime contractor by a system generated e-mail to report payments to subcontractors.
Step 1:
 Click the link provided in the e-mail below:
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Step 2:
 Log in to DMS
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If the e-mail link is not available, use the following instructions to navigate to the incomplete audit.
  1. Log in to DMS.
  2. Click
    View
     in the left margin.
  3. Click
    My Contract Audits
    .
  4. Click on
    Incomplete
     to report payments and continue to Step 3 below.
Step 3:
 Click Report Subcontractor Payment.
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Step 4:
 Select a subcontractor to report payment to and click
Submit Response
 or the prime contractor can complete bulk payment reporting, by clicking
Submit all Incomplete Records
.
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Step 5:
 Enter payment amount, payment date and payment promptness.
Step 6:
 Enter the invoice and check numbers in the Payment Detail field.
Step 7:
 Attach any document by clicking
Attach File
.
Step 8:
 Click
Review
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Step 9
: Review content and click
Save
.
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Step 10
: Complete steps 4-9 for each subcontractor.