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EBO FREQUENTLY ASKED QUESTIONS

Question: How is access obtained to EBO?

Answer: EBO System Administrators for Vendors and for Sponsors need to be vetted; see the training materials located at [LINK] for this process. Vendor and Sponsor employees need to contact their respective EBO System Administrator for access.

Question: How is a password reset?

Answer: EBO System Administrators for Vendors and for Sponsors need to contact the NYSDOT Help Desk at Helpdesk@dot. to have their password reset. NOTE: When contacting the Help Desk, questioners should provide: the name of their employer; whether the employer is a Vendor or Sponsor; and, whether the contract is construction or engineering. Vendor and Sponsor employees need to contact their EBO System Administrator to have their password reset.

Question: How is an EBO account deactivated?

Answer: Vendors and Sponsors need to contact the NYSDOT Help Desk at Helpdesk@dot. to have accounts deactivated for their respective EBO System Administrators. NOTE: Another EBO System Administrator needs to be designated and vetted as soon as possible so that employee accounts can be managed. Vendor and Sponsor employees have their accounts deactivated by their respective EBO System Administrators.

Question: Is there a fee to use EBO?

Answer: EBO is free software for Vendors and Sponsors. There is an On-Line Training Program for Vendors sponsored by the EBO developer that has a one-time $75 fee. The course modules have unlimited access for all EBO users for that vendor. The On-Line Training Program for Vendors is located at

Question: What happens if a vendor fails the online training for EBO? Is the vendor required to test again or are they not allowed access to EBO?

Answer: There is no "fail" mechanism on the on-line training site. It is designed to be used as often as necessary and by as many personnel as necessary for the one-time registration charge of $75. Access to EBO is not denied if more training is required. The developer will provide all training - either via the on-line method or standard classroom training. The cost for training is the responsibility of the contractor and is at the discretion of the vendor.

Question: Is there separate training online for subcontractors who do not normally utilize all the aspects of Civil Rights Reporting? Are they required to take all of the tests in EBO in order to pass the training?

Answer: The online training modules cover what is needed to navigate and use the EBO screens. If the firm normally functions as a subcontractor, they may only choose to take the training modules that apply to them...employees, work hours, and payment receipts.

Question: Considering that letting agencies do not have contracts with subcontractors, can a letting agency request subs to enter their own information into EBO when the prime is ultimately responsible for this information?

Answer: Although letting agencies do not have contracts with subcontractors, the "approved Civil Rights Reporting Software" is EBO, and the only way for subcontractor's hours and payment receipts to be entered in EBO is for the subcontractor to enter the data themselves. In addition to the Civil Rights requirements in the specifications that are required to be part of subcontracts, the EBO requirements can easily be noted as part of subcontracts as well.

Question: How often do the contractor/subcontractors need to enter work hour information? Can information be entered once for the whole month?

Answer: Yes, the data entry procedure may be done once per month. However, the data must be shown in weekly work hour totals using the weekending date on the certified payroll so that the letting agency can compare work hours to certified payrolls. Daily or monthly hours are not acceptable and the firm will be asked to correct to reflect the weekly totals based on the payroll weekending date.

Question: Will payments to prime contractors be held up when subcontractors do not enter a date received for payments from the prime?

Answer: There are generally more factors involved when holding contract payments than just subcontractor data. We would anticipate that the decision will be made by the letting agency or by the EIC/RE, based on multiple project factors.

Question: Will prime contractors be held responsible when subcontractors do not sign on, test EBO and then enter their information?

Answer: Yes, because primes are responsible for the performance of their subcontractors.

Question: With letting agencies’ attempt to see more paperless submissions, how do we ensure that we are still in compliance — for example, AAP 21?

Answer: Here are some simple instructions for the AAP 21:

The AAP 21 is waived if the prime shows prompt payment and the subcontractor/vendors accept payment in a timely manner. Assuring that this data is in EBO will satisfy the AAP21 requirement. There may be extenuating circumstances where the letting agencies’ staff may require this form.

Question: How do D/M/WBEs acknowledge work items?

Answer: Here are the steps for acknowledging work items:

• Click on CONTRACTS menu

• Click on D/M/WBE ACKNOWLEDGE

• Enter contract number

• Click on FIND

• Click on EDIT

• Click on ACKNOWLEDGE WORK ITEMS

Question: How are payments acknowledged?

Answer: Here are the steps for acknowledging payments:

• Click on CONTRACTS menu

• Click on PAYMENTS / RECEIPTS

• Enter contract number

• Click on FIND

• Click on EDIT

• Click on RECIEPTS TAB (primes will see both RECEIPTS and PAYMENTS tab)

• Click on RECEIVED data field and click on the drop down arrow to see the calendar

• On the calendar, select the date that the payment was received

• In the $ RECEIVED column, enter the amount of the payment that was received

• Click SAVE

Question: How does a Vendor or Sponsor EBO System Administrator assign subordinate users?

Answer: Here are the steps for assigning subordinate users:

• Only the PRIMARY LOGIN holder for the firm can assign subordinate users

• Open SETUPS

• Click on USERS

• Click on NEW

• Enter required DATA to include USERNAME as this will be the user’s login

• Click on SAVE

• The responsibility defaults to DEFAULT CONTRACTOR – giving the user access to every screen

• To limit the access of a user, a new RESPONSIBILITY must be designated by the PRIMARY LOGIN HOLDER (see next step)

• The default PASSWORD is WELCOME1 (all one word)

Question: How does a Vendor or Sponsor EBO System Administrator create a RESPONSIBILITY for a subordinate user?

Answer: Here are the steps for creating a RESPONSIBILITY for a subordinate user:

• Only the PRIMARY LOGIN holder for the firm can assign subordinate users

• Open SETUPS

• Click on RESPONSIBILITY

• Screen will refresh and Responsibility data file should say NEW

• In NEW NAME data field enter the name of the new responsibility – i.e., accounts payable, payroll, accounts receivable

• In the area below and to the right, there are two columns, EXCLUDE and READ ONLY. Check the boxes for the screens or information that is to be either excluded or to have read only rights. If there is NO check, the screen will be available for editing.

• Once this is done, Click SAVE

Question: Can any browser be used with EBO?

Answer: Internet Explorer versions 6.x, 7.x, 8.x, 9.x must be used with EBO. Other browsers do not work well with EBO.

Question: Why isn’t data showing up when added or saved?

Answer: This is due to pop-up blockers that were not set properly. For guidance on how to remove pop-up blockers, go to [LINK]

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