SBS runs New York City's Workforce1 Career Centers and related workforce programs. Invoicing runs entirely through PASSPort — there is no separate downloadable voucher file, which is why this is a guide rather than a template.
Upload a completed budget or voucher and we'll flag unallowable costs, fringe above the ceiling, allocations that don't total 100%, and totals that don't reconcile — against NYC SBS's own rules.
Who this applies to
Nonprofits operating Workforce1 centers, sector-based training, and other SBS-funded workforce programs.
Key requirements
Funder
NYC Department of Small Business Services
Jurisdiction
New York City
Fringe
Provider-specific — computed from your own actual wage and fringe costs via a Fringe Rate Worksheet, not a published cap
Indirect cost basis
Indirect Cost line capped at the lesser of 10% of the total annual budget (minus Bonus, Client Transportation & Stipends, Equipment over $5K, Incentives, Rent, and Sub-Contractors over $25K) or your own calculated and approved rate (SBS Fiscal Manual, updated Sept. 2024)
Allowable OTPS categories
The categories NYC SBS recognizes on a budget. Wording outside this list is a routine cause of returned submissions.
Rent
Equipment
Client Transportation & Stipends
Incentives
Sub-Contractors
Staff Training
Insurance
Rules worth knowing
SBS is a city-level WIOA-adjacent funder, distinct from NYS DOL's state-level WIOA administration — an organization can plausibly hold both a state WIOA contract and a separate SBS contract
The indirect cap excludes six specific categories from its base; bundling any of them in gets a budget returned
City contracts aggregating over $25,000 per year require an independent audit
The manual's stated Single Audit tiers ($750,000 and $25,000) are pre-2024 federal thresholds — reconfirm against the current 2 CFR 200 threshold
The full unallowable-cost list lives in the manual's Appendix B; check it directly before budgeting an edge-case cost
Free voucher checker: upload a completed voucher and it flags unallowable costs, fringe above the ceiling, allocations that don't total 100% and totals that don't reconcile before you file. No signup; the file never leaves your browser.
Why vouchers get returned: the six checks behind most returned vouchers, and what each one looks like in a real file.
One budget, every funder
Prove It Financials tracks NYC SBS contracts alongside every other funder you hold — allocation, fringe and indirect validated against each one's own rules as you enter them, with monthly vouchers generated in each funder's own format.