CivicGuard Sentinel monitors PASSPort, warns you before deadlines expire, and catches payment anomalies — so every dollar stays where it belongs: serving your community.
Built for NYC Non-Profit Compliance
Features
Three layers of protection between your organization and an audit finding.
Real-time tracking of every vendor's compliance status. When a vendor gets suspended, you know in minutes — not months.
Checks every 4 hours. Supports Prequalified, Filed, Suspended, and Not Filed statuses. Automatic CRITICAL alerts on suspension.
Escalating alerts at 60, 30, 14, and 7 days before CNC renewals, insurance expirations, audit deadlines, and staff credentials.
Progressive escalation: coordinator → supervisor → CFO → Executive Director. Every alert logged to the immutable audit trail.
Three rules that catch what humans miss: unapproved vendor payments, ACCO threshold breaches, and retroactive status drift.
Cross-references your general ledger against PASSPort. Flags the $22,500 payment to a vendor who isn’t in the system.
Every action logged permanently. When the Comptroller asks who approved that payment, you have the answer — with timestamps and rationale.
Email alerts, daily compliance digests, and Slack integration. The right person gets the right alert at the right time.
How It Works
Enter your org details, contracts, and subcontractor information. Link your PASSPort credentials or upload a status export.
Day 1Upload your general ledger payment data via CSV. Sentinel matches vendors and immediately scans for anomalies.
Day 1The warning engine starts checking deadlines every hour. PASSPort syncs every 4 hours. You get your first daily digest at 8 AM.
Day 2Alerts fire automatically. Anomalies get flagged. Every action is audit-logged. You sleep better knowing compliance is covered.
OngoingPricing
One prevented clawback pays for a decade of Sentinel.
PASSPort monitoring, 30-day warnings, anomaly detection
Everything in Sentinel plus automated document generation
Enterprise compliance with AI-powered contract analysis
Under NYC's Indirect Cost Rate (ICR) Initiative, compliance monitoring software qualifies as an administrative overhead expense. Sentinel can be budgeted into your contract's ICR allocation — meaning the cost is reimbursed by the City through your grant's admin line, not your operating budget.
Non-profits with city HHS contracts are eligible for a minimum 10% indirect cost rate — automatically, with no documentation required. At $499/month, Sentinel is roughly 6% of the ICR allocation on a $1M contract.
About Us
CivicGuard AI was born from a simple observation: NYC non-profits are losing millions every year to preventable audit clawbacks. Not because they're doing anything wrong — but because compliance is tracked on spreadsheets, PASSPort changes go unnoticed, and institutional knowledge walks out the door with every departing coordinator.
We believe every dollar a non-profit spends on a compliance clerk is a dollar not spent on a case manager, a counselor, or a bed for someone who needs it. Sentinel exists to automate the compliance work so mission-driven organizations can focus on their mission.
We are based in New York City. We speak PASSPort. We understand the difference between “Filed” and “Prequalified.” And we know exactly what happens when the Comptroller's office calls.
Contact
Whether you're ready for a demo, curious about pricing, or just want to talk about PASSPort frustrations — we'd love to hear from you.