Ryan White HIV/AIDS Program Part B Repor9ng Requirements

Transcription

1 Ryan White HIV/AIDS Program Part B Repor9ng Requirements RWHAP Part B Virtual Administra9ve Reverse Site Visit February 1, 2016 CAPT Kathleen M. Edelman, MPH, RD Project Officer, Division of State HIV/AIDS Programs Department of Health and Human Services Health Resources and Services Administra9on HIV/AIDS Bureau

2 Introduc9on Upon receipt of the No9ce of Award (NoA), please: Review all Terms and Condi1ons and review all repor1ng requirements and their deadlines. Check the Submissions sec1on of the Electronic Handbook (EHB) to make sure that all repor1ng requirements are listed and the deadlines match those in the NoA. Check all repor1ng requirements portals to make sure: That you can access the portal That the repor1ng requirements templates are present. That you can access the repor1ng requirements templates. If you have any difficul9es accessing this informa9on in the EHB or have any ques9ons about any of the repor9ng requirements, please contact your Project Officer as soon as possible. 2

3 Things to Remember OMB forms (e.g., SF 424- A, SF- 425, RWHAP Part B Alloca9ons Report, RWHAP Part B Expenditures Report) must be used. All repor9ng requirements components must be complete when submi\ng. All repor9ng requirements components must be submi]ed at the same 9me. Repor9ng requirements with templates provided in spreadsheet format must be submi]ed in Excel format. Gray cells in spreadsheets indicate formulas Please do not enter informa9on into a gray cell unless otherwise instructed. Please double- check informa9on provided in all repor9ng requirements to ensure that all informa9on is correct. If you have any ques9ons with or problems accessing or comple9ng a repor9ng requirement, please contact your Project Officer ASAP. 3

4 RWHAP Part B Repor9ng Requirements Program Terms Report & Minority AIDS Inia9ve (MAI) Plan Interim Federal Financial Report (FFR) Unobligated Balance (UOB)and Carryover Es9mate Ryan White HIV/AIDS Program Services Report (RSR) Ryan White HIV/AIDS Program AIDS Drug Assistance Program (ADAP) Data Report (ADR) Final Federal Financial Report (FFR) & UOB Carryover Request Annual Progress Report, WICY Report, MAI Report, & Final Expenditure Report 4

5 Program Terms Report Program Terms Report: Due within 90 days of final award date Contains: Revised SF 424A OMB form FY 2016 RWHAP Part B & MAI Alloca9on table OMB form (spreadsheet) Revised budget narra9ve (mul9- tabbed spreadsheet) Revised Implementa9on Plan Consolidated List of Contracts (CLC) (spreadsheet) Contract Review Cer9fica9on (CRC) 5

6 SF 424A OMB form must be used. Submi]ed with Program Terms Report in Program Terms Report portal. Sec9on A and Sec9on B: Must use column headings of Administra9on, ADAP, Consor9a/Emerging Communi9es, and Direct Services. Sec9ons C, D, & E: Do not enter any informa9on into these sec9ons. Amounts provided in this report must correspond with NoA, Budget Narra9ve spreadsheet, and RWHAP Part B & MAI Alloca9ons Report. 6

7 RWHAP Part B & MAI Alloca9on Report Submi]ed with Program Terms Report in Program Terms Report portal. Must use spreadsheet form provided (OMB form). Submit in Excel spreadsheet format. Must show 75% of alloca9ons are core medical alloca9ons, unless Core Medical Services waiver requested with RWHAP Part B applica9on. Must show Administra9on alloca9on < or = to 10% of total award. Must show Quality Management alloca9on < or = 5% of total award or $3M, whichever is less. Planning & Evalua9on (P & E) and Administra9on alloca9ons combined cannot be more than 15%. ADAP Access/Adherence Monitoring Services alloca9ons cannot exceed 5% of the ADAP award. MAI alloca9ons counted towards support services, not core medical services. Informa9on must align with NoA, SF 424A, and Budget Narra9ve spreadsheet. 7

8 Revised Budget Narra9ve Submi]ed with Program Terms Report in Program Terms Report portal. Submit in Excel spreadsheet format. All sources of funding awarded (RWHAP Part B Base, ADAP, MAI, Consor9a, and Emerging Communi9es) must be reported. Personnel alloca9ons of less than 1 full- 9me equivalent (FTE) must list addi9onal funds allocated for that posi9on. Informa9on must align with NoA, SF 424A, and RWHAP Part B & MAI Alloca9on Report. 8

9 Revised Implementa9on Plan Submi]ed with Program Terms Report in Program Terms Report portal. Provide updated informa9on (Service Goal, Total Alloca9on, Objec9ves, Service Unit Defini9on, Total Number of People to be Served, Total Number of Service Units to be Provided, Time Frame, Funds, Outcomes, and Stage of the HIV Care Con9nuum) for each Service Category based on the amount of funding actually received What do you plan to do for each Service Category? Will use this again when submi\ng your Annual Progress Report. 9

10 Consolidated List of Contracts (CLC) Submi]ed with Program Terms Report in Program Terms Report portal. Submit in Excel spreadsheet format. Informa9on provided for Direct Service contracts only. New for 2016: The CLC will also populate from the Grantee Contract Management System (GCMS). The GCMS stores all your contract informa9on for your grant. You must update your contract informa9on in GCMS for your 2016 fiscal year. More informa9on to be provided within CLC instruc9ons in Program Terms Report instruc9ons. Must provide the requested informa9on for each service provider contract, MOU, MOA and/or LOA for each service designated within that contract. For example: if a provider has four contracts for the provision of four different services, the provider must be listed four 9mes, once for each contracted service. Consor9a and the funded service providers should also be listed on the CLC. Informa9on provided must align with informa9on provided in Contract Review Cer9fica9on (CRC). 10

11 Contract Review Cer9fica9on (CRC) Submi]ed with Program Terms Report in Program Terms Report portal. CRC used to cer9fy all RWHAP Part B direct Core Medical and Support service contracts administered by the recipient comply with all OMB circulars and RWHAP requirements. Cer9fies budgeted costs in all contracts are allowable according to principles and standards established by OMB in applicable circulars. The total amount awarded for direct Core Medical and Support service contracts must include all direct Core Medical and Support service contracts, memoranda of understanding, memoranda of agreement, and le]ers of agreement for RWHAP Part B and MAI services. Must be signed by Recipient Project Director and Recipient Budget (Fiscal) Officer. 11

12 Minority AIDS Ini9a9ve Plan Only provided with RWHAP Part B (X07) repor9ng requirements. Only needed from recipients receiving MAI funding. Due within 90 days of final award date. Two- tabbed spreadsheet form Educa9on and Outreach. Informa9on provided in plan must match informa9on provided in MAI services provided in revised Implementa9on Plan. MAI alloca9ons must also be reflected in RWHAP Part B & MAI Alloca9ons Report. MAI alloca9ons counted as support services, not core medical. 12

13 Interim Federal Financial Report (FFR) Due 150 days ater final grant award. Must show that 75% of grant funds have been obligated. Does not mean that 75% of grant funds must have been expended. Percentage of grant funds obligated must be a solid 75% or more no rounding up is allowed. May use Contract Review Cer1fica1on (CRC) as suppor1ng documenta1on. 13

14 Unobligated Balance (UOB) and Carryover Es9mate Only provided with RWHAP Part B (X07) repor9ng requirements. Due no later than January 31 st. Memorandum format sent via e- mail to all recipients to use. Must provide no later than January 31 st, otherwise will not be able to submit official UOB and carryover request. 14

15 Ryan White HIV/AIDS Program Services Report (RSR) Repor1ng period January 1- December 31 of year prior to the report due date e.g., repor1ng period of January 1, December 31, 2016 for the 2017 RSR report. Three reports with three different due dates: RSR Grantee Report RSR Provider Report RSR Client- Level Data Report Due dates subject to change annually 15

16 Ryan White HIV/AIDS Program AIDS Drug Assistance Program (ADAP) Data Report (ADR) Calendar Year ADR Client- Level Data Report: Repor1ng period January 1, December 31, FY 2016 ADR Grantee Data Report: Repor1ng period April 1, March 31, Due dates subject to change annually. 16

17 Final Federal Financial Report (FFR) Due no later than July 30 th No excep9ons! Must be completed in its en9rety. Submi]ed via Final FFR portal in EHB. Informa9on provided must match informa9on provided in the Payment Management System to the penny. Must accurately report drug rebate funds received and drug rebate funds spent and clearly state if UOB due to drug rebate funds received using format provided by DSHAP. 17

18 Unobligated Balance (UOB) & Carryover Request Must be submi]ed either with Final FFR or no later than 30 days aser submi\ng Final FFR. Must be submi]ed via Prior Approval portal in EHB. Submit in Excel spreadsheet format. The following funds may not be carried over: Unspent carryover awarded in prior year Offset funds Emerging Communi1es funds UOB requests cannot be approved un9l Final FFR is approved. 18

19 Annual Progress Report FY 2015: Due no later than 120 days aser end project date. For FY 2015 X07 Annual Progress Report, due July 29 th. FY 2016 and forward: Now due no later than 90 days aser end project date. For 2017 X07 Annual Progress Report, due June 29 th. Implementa9on Plan Update What actually happened? Early Iden9fica9on of Individuals with HIV/AIDS (EIIHA) Update. Narra9ve Progress Report. Cer9fica9on of Aggregate Administra9ve Cost (spreadsheet). Clinical Quality Management ac9vi9es. Women, Infants, Children, & Youth (WICY) report (spreadsheet). Technical assistance received. 19

20 Implementa9on Plan Update Submi]ed as part of Annual Progress Report in same EHB portal as Annual Progress Report. Provide updated informa9on for each Service Category: Total Number of People to be Served (Number of people actually served.) Total Number of Service Units to be Provided (Number of service units actually provided.) Time Frame (Actual dura9on of the ac9vity.) Funds (Amount of funds actually spent and funding source.) Outcomes (What actually happened.) Stage of the HIV Care Con9nuum (Stages actually covered.) What actually happened? 20

21 Cer9fica9on of Aggregate Administra9ve Cost Submi]ed as part of Annual Progress Report in same EHB portal as Annual Progress Report. Submit in Excel spreadsheet format. 21

22 Women, Infants, Children, and Youth (WICY) Submi]ed as part of Annual Progress Report in same EHB portal as Annual Progress Report. Submit in Excel spreadsheet format. Waiver Request box must be checked either yes or no. Do not leave blank. Percent of HIV/AIDS Cases in the state for Women, Infants, Children, and Youth must be provided from CDC data sheet. If RWHAP Part B Expenditures are less than the Percent of HIV/AIDS Cases in the State for any WICY Popula9on, Expenditure sec9on must be completed. This informa9on will serve as the jus9fica9on for the Waiver. 22

23 MAI Report Only provided with RWHAP Part B (X07) repor1ng requirements. Only needed from recipients who received MAI funding. Same due date as Annual Progress Report, but uploaded in its own separate repor1ng requirements portal, not in Annual Progress Report portal. Same spreadsheet used for MAI Plan. Informa1on provided in MAI report must match informa1on provided in MAI services provided in updated Implementa1on Plan used for Annual Progress Report What actually happened? MAI expenditures must also be reflected in RWHAP Part B & MAI Expenditures Report. MAI alloca1ons counted as support services, not core medical. 23

24 RWHAP Part B & MAI Expenditure Report Same due date as Annual Progress Report, but uploaded in its own separate repor9ng requirements portal, not in Annual Progress Report portal. Must use spreadsheet form provided (OMB form). Submit in Excel spreadsheet format. Must show 75% of alloca9ons are core medical alloca9ons, unless Core Medical Services waiver requested with RWHAP Part B applica9on. Must show Administra9on expenditures < or = to 10% of total award. Must show Quality Management expenditures < or = 5% of total award or $3M, whichever is less. Planning & Evalua9on (P & E) and Administra9on expenditures combined cannot be more than 15%. ADAP Access/Adherence Monitoring Services expenditures cannot exceed 5% of the ADAP award. MAI expenditures counted towards support services, not core medical services. Informa9on must align with informa9on provided in Annual Progress Report. 24

25 RWHAP Part B Repor9ng Requirements QUESTIONS? 25