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H H S Department of Health and Human Services
Health Resources and Services Administration
HIV/AIDS Programs

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CARE Act Title II Manual - 2003 Version

III. Reporting Requirements


1. Overview of Grantee Reporting Responsibilities

Introduction

  1. Legislative Backgound
  2. Submitting Reports

Chapter 1
Overview of Grantee Reporting Responsibilities 

Introduction TOP

All grantees receiving Federal funds are required to report fiscal and program information to the agency designated to administer the particular grant program. For Title II CARE Act grantees, that agency is the Health Resources and Services Administration (HRSA), HIV/AIDS Bureau (HAB), Division of Service Systems (DSS).

In general, reports are required for one or more of the following reasons:

  1. To assure grantee compliance with requirements mandated by Congress on the use of Title II funds. Such requirements are called Conditions of Award because they set criteria or limits on how grant funds may be used.
  2. To monitor the fiscal and programmatic integrity of the grant program, as required by Public Health Service (PHS) Grants Management Policy. For example, recipients of grants administered by HRSA usually must submit a revised program budget after receiving their notice of grant award, along with a narrative justification. Similarly, grantees are required to submit information about subcontracts. Examples of this type of report include the Title II Consolidated List of Contractors report and the Contract Review Certification and budget package required for each subcontract.
  3. To monitor program accomplishments, prepare HRSA reports on program trends, and respond to information requests from Congress, Office of Management and Budget (OMB), the media, and the public at large. As the agency responsible for the fiscal and program integrity of Title II programs, HRSA must be able to monitor and report on the grantees’ fiscal status, services provided, clients served, program accomplishments, and technical assistance needs. HRSA also relies on information routinely reported by grantees to respond to inquiries from various parties such as the Congress.

    Legislative Background TOP

    Grantees must provide progress and data reports in accordance with applicable provisions of the general regulations 45 CFR Part 92, Sub-part C, “Monitoring and Reporting Program Performance” and provisions of the CARE Act.

    Submission of progress reports is one of the Conditions of Award for Title II grantees. Failure to comply with any of the Conditions of Award by the specified due date may result in suspension of a grantee’s ability to draw down funds and/or the disallowance of funds.

    Submitting Reports TOP

    Format for Submitting Reports

    Information and data required in certain Title II reports must be submitted using the format provided by HRSA, as outlined in the chapters that follow. These reporting formats help to assure that correct information is reported across all CARE Act grantees. This in turn allows HRSA to track and report national program trends, identify technical assistance needs, and prepare aggregate summary reports to Congress, grantees, and the public at large.

    Required Electronic Copies of Reports

    Grantees must submit an electronic copy of all required reports for which an electronic file/template of the reporting format has been provided to them. HRSA/HAB will continue to mail grantees a diskette containing electronic files of these reports along with a set of instructions and a sample report, but may also e-mail the report template to grantees to speed up dissemination. In addition, grantees may request an e-mail copy if needed at any time. HRSA/HAB plans to establish web-based reporting for required reports as resources permit.

    Where to Send Reports

    All reports must be sent to the designated HRSA Grants Management Officer. Facsimiles will not be accepted. For Title II, the address is:

    Grants Management Officer
    HRSA HIV/AIDS Bureau
    Parklawn Building
    5600 Fishers Lane, Room 7-89
    Rockville, MD 20857
    Phone: 1-888-300-HRSA (4772)

    The name of the report should be specified on the envelope containing the hard copy and diskette (e.g., “Title II FY 2002 Mid-Year Progress Report”). As a courtesy, grantees should send a copy of the report to their project officer.

    Reporting Deadlines

    In establishing the deadline for a report, HRSA/HAB takes into consideration the:

    • Purpose of the report
    • Grant program’s fiscal year
    • Application/award process and schedule
    • Any mandated timeframes for reporting specific information to the Congress or OMB
    • Program monitoring and reporting standards set by PHS Grants Management Policy
    • Feedback from grantees on reporting issues specific to the program.

    For the precise date, refer to the Condition of Award and/or written instructions issued each year by HRSA/HAB. To meet the deadline, the Grants Management Officer must receive one original hard copy and one electronic disk copy of the report by the close of business (5 p.m. EST) on the due date. Grantees are expected to comply with all reporting deadlines. If a problem of late reports persists, it may also result in a lower score and special Conditions of Award.