1. Overview of Grantee Reporting Responsibilities
Overview of Grantee Reporting Responsibilities
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:
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.
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
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.
In establishing the deadline for a report, HRSA/HAB takes into consideration the:
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.