Coronavirus Disease 2019 (COVID-19) Frequently Asked Questions
HRSA understands the important work Ryan White HIV/AIDS Program recipients, subrecipients, and stakeholders are doing in response to the coronavirus disease 2019 (COVID-19) public health emergency. We are updating this page regularly as information becomes available.
CARES Act Funding
Mobile devices (e.g., telephones, tablets, laptops) and connectivity costs (e.g., data plans, phone cards), collectively referred to as "mobile technology," are allowable uses of federal funds in instances where the RWHAP recipient or subrecipient can ensure that costs are reasonable, allocable, and needed in order to achieve the statutory purpose of the program. RWHAP recipients and subrecipients can fund mobile technology costs to support access to HIV care, treatment, and support via telehealth across various core medical and support services, as outlined in PCN #16-02 Ryan White HIV/AIDS Program Services: Eligible Individuals & Allowable Uses of Funds (PDF - 172 KB).
In addition, mobile technology and related costs are allowable uses of federal funds for members of RWHAP planning councils and planning bodies, or other advisory groups, as needed to participate in activities with recipients, using administrative funds.
(Added: 11/19/2020)
FY 2020 CARES Act funding may be used for the purchase and administration of FDA licensed or authorized or approved therapeutics and vaccines.
(Added: 11/19/2020)
On April 15, 2020, the U.S. Department of Health and Human Services (HHS), through the Health Resources and Services Administration (HRSA), awarded $90 million for Ryan White HIV/AIDS Program recipients across the country to prevent, prepare for, and respond to coronavirus disease 2019 (COVID-19). This funding is provided by the fiscal year 2020 Coronavirus Aid, Relief and Economic Security (CARES) Act, which President Trump signed into law on Friday, March 27, 2020.
(Updated: 4/15/2020)
The fiscal year (FY) 2020 Coronavirus Aid, Relief and Economic Security Act -P.L. 116- 136 (CARES Act) provides one-time funding for eligible health care providers, including current Health Resources and Services Administration (HRSA) Ryan White HIV/AIDS Program (RWHAP) recipients to prevent, prepare for, and respond to coronavirus disease 2019 (COVID-19).
For Ryan White HIV/AIDS Program recipients, the funding is directed to clinics and community based organizations, city/county health departments, state health departments, the AIDS Education and Training Centers, and the AIDS Drug Assistance Program Technical Assistance and Training Program for preventing, preparing for, and responding to COVID-19 for RWHAP clients, including expenses related to extended operating hours, increased staffing hours (overtime), additional equipment, workforce training and capacity development, and services to support social distancing, such as home delivered meals and transportation. All activities and purchases supported with FY 2020 CARES Act funding for RWHAP recipients must be used for services, activities, and supplies needed to prevent or minimize the impact of COVID-19 on RWHAP clients.
(Added: 4/15/2020)
No. If RWHAP recipients are isolating providers in order to minimize spread, the FY 2020 CARES Act funding for RWHAP recipients may not be used to pay the salaries of providers that are not involved in the COVID-19 response.
(Added: 4/15/2020)
For Ryan White HIV/AIDS Program (RWHAP) Parts A, B and C, 2018 Ryan White HIV/AIDS Program Services Report (RSR) data were used to develop the funding methodology, focusing on the numbers of clients served. For RWHAP Part D, the funding methodology was based on FY 2019 funding amounts.
Note that for RWHAP Parts A and B, using RSR data (the number of clients reported as receiving a service in each jurisdiction through RWHAP) are different from using Centers for Disease Control and Prevention surveillance data (the number of people living with HIV and AIDS in that jurisdiction) on which Part A H89 and Part B X07 awards are based.
(Updated: 4/22/2020)
To expedite distribution of this critical funding, HRSA plans to make funds immediately available and subsequently collect budget plans. Recipients will receive reporting instructions for the project narrative and budget information that must be provided within 30 days of receiving the FY 2020 CARES Act award.
(Added: 4/15/2020)
Upon receipt of the award.
(Added: 4/15/2020)
The FY 2020 CARES Act authorized supplements to existing grants and cooperative agreements. To support tracking of CARES Act spending across different parts of the government, FY 2020 CARES Act awards were issued separately from a Ryan White HIV/AIDS Program recipient’s grant award. Ryan White HIV/AIDS Program recipients will need to separately track and account for their COVID-19 prevention, preparedness, and response-related activities supported through this funding.
(Added: 4/15/2020)
The period of performance for this funding is 12 months. Funding is available for immediate use, and pre-award costs are permitted for COVID-19 prevention, preparedness, and response-related expenses dating back to January 20, 2020.
(Added: 4/15/2020)
All Ryan White HIV/AIDS Program COVID-19 activities and purchases supported with FY 2020 CARES Act funding must be used for services, activities, and supplies needed to prevent or minimize the impact of COVID-19 on RWHAP clients.
The CARES Act provision for the Ryan White HIV/AIDS Program offers recipients some flexibility to address COVID-19 related health and support needs of clients. See Examples of Coronavirus Aid, Relief, and Economic Security (CARES) Act Supplemental Funding Uses and Ryan White HIV/AIDS Program Service Categories for more information.
The FY 2020 CARES Act funding will primarily support core medical and support services for RWHAP clients. Funds also are being allocated to technical assistance programs to ensure that HIV healthcare organizations and professionals have timely access to the most current training and technical assistance needed to address COVID-19 related issues impacting people with or at risk for HIV. These funds are being awarded to the following RWHAP technical assistance programs to address the surge in workforce development needs as a result of challenges presented by COVID-19:
- AIDS Education and Training Centers (AETC), National Clinician Consultation Center (NCCC)
- AETC, Enhancement and Update of the National HIV Curriculum (NHC) e-Learning Platform
- AETC, National Coordination and Resource Center
- AETC, Regional Centers
- Ryan White HIV/AIDS Program- AIDS Drug Assistance Program (ADAP) Training and Technical Assistance Program
(Updated: 4/30/2020)
Funding has been appropriated under the Coronavirus Aid, Relief and Economic Security (CARES) Act (P.L. 116-136) to help Ryan White HIV/AIDS Program (RWHAP) recipients prepare for, prevent, and respond to the COVID-19 pandemic. All activities and purchases supported with FY 2020 CARES Act funding must be used for services, activities, and supplies needed to prepare for, prevent, and respond to COVID-19 with respect to RWHAP clients.
FY 2020 CARES Act funding should be allocated to RWHAP service categories as outlined in PCN 16-02 (PDF - 172 KB). Allocations are not limited to those service categories that the recipient currently funds under the RWHAP award, so long as they are allowable and meet the purposes of the FY 2020 CARES Act funding. Please see the Examples of Allowable Uses of Funds (PDF - 200 KB) document.
Recipients should use their existing processes to allocate funding, except that Planning Council/Planning Body allocations are waived for FY 2020 CARES Act funding. See communication regarding waived requirements sent on April 30, 2020.
(Added: 5/13/2020)
Yes, recipients are required to comply with RWHAP administrative cost caps.
Administration/Planning and Evaluation - Administration costs are costs associated with the administration of the grant. No more than 10 percent of the budget can be spent on administrative costs. Recipients should allocate staff activities that are administrative in nature to administrative costs. The aggregate total of administrative expenditures for RWHAP Parts A and B subrecipients, including all indirect costs, may not exceed 10 percent of the aggregate amount of all subawards.
For RWHAP Parts A and B administration and planning and evaluation costs combined should not exceed 15 percent of the total award.
For RWHAP Parts C and D total administrative costs should not exceed 10 percent of the total award. Indirect expenses must be considered administrative expenses subject to the 10 percent cap under Part D.
(Added: 4/15/2020)
The fiscal year (FY) 2020 Coronavirus Aid, Relief and Economic Security Act -P.L. 116- 136 (CARES Act) provides one-time funding for eligible health care providers, including current Health Resources and Services Administration (HRSA) Ryan White HIV/AIDS Program (RWHAP) recipients to prevent, prepare for, and respond to coronavirus disease 2019 (COVID-19). HRSA HAB encourages the use of telehealth to promote access to and continuity of care in a safe way during social distancing. HRSA strongly encourages RWHAP service providers that provide, or are planning to provide health services via telehealth to consult with professional organizations, regulatory bodies, and private counsel to help assess, develop, and maintain written telehealth policies that are compliant with Federal, State, and local requirements and applicable standards of practice. Likewise, HRSA encourages RWHAP service providers to consider the range of issues that would support successful implementation of telehealth. As a reminder, PCN 16-02 (PDF - 172 KB) encourages service providers to consider all methods of providing services, including the use of technology (e.g., telehealth).
(Added: 4/22/2020)
Planning councils are charged with determining the size and demographics of the population, determining the needs of the population, establishing priorities, developing comprehensive plans, assessing the efficiency of administrative mechanisms, participating in the development of the statewide coordinated statement of need, establishing methods of obtaining input, and coordinating with Federal grant recipients that provide HIV-related services. However, in regard to the FY 2020 CARES Act funds for RWHAP recipients, planning council responsibilities are waived. § 2602(b)(4) of the Public Health Service (PHS) Act.
(Added: 5/13/2020)
Yes. FY 2020 CARES Act funding for Ryan White HIV/AIDS Program recipients may be used to pay for personal protective equipment (PPE) for household/family members living in the same home as the RWHAP client because this is an essential item necessary to preserve the health and well-being of the RWHAP client receiving HIV-related care and treatment services. See PCN 16-02 (PDF - 172 KB), Emergency Financial Assistance (EFA). Note: EFA must occur as a direct payment to an agency or through a voucher program.
FY 2020 CARES Act funding may also be used for COVID-19 testing of household/family members that present with COVID-19 symptoms living in the same home as RWHAP clients.
(Added: 5/4/2020)
Under the FY 2020 CARES Act funding for Ryan White HIV/AIDS Program recipients, the requirement to provide services only to people with HIV is waived in the extremely limited instances of household members living with Ryan White HIV/AIDS Program clients, and only for COVID-19 testing and the provision of personal protective equipment (PPE). In this situation, this would be an unallowable cost.
(Added: 5/13/2020)
Yes, RWHAP recipients may provide PPE, specifically protective masks, under the Food Bank/Home-Delivered Meals service category with FY 2020 CARES Act funds as they are considered personal hygiene items.
(Added: 5/13/2020)
Within 30 days of award release date, FY 2020 CARES Act Ryan White HIV/AIDS Program awarded recipients must submit the following: (1) SF424-A Budget Form, (2) Budget Narrative, (3) Project Overview, and (4) Equipment List Form (if applicable). Recipients must submit the report on-line in the Electronic Handbooks (EHB) system.
See FY 2020 CARES Act Funding for Ryan White HIV/AIDS Program Recipients for instructions to support your submission, as well as details for technical assistance calls to address your submission questions.
(Added: 5/13/2020)
No. Program income earned as a result of the RWHAP award must be used for the purposes and under the conditions of the RWHAP award. Likewise, program income earned as a result of the FY 2020 CARES Act funding must be used for the purposes and under the conditions of the FY 2020 CARES Act funding for RWHAP recipient.
(Added: 5/4/2020)
Under the FY 2020 CARES Act funding for Ryan White HIV/AIDS Program recipients, the six-month recertification requirement is waived for those services provided using CARES Act funding.
(Added: 7/22/2020)
Based on the NoA: Per 45 CFR §75.351 - .353, recipients must monitor the activities of their subrecipients as necessary to ensure that the subaward is used for authorized purposes, in compliance with Federal statutes, Ryan White HIV/AIDS Program legislative requirements (Except Sections 2604 (c), 2612 (b) and 2651 (c), regulations), and the terms and conditions of the subaward; and that subaward performance goals are achieved. Recipients must ensure that subrecipients track, appropriately use, and report program income generated by the subaward. Recipients must also ensure that subrecipient expenditures adhere to legislative mandates regarding the distribution of funds.
However, HRSA’s HIV/AIDS Bureau understands that this is a public health emergency and that some grant activities, including site visits, may be impacted by COVID-19 emergencies within their jurisdictions, which may impact the ability to meet grant requirements. Please talk with your project officer regarding alternative approaches to planned activities. Once the emergency has waned, we will work with you on the completion of required activities.
(Added: 7/22/2020)
Mobile devices (e.g., telephones, tablets, laptops) and connectivity costs (e.g., data plans, phone cards), collectively referred to as "mobile technology," are allowable uses of federal funds in instances where the RWHAP recipient or subrecipient can ensure that costs are reasonable, allocable, and needed in order to achieve the statutory purpose of the program. RWHAP recipients and subrecipients can fund mobile technology costs to support access to HIV care, treatment, and support via telehealth across various core medical and support services, as outlined in PCN #16-02 Ryan White HIV/AIDS Program Services: Eligible Individuals & Allowable Uses of Funds (PDF - 172 KB).
In addition, mobile technology and related costs are allowable uses of federal funds for members of RWHAP planning councils and planning bodies, or other advisory groups, as needed to participate in activities with recipients, using administrative funds.
HRSA HAB encourages the use of telehealth to promote access to and continuity of care in a safe way during social distancing. HRSA strongly encourages RWHAP service providers that provide, or are planning to provide health services via telehealth to consult with professional organizations, regulatory bodies, and private counsel to help assess, develop, and maintain written telehealth policies that are compliant with Federal, State, and local requirements and applicable standards of practice. Likewise, HRSA encourages RWHAP service providers to consider the range of issues that would support successful implementation of telehealth. As a reminder, PCN 16-02 (PDF - 172 KB) encourages service providers to consider all methods of providing services, including the use of technology (e.g., telehealth).
(Updated: 12/17/2020)
Yes, FY 2020 CARES Act funds may be added to existing RWHAP Part A subawards with the understanding that subaward agreements must be modified to align with both RWHAP Part A and FY 2020 CARES Act requirements, for applicable subrecipients. This will reduce recipient burden, allow for expedited programming of FY 2020 CARES Act funds and the subsequent reporting of data as outlined in the FY 2020 CARES Act Notice of Award. FY 2020 CARES Act funds that are added to existing RWHAP Part A subaward agreements with applicable subrecipients are required to be monitored separate from RWHAP Part A funding.
(Added: 7/22/2020)
For FY 2020 CARES Act funds, the requirement that funds only support services for people with HIV is waived only for those living in the same household as an RWHAP client, and only for personal protective equipment to prevent the transmission of COVID-19 and COVID-19 testing. Further, outreach services “provide the following activities: 1) identification of people who do not know their HIV status and/or 2) linkage or re-engagement of PLWH who know their status into HRSA RWHAP services, including provision of information about health care coverage options.” Expenditures must be consistent with these activities.
(Added: 7/22/2020)
Per the FY 2020 CARES Act Notice of Award, “Funds may not be used by recipients or subcontractors for the purchase of vehicles without written approval from HRSA’s Division of Grants Management Operations (DGMO).” Recipients would need to submit a prior approval via EHB before the purchase of a vehicle using FY 2020 CARES Act funds.
(Added: 7/22/2020)
Funding has been appropriated under the Coronavirus Aid, Relief and Economic Security (CARES) Act (P.L. 116- 136) to help Ryan White HIV/AIDS Program (RWHAP) recipients prepare for, prevent, and respond to the COVID-19 pandemic. This funding has been appropriated to support recipients as they respond to COVID-19 related health service needs. All activities and purchases supported with FY 2020 CARES Act funding for RWHAP recipients must be used for services, activities, and supplies needed to prepare for, prevent, and respond to COVID-19 with respect to RWHAP clients.
In the Examples of Allowable Uses of Funds (PDF - 200 KB), allowable costs include, but are not limited to:
- Purchase supplies for respiratory hygiene and cough etiquette, including alcohol-based hand sanitizer that contains 60-95% alcohol, tissues, and no-touch receptacles for disposal.
- Purchase personal protective equipment (PPE) for RWHAP recipient personnel and RWHAP clients, including National Institute for Occupational Safety and Health (NIOSH)-approved N95 respirators for RWHAP recipient personnel.
(Updated: 4/30/2020)
AIDS Drug Assistance Program (ADAP) services are included in RWHAP Part B. The Part B authority includes the purchase of health insurance as an allowable cost. FY 2020 CARES Act funding should not supplant cost/activities already covered by fiscal year appropriations. HRSA would follow-up with any recipients as needed to ensure appropriate use of funds.
Medical services allowable under the Ryan White HIV/AIDS Program are also allowable under the FY CARES Act funding for Ryan White HIV/AIDS Program recipients. See PCN 18-01 (PDF - 84 KB) for information related to payment of health insurance premiums and copayments under Ryan White HIV/AIDS Program Parts A, B, ADAP, C, and D.
(Added: 4/27/2020)
In alignment with OMB M-20-17, HRSA will provide flexibilities to recipients by reviewing the allowability of costs not normally chargeable to awards. HRSA provides additional information on our Grants site.
Cost Principles (45 CFR Part 75, Subpart E) must be used in determining allowable costs that may be charged to a HRSA award. Costs must be necessary and reasonable to carry out grant approved project activities, allocable to the funded grant project, and allowable under the Cost Principles, or otherwise authorized by the grant program statute. The treatment of costs must be consistent with recipient or sub-recipient policies and procedures that apply uniformly to both federally-financed and other non-federally funded activities.
Costs that are not described in the funding opportunity or based in the referenced grant program statute are not approvable under a HRSA grant. Items that would not have been approved prior to COVID-19 are not allowed under the OMB M-20-17 flexibilities.
(Added: 4/27/2020)
In the FY 2020 CARES RWHAP Example Uses of Funding, it lists, "Promote behavioral health strategies to address well-being of healthcare workers caring for people with HIV in response to COVID-19." as an allowable use of funds under the response category. Based on this information, this would be an allowable administrative cost.
(Added: 6/1/2020)
45 CFR 75.320 Equipment ( c ) Use. (1) Equipment must be used by the non-Federal entity in the program or project for which it was acquired as long as needed, whether or not the project or program continues to be supported by the Federal award, and the non-Federal entity must not encumber the property without prior approval of the HHS awarding agency. When no longer needed for the original program or project, the equipment may be used in other activities supported by the HHS awarding agency, in the following order of priority: (i) Activities under a Federal award from the HHS awarding agency which funded the original program or project, then (ii) Activities under Federal awards from other HHS awarding agencies. This includes consolidated equipment for information technology systems.
(Added: 6/1/2020)
HRSA HAB encourages promoting access to and continuity of care in a safe way during social distancing PCN 16-02 (PDF - 172 KB) allows for EFA to be used as one-time or short-term payments to assist an HRSA RWHAP client with an urgent need for essential items or services necessary to improve health outcomes, including: utilities, housing, food (including groceries and food vouchers), transportation, medication not covered by an AIDS Drug Assistance Program or AIDS Pharmaceutical Assistance, or another HRSA RWHAP-allowable cost needed to improve health outcomes. Emergency Financial Assistance must occur as a direct payment to an agency or through a voucher program. Standards are determined by RWHAP recipients, however, they must be equitably applied. HRSA RWHAP recipients are encouraged to administer voucher and store gift card programs in a manner which assures that vouchers and store gift cards cannot be exchanged for cash or used for anything other than the allowable goods or services, and that systems are in place to account for disbursed vouchers and store gift cards.
(Added: 5/13/2020)
Yes. FY 2020 CARES Act funding may be used to pay for PPE for household/family members living in the same home as the RWHAP client because this is an essential item necessary to preserve the health and well-being of the RWHAP client receiving HIV-related care and treatment services. See PCN 16-02 (PDF - 172 KB), Emergency Financial Assistance (EFA). Note: EFA must occur as a direct payment to an agency or through a voucher program.
FY 2020 CARES Act funding may also be used for COVID-19 testing of household/family members that present with COVID-19 symptoms living in the same home as RWHAP clients.
(Added: 4/29/2020)
COVID-19 Vaccination
Yes, HRSA HAB Ryan White HIV/AIDS Program (RWHAP) recipients may use FY 2020 CARES Act funding to incentivize vaccinations for RWHAP clients and family/household members living in the same household as the RWHAP client, in accordance with HRSA HAB Policy Clarification Notice #16-02 Ryan White HIV/AIDS Program Services: Eligible Individuals & Allowable Uses of Funds (PDF - 172 KB). FY 2020 CARES Act funds may not be used to make cash payments or provide cash equivalents. General-use prepaid cards are considered “cash equivalent” and are therefore unallowable. Store gift cards that can be redeemed at one merchant or an affiliated group of merchants for specific goods or services that further the goals and objectives of the RWHAP are allowable as incentives. RWHAP FY 2020 CARES Act funded recipients are advised to administer voucher and store gift card programs in a manner which assures that vouchers and store gift cards cannot be exchanged for cash or used for anything other than the allowable goods or services, and that systems are in place to account for disbursed vouchers and store gift cards. RWHAP recipients should develop a tracking system for the purchase and disbursement of vaccine incentives, and establish policies and procedures that outline the criteria for offering incentives that include, but are not limited to, the:
- type and amount of the incentive;
- criteria for determining who receives an incentive; and
- frequency of distributing the incentives.
(Added: 8/25/2021)
To date, the FDA has issued an Emergency Use Authorization for Moderna's COVID-19 vaccine, Pfizer-BioNTech's COVID-19 vaccine, and Janssen’s (Johnson & Johnson) COVID-19 vaccine for the prevention of severe COVID-19 disease. Several other COVID-19 vaccine candidates remain in development. According to the U.S. Department of Health and Human Services, the COVID-19 vaccine itself will be provided at no cost. However, vaccination providers will be able to charge a fee for administering the vaccine. RWHAP providers can get this fee reimbursed from the patient’s public or private health care coverage, or utilize their RWHAP or FY 2020 CARES Act funding to cover this fee. The fees associated with administering the COVID-19 vaccine may be covered using Outpatient Ambulatory Health Services. Other vaccination providers can get this fee reimbursed for uninsured or underinsured patients through the Health Resources and Services Administration's COVID-19 Claims Reimbursement to Health Care Providers and Facilities for Testing, Treatment, and Vaccine Administration for the Uninsured Program. Please see the Examples of CARES Act Supplemental Funding Uses and Ryan White HIV/AIDS Program Service Categories for examples of other COVID-19 related activities that may also be funded under the appropriate service category.
(Updated: 3/25/2021)
The U.S. Department of Health and Human Services is distributing and providing vaccines for the prevention of coronavirus disease 2019 (COVID-19) at no cost to providers or clients. Vaccine providers may charge a fee to administer COVID-19 vaccines authorized by the FDA under an Emergency Use Authorization. RWHAP providers may be reimbursed for this vaccine administration fee by the patient's public or private health care coverage, or utilize their RWHAP, Ending the HIV Epidemic, or FY 2020 CARES Act funding to cover this fee. COVID-19 vaccine administration fees may be covered using RWHAP, Ending the HIV Epidemic, or FY 2020 CARES Act funds allocated to Outpatient Ambulatory Health Services, Home and Community-Based Health Services, and/or Home Health Care service categories as described in HRSA HAB PCN 16-02 Ryan White HIV/AIDS Program Services: Eligible Individuals and Allowable Uses of Funds (PDF - 172 KB). Ending the HIV Epidemic recipients may also use these funds to cover the COVID-19 vaccine administration fee where administering COVID-19 vaccines are a part of an innovative strategy to engage or re-engage people with HIV in care. Non-RWHAP vaccine providers can get this fee reimbursed for uninsured or underinsured patients through the Health Resources and Services Administration's COVID-19 Claims Reimbursement to Health Care Providers and Facilities for Testing, Treatment, and Vaccine Administration for the Uninsured Program.
(Added: 3/25/2021)
FY 2020 CARES Act one-year funding may be used for Part B ADAP-related costs that respond to the pandemic. Under the ADAP service category, FY 2020 CARES Act funds may be used for FDA approved (including under an Emergency Use Authorization) therapeutics and vaccines, when such products are available for sale. These funds may not be used to pay the fee for administering the vaccine or other vaccine-related activities. See PCN 16-02 (PDF - 172 KB) for more information on AIDS Drug Assistance Programs.
(Added: 3/25/2021)
To date, the FDA has issued an Emergency Use Authorization for Moderna's COVID-19 vaccine, Pfizer-BioNTech's COVID-19 vaccine, and Janssen’s (Johnson & Johnson) COVID-19 vaccine for the prevention of severe COVID-19 disease. Several other COVID-19 vaccine candidates remain in development. According to the U.S. Department of Health and Human Services, the COVID-19 vaccine itself will be provided at no cost. However, vaccination providers will be able to charge a fee for administering the vaccine. RWHAP providers can get this fee reimbursed from the patient's public or private health care coverage, or utilize their RWHAP or FY 2020 CARES Act funding to cover this fee. The fees associated with administering the COVID-19 vaccine may be covered using Outpatient Ambulatory Health Services. Other vaccination providers can get this fee reimbursed for uninsured or underinsured patients through the Health Resources and Services Administration's COVID-19 Claims Reimbursement to Health Care Providers and Facilities for Testing, Treatment, and Vaccine Administration for the Uninsured Program. Please see the Examples of CARES Act Supplemental Funding Uses and Ryan White HIV/AIDS Program Service Categories for examples of other COVID-19 related activities that may also be funded under the appropriate service category.
(Updated: 3/12/2021)
RWHAP recipients and subrecipients play an important role in COVID-19 vaccination when designated in their jurisdictions' plans as vaccinators. In addition, all RWHAP recipients and subrecipients play a critical role in addressing COVID-19 vaccine hesitancy and distributing information about local access to vaccines. Communicating regularly with RWHAP clients helps spread accurate information, demonstrates health care providers' confidence, and reinforces the providers' concern for their patients' health and wellbeing.. The FY 2020 CARES Act funding for RWHAP recipients can be used for patient education and outreach to support vaccination. RWHAP Part F AIDS Education and Training Center recipients also can support provider education around COVID-19 vaccination. For additional guidance regarding the COVID-19 vaccine, HRSA HAB encourages you to visit the Centers for Disease Control and Prevention COVID-19 Vaccine website. The website provides resources and toolkits for providers and outlines questions patients may ask about the vaccine and tips for how to answer them. This website is updated regularly as new information becomes available.
(Added: 1/19/2021)
The COVID-19 vaccination roll out continues to develop and evolve. RWHAP and FY 2020 CARES Act funds may be used to vaccinate RWHAP staff and household/family members living in the same home as the RWHAP client. This is an essential service necessary to preserve the health and well-being of the RWHAP client receiving HIV-related care and treatment services.
(Added: 1/19/2021)
Reporting Requirements
The 2020 RSR data collection requirements have not substantially changed from previous years. The main differences from prior years are that CARES Act and the Ending the HIV Epidemic initiative awards require a separate Recipient Report and the client-level data file may include additional clients.
(Added: 2/10/2021)
No, however, many recipients will have to submit additional Recipient Reports if they received either CARES Act or Ending the HIV Epidemic initiative awards in 2020. RWHAP recipients are required to submit a separate Recipient Report for each RWHAP funding source received from HRSA during the reporting period. The Ending the HIV Epidemic initiative and CARES Act awards are considered RWHAP funding and, thus, require a separate Recipient Report for each award.
(Added: 2/10/2021)
Please note that 2020 RSR Recipient Reports for CARES Act and Ending the HIV Epidemic were both due on February 1, 2021. At this time, all RSR Recipient Reports must be in "Certified" status. After this deadline, recipients must contact Data Support to certify, make changes to their RSR Recipient Reports, or submit late reports.
(Added: 2/10/2021)
No. Each provider agency will continue to complete a single Provider Report, even if the provider is funded by multiple sources (i.e., multiply funded providers will include information from all RWHAP Parts, CARES Act and Ending the HIV Epidemic initiative funding sources into one (1) Provider Report).
(Added: 2/10/2021)
There are a few minor changes to the Client-level Data Report (CLD) in the 2020 RSR; the majority of these were planned for the Ending the HIV Epidemic initiative. The new requirements include two new questions and the potential inclusion of additional clients in the CLD file. Please note:
- Ending the HIV Epidemic initiative recipients and subrecipients must report clients that receive services funded through the Ending the HIV Epidemic initiative awards in the CLD for the 2020 RSR.
- CARES Act recipients and subrecipients should report eligible RWHAP clients that receive services funded through the CARES Act in the 2020 RSR. Please note, household members who received services funded through the CARES Act should not be reported in the RSR if they are not eligible RWHAP clients for the purposes of RSR reporting.
(Added: 2/10/2021)
No. As in prior years, only one CLD should be submitted for the 2020 RSR. All eligible clients who received services using any type of RWHAP or RWHAP related funding should be combined into a single CLD file.
(Added: 2/10/2021)
Yes. Detailed instructions for completing the 2020 RSR – including information on the additional Recipient Reports and client-level data requirements – can be found in the RSR Instruction Manual (PDF - 1 MB) on the TargetHIV website.
Additionally, the following webinars were provided to recipients/subrecipients at the end of 2020; these webinars can be still be viewed on the TargetHIV website.
- How to Complete the RSR Recipient Report Using the GCMS (December 9, 2020)
- Preparing for the 2020 RSR Submission ‐ Understanding Reporting Changes (October 7, 2020)
(Added: 2/10/2021)
Yes, FY 2020 CARES Act funded Ryan White HIV/AIDS Program recipients and subrecipients should continue reporting the CDR monthly, as applicable.
Recipient-providers should complete a CDR every month for the duration of the FY 2020 CARES Act award period, including the period covered by a no-cost extension. Subrecipient-providers and second-level providers should complete the CDR each month during their contract period. Note: If subrecipients and second-level providers used all FY 2020 CARES Act funding in a single month, they would still complete a CDR each month until their contract ends.
If no clients are served during a given reporting period, the providers should complete only Section 1 and the first 3 questions in Section 2 of the CDR, then enter “0” for all fields of Section 2, Question 4 (i.e., the number of RWHAP-eligible clients and immediate household members who received service(s) in each category and subcategory). Please continue to follow the CDR reporting guidance provided through Data TA providers.
(Updated: 2/10/2021)
All providers (recipient-providers, subrecipient-providers, and second-level providers) who used FY 2020 CARES Act funding to provide RWHAP core medical or support services will submit the CDR to the HIV/AIDS Bureau. Directly-funded recipient providers will log in through the EHBs to submit the CDR. Subrecipient-providers and second-level providers will log in through the HAB Web Applications system to submit the CDR. Instructions will be available shortly. Recipients will not need to review and approve the provider CDRs, however will be able to access the submissions to review.
(Added: 5/18/2020)
The monthly COVID-19 Data Report (CDR) will collect information on both RWHAP-eligible clients and immediate household members. The requirement to serve only people with HIV is waived for the FY 2020 CARES Act funding to include immediate household members. For the number of people tested, please include RWHAP-eligible clients and immediate household members.
(Added: 5/18/2020)
The number entered in the field for the Total number of clients served with FY 2020 CARES Act funding should be the deduplicated client count. By service category, providers should report the number of clients who received each service using FY 2020 CARES Act funding; if clients receive multiple services, they would appear in the count for each category. The numbers in the service categories will likely sum to more than the Total deduplicated count. In addition, each client served should be counted only one time in each service category they receive, regardless of the number of visits in that service category (i.e., a client who received four case management visits within one month would be counted as one client, not four visits). This information will be included in the instruction manual.
(Added: 5/18/2020)
The COVID-19 Data Report (CDR) is aggregate-level data only, reported for RWHAP-eligible clients and immediate household members. However, client-level data on RWHAP-eligible clients should be included in the RSR; all client-level information for the RSR will be required.
(Added: 5/18/2020)
Bulk purchases of PPE should be proportionally allocated across the relevant service categories according to a reasonable methodology.
(Added: 5/18/2020)
Mobile devices (e.g., telephones, tablets, laptops) and connectivity costs (e.g., data plans, phone cards), collectively referred to as "mobile technology," are allowable uses of federal funds in instances where the RWHAP recipient or subrecipient can ensure that costs are reasonable, allocable, and needed in order to achieve the statutory purpose of the program. RWHAP recipients and subrecipients can fund mobile technology costs to support access to HIV care, treatment, and support via telehealth across various core medical and support services, as outlined in PCN 16-02 (PDF - 172 KB).
In addition, mobile technology and related costs are allowable uses of federal funds for members of RWHAP planning councils and planning bodies, or other advisory groups, as needed to participate in activities with recipients, using administrative funds.
(Updated: 12/17/2020)
For RSR reporting, all RWHAP-eligible clients served using CARES Act funding should be included in the client-level data. However, it will not be required to differentiate between funding sources for client-level service provision (as in previous RSRs).
(Added: 5/18/2020)
No, RWHAP recipients do not need to aggregate their provider reports. Each provider (recipient-providers, subrecipient-providers, and second-level providers) will submit their own data directly to HRSA. There is no review and approval at the recipient-level.
(Added: 5/18/2020)
Recipient-providers, subrecipient-providers, and second-level providers who used FY 2020 CARES Act funding to provide RWHAP core medical or support services to RWHAP-eligible clients and immediate household members are required to submit a CDR.
(Added: 5/18/2020)
Please report any COVID-19 test.
(Added: 5/18/2020)
Please follow CDC guidelines regarding presumptive positive cases. Please refer to your organization's guidelines and procedures.
(Added: 5/18/2020)
The HIV/AIDS Bureau (HAB) COVID-19 Data Report (CDR) has received OMB approval. The COVID-19 Data Report Instruction Manual is available on the TargetHIV website. On May 27, a CDR training was conducted for all Ryan White HIV/AIDS Program recipients; the recording along with questions and answers are available on the TargetHIV website.
(Updated: 6/24/2020)
The Allocations and Expenditure Reports will be available in fall 2020. The Expenditure Report will be due 90 days after the end of the award period.
(Added: 6/24/2020)
If a Ryan White HIV/AIDS Program recipient does not receive FY 2020 CARES Act funding, the recipient is not required to complete a CDR. If a recipient allocates all of their FY CARES Act funding to a subrecipient-provider or second-level provider, those entities will complete the CDR.
(Added: 6/24/2020)
Ryan White HIV/AIDS Program AETCs are not required to submit a CDR.
(Added: 6/24/2020)
Testing outside the clinic does not need to be reported. However, if the client is RWHAP-eligible and received a positive COVID-19 test result at another clinic, they should be reported in the CDR in question 2 (newly identified in the reporting period), if applicable, and number 3 (cumulative number of RWHAP-eligible clients with COVID-19 as of the last day of the reporting period).
(Added: 6/24/2020)
RWHAP-eligible clients and immediate household members who receive outpatient ambulatory health services (OAHS) using FY 2020 CARES Act funds should be reported in the CDR. FY 2020 CARES Act funding can be used for the prevention or treatment of COVID-19.
(Added: 6/24/2020)
The FFATA term is not waived; this term was not included on terms and conditions that were waived as part of the FY 2020 CARES Act award for Ryan White HIV/AIDS Program Part A recipients.
(Added: 7/22/2020)
Providing HIV Care and Client Services During Emergencies
The health and safety of Ryan White HIV/AIDS Program (RWHAP) recipients, providers, and clients remains of paramount importance to HRSA HAB during the COVID-19 pandemic. HRSA HAB encourages recipients to exercise flexibility in their eligibility determination and six-month recertification processes to promote social distancing practices and implement remote (telephonic or electronic) documentation processes when possible. Policy Clarification Notice (PCN) 13-02: Clarifications on Ryan White Program Client Eligibility Determinations and Recertification Requirements (PDF - 173 KB) outlines existing requirements and flexibilities with regard to RWHAP client eligibility determination and six-month recertification. Some examples of eligibility and recertification practices that are not required as per PCN 13-02 include:
- In-person actions related to eligibility
- Handwritten client signatures to accompany self-attestation
- Notarized documentation to support eligibility and recertification determination
- Documentation of any changes in income at six-month recertification if the change does not impact RWHAP eligibility
- Dis-enrolling clients from RWHAP services who are unable to recertify eligibility within a reasonable timeframe
RWHAP recipients and subrecipients assume the risk of recouping any RWHAP funds utilized for clients ultimately determined to be ineligible, and should instead charge an alternate payment source, or otherwise ensure that funds are returned to their RWHAP.
HRSA HAB encourages RWHAP recipients to reassess their organization's eligibility and recertification policies and procedures and remove any procedures that may impede social distancing or other public health strategies necessary to minimize COVID-19 transmission, or that impose any additional requirements beyond those specified in PCN 13-02.
(Updated: 9/22/2020)
The health and safety of Ryan White HIV/AIDS Program (RWHAP) recipients, providers, and clients remains of paramount importance to HRSA HAB during the COVID-19 pandemic. HRSA HAB encourages recipients to exercise flexibility in their eligibility determination and six-month recertification processes to promote social distancing practices and implement remote (telephonic or electronic) documentation processes when possible. Policy Clarification Notice (PCN) 13-02: Clarifications on Ryan White Program Client Eligibility Determinations and Recertification Requirements (PDF - 173 KB) outlines existing requirements and flexibilities with regard to RWHAP client eligibility determination and six-month recertification. Some examples of eligibility and recertification practices that are not required as per PCN 13-02 include:
- In-person actions related to eligibility
- Handwritten client signatures to accompany self-attestation
- Notarized documentation to support eligibility and recertification determination
- Documentation of any changes in income at six-month recertification if the change does not impact RWHAP eligibility
- Dis-enrolling clients from RWHAP services who are unable to recertify eligibility within a reasonable timeframe
RWHAP recipients and subrecipients assume the risk of recouping any RWHAP funds utilized for clients ultimately determined to be ineligible, and should instead charge an alternate payment source, or otherwise ensure that funds are returned to their RWHAP.
HRSA HAB encourages RWHAP recipients to reassess their organization's eligibility and recertification policies and procedures and remove any procedures that may impede social distancing or other public health strategies necessary to minimize COVID-19 transmission, or that impose any additional requirements beyond those specified in PCN 13-02.
(Updated: 9/22/2020)
The health and safety of Ryan White HIV/AIDS Program (RWHAP) recipients, providers, and clients remains of paramount importance to HRSA HAB during the COVID-19 pandemic. HRSA HAB encourages recipients to exercise flexibility in their eligibility determination and six-month recertification processes to promote social distancing practices and implement remote (telephonic or electronic) documentation processes when possible. Policy Clarification Notice (PCN) 13-02: Clarifications on Ryan White Program Client Eligibility Determinations and Recertification Requirements (PDF - 173 KB) outlines existing requirements and flexibilities with regard to RWHAP client eligibility determination and six-month recertification. Some examples of eligibility and recertification practices that are not required as per PCN 13-02 include:
- In-person actions related to eligibility
- Handwritten client signatures to accompany self-attestation
- Notarized documentation to support eligibility and recertification determination
- Documentation of any changes in income at six-month recertification if the change does not impact RWHAP eligibility
- Dis-enrolling clients from RWHAP services who are unable to recertify eligibility within a reasonable timeframe
RWHAP recipients and subrecipients assume the risk of recouping any RWHAP funds utilized for clients ultimately determined to be ineligible, and should instead charge an alternate payment source, or otherwise ensure that funds are returned to their RWHAP.
HRSA HAB encourages RWHAP recipients to reassess their organization's eligibility and recertification policies and procedures and remove any procedures that may impede social distancing or other public health strategies necessary to minimize COVID-19 transmission, or that impose any additional requirements beyond those specified in PCN 13-02.
(Updated: 9/22/2020)
The health and safety of Ryan White HIV/AIDS Program (RWHAP) recipients, providers, and clients remains of paramount importance to HRSA HAB during the COVID-19 pandemic. HRSA HAB encourages recipients to exercise flexibility in their eligibility determination and six-month recertification processes to promote social distancing practices and implement remote (telephonic or electronic) documentation processes when possible. Policy Clarification Notice (PCN) 13-02: Clarifications on Ryan White Program Client Eligibility Determinations and Recertification Requirements (PDF - 173 KB) outlines existing requirements and flexibilities with regard to RWHAP client eligibility determination and six-month recertification. Some examples of eligibility and recertification practices that are not required as per PCN 13-02 include:
- In-person actions related to eligibility
- Handwritten client signatures to accompany self-attestation
- Notarized documentation to support eligibility and recertification determination
- Documentation of any changes in income at six-month recertification if the change does not impact RWHAP eligibility
- Dis-enrolling clients from RWHAP services who are unable to recertify eligibility within a reasonable timeframe
RWHAP recipients and subrecipients assume the risk of recouping any RWHAP funds utilized for clients ultimately determined to be ineligible, and should instead charge an alternate payment source, or otherwise ensure that funds are returned to their RWHAP.
HRSA HAB encourages RWHAP recipients to reassess their organization's eligibility and recertification policies and procedures and remove any procedures that may impede social distancing or other public health strategies necessary to minimize COVID-19 transmission, or that impose any additional requirements beyond those specified in PCN 13-02.
(Updated: 9/22/2020)
PCN 16-02 (PDF - 172 KB) allows for Emergency Financial Assistance to be used as one-time or short-term payments to assist an HRSA RWHAP client with an urgent need for essential items or services necessary to improve health outcomes, including: utilities, housing, food (including groceries and food vouchers), transportation, medication not covered by an AIDS Drug Assistance Program or AIDS Pharmaceutical Assistance, or another HRSA RWHAP-allowable cost needed to improve health outcomes. Emergency Financial Assistance must occur as a direct payment to an agency or through a voucher program. Standards are determined by RWHAP recipients, however, they must be equitably applied. Rental payments could also be provided under the Housing service category, pursuant to PCN 16-02.
(Added: 6/2/2020)
HRSA HAB encourages promoting access to and continuity of care in a safe way to support social distancing during the COVID-19 public health emergency. One example of a safe way to encourage HIV testing during this time is through self-testing. PCN 16-02 (PDF - 172 KB) allows for HIV testing in a limited way under the Ryan White HIV/AIDS Program.
This includes targeted HIV testing to help the unaware learn of their HIV status and receive referral to HIV care and treatment services if found to be living with HIV. Recipients must coordinate these testing services with other HIV prevention and testing programs to avoid duplication of efforts. HIV testing paid for PCN 16-02 cannot supplant testing efforts paid for by other sources.
(Added: 6/2/2020)
To the extent that RWHAP clients are being impacted by COVID-19 and the receipt of such services are reasonably expected to impact their HIV health outcomes, RWHAP funds can be utilized.
(Added: 7/22/2020)
The health and safety of Ryan White HIV/AIDS Program (RWHAP) recipients, providers, and clients remains of paramount importance to HRSA HAB during the COVID-19 pandemic. HRSA HAB encourages recipients to exercise flexibility in their eligibility determination and six-month recertification processes to promote social distancing practices and implement remote (telephonic or electronic) documentation processes when possible. Policy Clarification Notice (PCN) 13-02: Clarifications on Ryan White Program Client Eligibility Determinations and Recertification Requirements (PDF - 173 KB) outlines existing requirements and flexibilities with regard to RWHAP client eligibility determination and six-month recertification. Some examples of eligibility and recertification practices that are not required as per PCN 13-02 include:
- In-person actions related to eligibility
- Handwritten client signatures to accompany self-attestation
- Notarized documentation to support eligibility and recertification determination
- Documentation of any changes in income at six-month recertification if the change does not impact RWHAP eligibility
- Dis-enrolling clients from RWHAP services who are unable to recertify eligibility within a reasonable timeframe
RWHAP recipients and subrecipients assume the risk of recouping any RWHAP funds utilized for clients ultimately determined to be ineligible, and should instead charge an alternate payment source, or otherwise ensure that funds are returned to their RWHAP.
HRSA HAB encourages RWHAP recipients to reassess their organization's eligibility and recertification policies and procedures and remove any procedures that may impede social distancing or other public health strategies necessary to minimize COVID-19 transmission, or that impose any additional requirements beyond those specified in PCN 13-02.
HRSA HAB recommends that AIDS Drug Assistance Programs allow for longer than 30 day dispensing, at the discretion of the prescribing provider. We will be monitoring the RWHAP recipients for any challenges that may occur in terms of access to their medication as a result of COVID-19.
(Updated: 9/22/2020)
The FY 2020 CARES Act funding should be used for preventing, preparing for, and responding to COVID-19, as needs evolve for clients of Ryan White HIV/AIDS Program (RWHAP) recipients. Additionally, as part of the Families First Coronavirus Response Act (P.L. 116-127), Paycheck Protection Program and Health Care Enhancement Act, and CARES Act, the U.S. Department of Health and Human Services (HHS), will provide claims reimbursement to health care providers generally at Medicare rates for testing uninsured individuals for COVID-19 and treating uninsured individuals with a COVID-19 diagnosis on or after February 4, 2020. The Provider Relief Fund, distributed through HRSA, is not a state compensation program, an insurance policy, a federal or state health benefits program, or an entity that provides health services on a prepaid basis. As such, it does not trigger the payor of last resort provision codified in the RWHAP legislation. Providers should use their COVID-19 CARES Act funding specifically authorized for the RWHAP patient population, and are PROHIBITED from accessing the Provider Relief Fund for these same services.
(Added: 5/13/2020)
As part of their ongoing health education services, Ryan White HIV/AIDS Program recipients can and should inform and raise awareness among their patients and the community of COVID-19 preventive measures; how to recognize symptoms of COVID-19 infection; and what to do if and when they or a member of their family gets sick. For conducting allowable outreach activities in the community, HAB defers to state and local government for guidance on community and public contact during the COVID-19 pandemic. CDC guidance for healthcare facilities and healthcare workers can be found at the CDC‘s COVID-19 website.
(Added: 3/25/2020)
HRSA’s HIV/AIDS Bureau recognizes that many recipients are working to address or may be impacted by COVID-19 emergencies within their jurisdictions, which may impact their ability to meet grant requirements. We encourage recipients to continue to provide RWHAP services and grant activities in a safe and efficient manner, to include hazard pay for staff based on existing emergency protocols. Once the emergency has waned, hazard pay should no longer be charged to the grant.
(Added: 6/1/2020)
The health and safety of Ryan White HIV/AIDS Program (RWHAP) recipients, providers, and clients remains of paramount importance to HRSA HAB during the COVID-19 pandemic. HRSA HAB encourages recipients to exercise flexibility in their eligibility determination and six-month recertification processes to promote social distancing practices and implement remote (telephonic or electronic) documentation processes when possible. Policy Clarification Notice (PCN) 13-02: Clarifications on Ryan White Program Client Eligibility Determinations and Recertification Requirements (PDF - 173 KB) outlines existing requirements and flexibilities with regard to RWHAP client eligibility determination and six-month recertification. Some examples of eligibility and recertification practices that are not required as per PCN 13-02 include:
- In-person actions related to eligibility
- Handwritten client signatures to accompany self-attestation
- Notarized documentation to support eligibility and recertification determination
- Documentation of any changes in income at six-month recertification if the change does not impact RWHAP eligibility
- Dis-enrolling clients from RWHAP services who are unable to recertify eligibility within a reasonable timeframe
RWHAP recipients and subrecipients assume the risk of recouping any RWHAP funds utilized for clients ultimately determined to be ineligible, and should instead charge an alternate payment source, or otherwise ensure that funds are returned to their RWHAP.
HRSA HAB encourages RWHAP recipients to reassess their organization's eligibility and recertification policies and procedures and remove any procedures that may impede social distancing or other public health strategies necessary to minimize COVID-19 transmission, or that impose any additional requirements beyond those specified in PCN 13-02.
(Updated: 9/22/2020)
HRSA HAB requires that people with HIV are deemed eligible to receive RWHAP services, and the RWHAP legislation and HRSA HAB policy outline eligibility-related requirements. However, where not defined within these requirements, RWHAP recipients have flexibility as to how they define eligibility requirements for their services, including residency (where applicable), and what documentation they require. HRSA HAB encourages RWHAP recipients to have emergency response plans that include temporary eligibility rules that would apply in specific situations like this. This would allow a recipient to provide services that meet both HRSA HAB requirements and recipient-level policy. For example, in the situation described in the question, an ADAP could have, as a component of their emergency preparedness plan, that in a public health emergency it will accept a lower level of documentation for residency than it would normally.
(Added: 4/27/2020)
The health and safety of Ryan White HIV/AIDS Program (RWHAP) recipients, providers, and clients remains of paramount importance to HRSA HAB during the COVID-19 pandemic. HRSA HAB encourages recipients to exercise flexibility in their eligibility determination and six-month recertification processes to promote social distancing practices and implement remote (telephonic or electronic) documentation processes when possible. Policy Clarification Notice (PCN) 13-02: Clarifications on Ryan White Program Client Eligibility Determinations and Recertification Requirements (PDF - 173 KB) outlines existing requirements and flexibilities with regard to RWHAP client eligibility determination and six-month recertification. Some examples of eligibility and recertification practices that are not required as per PCN 13-02 include:
- In-person actions related to eligibility
- Handwritten client signatures to accompany self-attestation
- Notarized documentation to support eligibility and recertification determination
- Documentation of any changes in income at six-month recertification if the change does not impact RWHAP eligibility
- Dis-enrolling clients from RWHAP services who are unable to recertify eligibility within a reasonable timeframe
RWHAP recipients and subrecipients assume the risk of recouping any RWHAP funds utilized for clients ultimately determined to be ineligible, and should instead charge an alternate payment source, or otherwise ensure that funds are returned to their RWHAP.
HRSA HAB encourages RWHAP recipients to reassess their organization's eligibility and recertification policies and procedures and remove any procedures that may impede social distancing or other public health strategies necessary to minimize COVID-19 transmission, or that impose any additional requirements beyond those specified in PCN 13-02.
(Updated: 9/22/2020)
If a facility that provides core medical or support services needs to close for sanitization due to the presence of a COVID-19 positive client receiving treatment at the facility, the costs associated can be considered a facility maintenance expense. As outlined in Policy Clarification Notice #15-01 (PDF - 368 KB), the portion of indirect/direct facilities expenses such as rent, maintenance, and utilities for areas primarily utilized to provide core medical and support services for eligible RWHAP clients (e.g., clinic, pharmacy, food bank, substance abuse treatment facilities) is not required to be included in the 10% administrative cost cap.
(Added: 4/29/2020)
HRSA’s HIV/AIDS Bureau understands that this is a public health emergency and that some services may be more needed than others. RWHAP recipients should consult the CDC Coronavirus website and the compendium of resources on COVID-19 for people with HIV on HIV.gov, which has guidance and resources for specific populations, such as the homeless. RWHAP recipients should develop their own protocols for home visits or other service provider interactions that are responsive to their local jurisdiction needs.
(Updated: 3/26/2020)
HRSA’s HIV/AIDS Bureau understands that this is a public health emergency and that some grant activities, including activities by Planning Councils, may be impacted by COVID-19 emergencies within their jurisdictions, which may impact their ability to meet grant requirements. Some Planning Council activities may be able to be conducted remotely or virtually, however, generally Planning Councils are not considered “essential services.” Please talk with your project officer regarding alternative approaches to planned activities. Once the emergency has waned, we will work with you on the completion of required activities.
(Added: 3/20/2020)
HRSA’s HIV/AIDS Bureau (HAB) understands that COVID-19 safety measures have restricted many Planning Councils from convening in-person to help reduce community transmission and to protect the health of their members and staff. To promote social distancing and to help mitigate and contain the spread of COVID-19, HRSA HAB encourages Planning Council activities to be conducted remotely or virtually where possible, and as permissible by state and local rules and/or regulations. This includes adopting and/or modifying procedural and operational processes to allow for remote participation and voting by Planning Council members, and other necessary provisions to minimize disruption and allow for the continuity of grant activities in order to meet grant requirements.
(Updated: 12/17/2020)
To the extent that RWHAP clients are being impacted by COVID-19 and the receipt of such services are reasonably expected to impact their HIV health outcomes, RWHAP funds can be utilized.
(Added: 3/20/2020)
Mobile devices (e.g., telephones, tablets, laptops) and connectivity costs (e.g., data plans, phone cards), collectively referred to as "mobile technology," are allowable uses of federal funds in instances where the RWHAP recipient or subrecipient can ensure that costs are reasonable, allocable, and needed in order to achieve the statutory purpose of the program. RWHAP recipients and subrecipients can fund mobile technology costs to support access to HIV care, treatment, and support via telehealth across various core medical and support services, as outlined in PCN #16-02 Ryan White HIV/AIDS Program Services: Eligible Individuals & Allowable Uses of Funds (PDF - 172 KB).
In addition, mobile technology and related costs are allowable uses of federal funds for members of RWHAP planning councils and planning bodies, or other advisory groups, as needed to participate in activities with recipients, using administrative funds.
(Updated: 12/16/2020)
PCN 16-02 (PDF - 172 KB) allows for Emergency Financial Assistance to be used as one-time or short-term payments to assist an HRSA RWHAP client with an urgent need for essential items or services necessary to improve health outcomes, including: utilities, housing, food (including groceries and food vouchers), transportation, medication not covered by an AIDS Drug Assistance Program or AIDS Pharmaceutical Assistance, or another HRSA RWHAP-allowable cost needed to improve health outcomes. Emergency Financial Assistance must occur as a direct payment to an agency or through a voucher program. Standards are determined by RWHAP recipients, however, they must be equitably applied.
(Added: 3/31/2020)
Mobile devices (e.g., telephones, tablets, laptops) and connectivity costs (e.g., data plans, phone cards), collectively referred to as "mobile technology," are allowable uses of federal funds in instances where the RWHAP recipient or subrecipient can ensure that costs are reasonable, allocable, and needed in order to achieve the statutory purpose of the program. RWHAP recipients and subrecipients can fund mobile technology costs to support access to HIV care, treatment, and support via telehealth across various core medical and support services, as outlined in PCN #16-02 Ryan White HIV/AIDS Program Services: Eligible Individuals & Allowable Uses of Funds (PDF - 172 KB).
In addition, mobile technology and related costs are allowable uses of federal funds for members of RWHAP planning councils and planning bodies, or other advisory groups, as needed to participate in activities with recipients, using administrative funds.
(Updated: 12/17/2020)
Mobile devices (e.g., telephones, tablets, laptops) and connectivity costs (e.g., data plans, phone cards), collectively referred to as "mobile technology," are allowable uses of federal funds in instances where the RWHAP recipient or subrecipient can ensure that costs are reasonable, allocable, and needed in order to achieve the statutory purpose of the program. RWHAP recipients and subrecipients can fund mobile technology costs to support access to HIV care, treatment, and support via telehealth across various core medical and support services, as outlined in PCN #16-02 Ryan White HIV/AIDS Program Services: Eligible Individuals & Allowable Uses of Funds (PDF - 172 KB).
In addition, mobile technology and related costs are allowable uses of federal funds for members of RWHAP planning councils and planning bodies, or other advisory groups, as needed to participate in activities with recipients, using administrative funds.
(Updated: 12/17/2020)
HRSA HAB encourages promoting access to and continuity of care in a safe way during social distancing. PCN 16-02 (PDF - 172 KB) allows for Emergency Financial Assistance to be used as one-time or short-term payments to assist an HRSA RWHAP client with an urgent need for essential items or services necessary to improve health outcomes, including: utilities, housing, food (including groceries and food vouchers), transportation, medication not covered by an AIDS Drug Assistance Program or AIDS Pharmaceutical Assistance, or another HRSA RWHAP-allowable cost needed to improve health outcomes. Emergency Financial Assistance must occur as a direct payment to an agency or through a voucher program. Standards are determined by RWHAP recipients, however, they must be equitably applied.
(Added: 3/31/2020)
HRSA’s HIV/AIDS Bureau understands that this is a public health emergency and that some grant activities may be postponed, modified, or extended. PCN 16-02 (PDF - 172 KB) allows for Emergency Financial Assistance to be used as one-time or short-term payments to assist an HRSA RWHAP client with an urgent need for essential items or services necessary to improve health outcomes, including: utilities, housing, food (including groceries and food vouchers), transportation, medication not covered by an AIDS Drug Assistance Program or AIDS Pharmaceutical Assistance, or another HRSA RWHAP-allowable cost needed to improve health outcomes. Emergency Financial Assistance must occur as a direct payment to an agency or through a voucher program. Standards are determined by RWHAP recipients, however, they must be equitably applied.
(Added: 3/25/2020)
For up-to-date information on COVID-19 policies and procedures, please see the Centers for Disease Control and Prevention website and the compendium of resources on COVID-19 for people with HIV on HIV.gov. HRSA’s HIV/AIDS Bureau understands that this is a public health emergency and that some grant activities may be postponed, modified, or extended. Please talk with your project officer regarding alternative approaches to planned activities. Once the emergency has waned, we will work with you on the completion of required activities.
(Updated: 3/26/2020)
Ryan White HIV/AIDS Program recipients and subrecipients are encouraged to review the CDC guidelines around reducing stigma. They describe actions recipients and subrecipients can take, such as maintaining the privacy and confidentiality of those seeking care, raising awareness of COVID-19 without increasing fear, and sharing accurate information about how the virus spreads.
(Added: 4/2/2020)
HRSA’s HIV/AIDS Bureau (HAB) Policy Clarification Notice (PCN) #16-02 (PDF - 172 KB) provides information on allowable services for RWHAP recipients and subrecipients. Recipients are permitted to provide allowable support services, including emergency financial assistance, to their eligible RWHAP clients. Recipients are expected to comply with the “Uniform Guidance” stated in the Background section of PCN #16-02 in addition to the legislative and programmatic requirements of RWHAP. For more specific guidance on changes to your approved budget and scope of services, please contact your project officer to discuss any proposed changes.
(Added: 3/25/2020)
The U.S. Department of Health and Human Services (HHS) issues clinical guidance on HIV care and treatment. Any clinical information on HIV care and treatment for people with HIV impacted by COVID-19 will be issued by HHS. For additional guidance, please see the Centers for Disease Control and Prevention COVID-19 website.
(Added: 3/25/2020)
As part of their ongoing health education services, Ryan White HIV/AIDS Program recipients can and should inform and raise awareness among their patients and the community of COVID-19 preventive measures; how to recognize symptoms of COVID-19 infection; and what to do if and when they or a member of their family gets sick. Ryan White HIV/AIDS Program recipients can provide information in a culturally appropriate manner to accommodate people with limited English proficiency.
Up-to-date information about COVID-19 symptoms, prevention, and treatment is available from the CDC, including materials in Chinese and Spanish. In addition, a compendium of resources on COVID-19 for people with HIV is available on HIV.gov.
(Updated: 3/26/2020)
AIDS Drug Assistance Programs
This will depend on what the RWHAP client’s health care coverage and/or ADAP will allow. Each RWHAP recipient will need to review what the options are on a case-by-case basis.
(Added: 3/19/2020)
Medication refill timelines are determined by the health care coverage and/or ADAP of the RWHAP client. HRSA HAB recommends that AIDS Drug Assistance Programs allow for longer than 30 day dispensing, at the discretion of the prescribing provider.
(Updated: 3/26/2020)
The health and safety of Ryan White HIV/AIDS Program (RWHAP) recipients, providers, and clients remains of paramount importance to HRSA HAB during the COVID-19 pandemic. HRSA HAB encourages recipients to exercise flexibility in their eligibility determination and six-month recertification processes to promote social distancing practices and implement remote (telephonic or electronic) documentation processes when possible. Policy Clarification Notice (PCN) 13-02: Clarifications on Ryan White Program Client Eligibility Determinations and Recertification Requirements (PDF - 173 KB) outlines existing requirements and flexibilities with regard to RWHAP client eligibility determination and six-month recertification. Some examples of eligibility and recertification practices that are not required as per PCN 13-02 include:
- In-person actions related to eligibility
- Handwritten client signatures to accompany self-attestation
- Notarized documentation to support eligibility and recertification determination
- Documentation of any changes in income at six-month recertification if the change does not impact RWHAP eligibility
- Dis-enrolling clients from RWHAP services who are unable to recertify eligibility within a reasonable timeframe
RWHAP recipients and subrecipients assume the risk of recouping any RWHAP funds utilized for clients ultimately determined to be ineligible, and should instead charge an alternate payment source, or otherwise ensure that funds are returned to their RWHAP.
HRSA HAB encourages RWHAP recipients to reassess their organization's eligibility and recertification policies and procedures and remove any procedures that may impede social distancing or other public health strategies necessary to minimize COVID-19 transmission, or that impose any additional requirements beyond those specified in PCN 13-02.
(Updated: 9/22/2020)
Depending on the structure of their contracts, ADAPs may work with their pharmacy benefits manager vendor to provide alternative access to medications, however, this will vary by jurisdiction as each ADAP has a different structure and program guidelines.
(Added: 3/19/2020)
Utilizing Telehealth
HRSA HAB encourages the use of telehealth to promote access to and continuity of care in a safe way during social distancing. HRSA strongly encourages RWHAP service providers that provide, or are planning to provide health services via telehealth to consult with professional organizations, regulatory bodies, and private counsel to help assess, develop, and maintain written telehealth policies that are compliant with Federal, State, and local requirements and applicable standards of practice. Likewise, HRSA encourages RWHAP service providers to consider the range of issues that would support successful implementation of telehealth. As a reminder, PCN 16-02 (PDF - 172 KB) encourages service providers to consider all methods of providing services, including the use of technology (e.g., telehealth).
(Updated: 3/31/2020)
Yes, a medical visit can occur face-to-face, via telehealth, and in other settings. A medical visit is an encounter between a patient and a provider with prescribing privileges (such as a physician, nurse practitioner, or physician assistant) for the HIV/AIDS Bureau performance measures. HIV/AIDS Bureau PCN 16-02 (PDF - 172 KB) states HRSA RWHAP recipients are encouraged to consider all methods or means by which they can provide services, including use of technology (e.g., telehealth); and Outpatient/Ambulatory Health Services settings may include: clinics, medical offices, mobile vans, using telehealth technology, and urgent care facilities for HIV-related visits.
(Added: 6/2/2020)
HRSA HAB encourages the use of telehealth to promote access to and continuity of care in a safe way during social distancing. HRSA strongly encourages RWHAP service providers that provide, or are planning to provide health services via telehealth to consult with professional organizations, regulatory bodies, and private counsel to help assess, develop, and maintain written telehealth policies that are compliant with Federal, State, and local requirements and applicable standards of practice. Likewise, HRSA encourages RWHAP service providers to consider the range of issues that would support successful implementation of telehealth. As a reminder, PCN 16-02 (PDF - 172 KB) encourages service providers to consider all methods of providing services, including the use of technology (e.g., telehealth).
(Updated: 3/31/2020)
HAB PCN 16-02 (PDF - 172 KB) allows for Oral Health Care activities that include outpatient diagnosis, prevention, and therapy provided by dental health care professionals, including general dental practitioners, dental specialists, dental hygienists, and licensed dental assistants.
HRSA HAB encourages the use of telehealth to promote access to and continuity of care in a safe way during social distancing. HRSA strongly encourages RWHAP service providers that provide, or are planning to provide health services via telehealth to consult with professional organizations, regulatory bodies, and private counsel to help assess, develop, and maintain written telehealth policies that are compliant with Federal, State, and local requirements and applicable standards of practice. Likewise, HRSA encourages RWHAP service providers to consider the range of issues that would support successful implementation of telehealth.
(Added: 4/2/2020)
Resources and Oversight
Given the importance of HRSA’s Ryan White HIV/AIDS Program (RWHAP) recipients in the local, state, and national response efforts, as well as CDC guidance, HAB will postpone all on-site visits planned through December 31, 2020. This decision is made in consideration of the potential impact to RWHAP service providers’ operations during the COVID-19 pandemic, HAB staff and consultants, as well as the need for staff to be available for immediate mission critical assignments.
Site visits are an important part of the RWHAP monitoring and oversight process. Therefore, HAB will reschedule the postponed comprehensive and other site visits as soon as is practical.
(Updated: 9/15/2020)
If a RWHAP clinic’s regular distributors are unable to fulfill orders for critical medical supplies such as PPE, the first step is to contact your local and/or state public health department for immediate assistance. If the state is unable to provide supplies, state health officials — through the governor or his/her representative — may request federal assistance from the U.S. Department of Health and Human Services (HHS).
If assistance is approved, the HHS Assistant Secretary for Preparedness and Response will direct deployment of supplies from the Strategic National Stockpile to state public health officials. The state is then responsible for distributing the supplies to areas in need. We understand the difficulty of this situation, but the state department of health is your best option for assistance with needed supplies.
(Added: 3/19/2020)
Under section 319(e) of the Public Health Service (PHS) Act, a Governor of a State or a tribal organization, or their designee, may request to temporarily reassign state and local public health department or agency personnel funded in whole or in part through programs authorized under the PHS Act (which includes the Ryan White HIV/AIDS Program) for purposes of immediately addressing a public health emergency in the State or Indian tribe during the period of the public health emergency. Section 319(e) of the PHS Act only allows reassignment of state, local, and tribal employees whose salaries are funded in whole or in part by PHS Act programs (and would not, for example, allow reassignment of staff at a private hospital-based clinic funded under Part C). Detailed information, including Guidance for Temporary Reassignment of State and Local Personnel during a Public Health Emergency, is available on the Assistant Secretary for Preparedness and Response (ASPR) website. To request the temporary reassignment of personnel, a State governor, tribal organization, or their designee must complete the Request for the Temporary Reassignment of State, Tribal, and Local Personnel During a Public Health Emergency Declared by the HHS Secretary and submit it to TemporaryReassignment@hhs.gov. Please ensure that the authorizing program legislation does not prohibit this provision.
(Updated: 3/31/2020)
Funding Opportunities and Upcoming Events
At this moment, the Notice of Funding Opportunity (NOFO) submission deadline for HRSA-20-067 has been extended to April 23, 2020. In addition, the NOFO submission deadline for HRSA-20-083 has been extended until April 17, 2020. The NOFO deadline for HRSA-20-065 has also been extended until May 29, 2020.
However the deadline for other HAB funding opportunities remain unchanged. We encourage you, if possible, to submit an application prior to the published deadline in Grants.gov. We will continue to monitor and assess if, and when, the deadline for this NOFO needs to be extended.
Regarding NOFO submissions in general: If your organization is unable to submit the application in a timely manner due to justified circumstances, you can request an extension of a NOFO published deadline. HRSA’s Division of Grants Policy (DGP) in the Office of Federal Assistance Management is the only office authorized to grant waivers. DGP may consider an extension of published deadlines or allowance of a submission outside of the Grants.gov system, when justified by circumstances such as natural disasters (e.g., floods or hurricanes), other disruptions of services (e.g., a prolonged blackout), or in the rare event of a validated technical issue on the side of the government that prevented you from applying before the deadline. DGP will determine the affected geographical area(s) or other applicant group parameters. You must contact the Division of Grants Policy at HRSA, within 5 calendar days from the closing date, via email at DGPWaivers@hrsa.gov and provide a detailed explanation. Your email must include the HRSA funding opportunity number, the name, address, and telephone number of the organization, the organization’s DUNS number, and the name and telephone number of the Project Director. Extensions for funding opportunity deadlines are only granted in the rare event of a natural disaster or validated technical system problem on the side of the Government that prevented a timely application submission (Refer to SF-424 Application Guide on pages 14-15 and 48).
(Updated: 3/31/2020)
The Health Resources and Services Administration (HRSA), HIV/AIDS Bureau (HAB) has received numerous communications from current recipients expressing concern that they will be unable to submit applications for competition due to extreme interruptions and barriers to normal business operations. We recognize that the COVID-19 pandemic is having a profound impact on recipients’ staffing resources and their ability to conduct business functions and effectively address the emergency needs of clients.
In consideration of these ongoing issues, HRSA has determined that the FY 2021 RWHAP Part C EISEGA NOFO (HRSA-21-060, -061, and -062) will be postponed. HRSA plans to host a competition for the entire RWHAP Part C EISEGA program in FY 2022 when recipients’ business operations are anticipated to be stabilized and the appropriate staff and resources are available to develop quality applications for competition.
(Added: 4/22/2020)
In light of the coronavirus disease 2019 (COVID-19) pandemic, HRSA’s HIV/AIDS Bureau is making arrangements to host the 2020 National Ryan White Conference on HIV Care and Treatment virtually. This conference is currently scheduled for August 11-14, 2020 in Washington, DC.
Your health, well-being, and safety are the top priority for the HIV/AIDS Bureau. While there is not yet sufficient data on whether people with HIV are more susceptible or more likely to develop severe disease, we must take every precaution to reduce any potential risk to the vulnerable population the Ryan White HIV/AIDS Program serves.
The HIV/AIDS Bureau knows many of the registered attendees and speakers are working on the front lines of the COVID-19 response around the world. This virtual format will allow those on the front line to still have an opportunity to attend the conference and not take them away from the communities they are working hard to serve.
If the conference is hosted virtually, all Marriott Marquis Washington, DC hotel reservations will be cancelled on behalf of registered attendees. Recipients and stakeholders will not need to request a hotel reservation cancellation.
(Updated: 5/4/2020)
Yes, there will no longer be caps on the number of recipients and contractors allowed to attend the 2020 National Ryan White Conference on HIV Care & Treatment. Please share this information with your recipient colleagues and Planning Council members who may wish to join.
(Added: 6/1/2020)
HRSA’s HIV/AIDS Bureau is extending the RWHAP Services Report (RSR) reporting deadline by 30 days to Thursday, April 30, 2020. The RSR is open and recipients can submit as early as possible; however, data will be accepted through April 30, 2020. We will continue to monitor COVID-19 activities and assess the impact on RWHAP recipient and subrecipient activities. As always, DART and Data Support are available to assist you with any technical assistance needs.
(Added: 3/17/2020)
Travel Guidance
HRSA’s HIV/AIDS Bureau understands that this is a public health emergency and that some grant activities, including those requiring travel, may be postponed. Please talk with your project officer regarding alternative approaches to planned activities. Once the emergency has waned, we will work with you on restarting any postponed or cancelled activities.
(Updated: 3/19/2020)
HRSA’s HIV/AIDS Bureau understands that this is a public health emergency and that some grant activities, including activities by subrecipients, may be impacted by COVID-19 emergencies within their jurisdictions, which may impact their ability to meet grant requirements. Please talk with your project officer regarding alternative approaches to planned activities. Once the emergency has waned, we will work with you on the completion of required activities.
(Added: 5/13/2020)
Yes. Per guidance issued by Office of Management and Budget (OMB) Memo M-20-17 (PDF - 5 MB), HRSA recipients may charge full cost of cancellation when the event, travel, or other activities are conducted under the auspices of the grant. Recipients should not assume that additional funds will be available should the charging of cancellation or other fees result in a shortage of funds to eventually carry out the event or travel. Recipients must maintain appropriate records and cost documentation as required by 45 CFR § 75.302 - Financial management and standards for financial management systems and 45 CFR § 75.361 - Retention requirement for records to substantiate the charging of any cancellation or other fees related to interruption of operations or services.
(Added: 3/26/2020)
HRSA encourages awardees to cancel and/or postpone any in-person engagement events until a later date to be determined. Given the recommendation for social distancing to prevent the spread of the coronavirus, you could consider cancelling, postponing, or rescheduling events or meetings as online events.
(Added: 4/15/2020)
Grants Management
A Ryan White HIV/AIDS Program recipient can request a no-cost extension of up to 12 months for their FY 2020 CARES Act award through HRSA’s Electronic Handbooks (EHBs) prior approval module. In the EHBs prior approval module, the recipient should submit the following with their request:
- A statement about why the extension is needed.
- The duration of the extension (not to exceed 12 months).
- Project objectives the recipient plans to complete during the extension period
- A detailed budget page.
- A budget justification for the unobligated funds the recipient anticipates will remain at the end of the current budget period.
(Added: 1/25/2021)
FY 2020 CARES Act recipients will not submit a carryover request as these are one-year awards. If a no-cost extension is requested and approved, the FY 2020 CARES Act funds will remain available for use during the extension period.
(Added: 1/25/2021)
COVID-19 Data Reports (CDR) on clients served using FY 2020 CARES Act funding are required to be submitted each month. Therefore, if your agency receives a no-cost extension for CARES Act funding, CDR reports will be required for each additional month until the end of the no-cost extension. For example, if your agency receives a no-cost extension through August 31, 2021 additional monthly CDRs will need to be submitted for April, May, June, July, and August.
Important: Recipients that receive no-cost extensions will need to update contracts in the GCMS to include the new end date for activities for the system to correctly update. Once the contracts are updated in GCMS, the system will generate the necessary additional monthly CDRs.
CARES Act recipients and subrecipients should report eligible RWHAP clients that receive services during 2020 funded through the CARES Act in the 2020 RSR. Similarly, any clients that receive services using CARES Act funding in 2021 should be reported in the 2021 RSR (reported in 2022).
(Added: 3/12/2021)
At this time, the requirements for carryover will be allowable for only the Formula and MAI components of Ryan White HIV/AIDS Program Part A awards. Any Supplemental unobligated balance will be offset in a future funding year (along with any Formula and MAI unobligated balance not carried over). HRSA HAB strongly recommends working toward expending 95% of your Formula award to avoid a potential penalty in a subsequent project period. More guidance is being developed on the potential for large unobligated balances as a result of the COVID emergency; details will be shared when available.
(Added: 6/1/2020)
HRSA grant recipients must use Cost Principles (45 CFR Part 75, Subpart E) in determining allowable costs that may be charged to the HRSA award. Recipients must ensure compliance with the Uniform Administrative Requirements, Cost Principles, Audit Requirements for HHS awards (45 CFR Part 75), the individual funding announcement and the organization's policies.
Recipients may find helpful information from the Department of Labor at: COVID-19 effects on wages, work hours, and leave categories.
During the COVID-19 emergency, recipients must document that they are following their organizational policy (to include internal controls and documentation) during unexpected and extraordinary circumstances and they must be able to substantiate federal funds expended in accordance with HRSA guidance, as adopted and permitted by OMB M-20-17.
Recipients must maintain appropriate records and cost documentation as required by 45 CFR § 75.302 - Financial management and standards for financial management systems and 45 CFR § 75.361 - Retention requirement for records to substantiate the charging of any salaries and other project activities costs related to interruption of operations or service.
(Added: 4/15/2020)
HRSA grant recipients must use Cost Principles (45 CFR Part 75, Subpart E) in determining allowable costs that may be charged to the HRSA award. Recipients must ensure compliance with the Uniform Administrative Requirements, Cost Principles, Audit Requirements for HHS awards (45 CFR Part 75), the individual funding announcement and the organization's policies.
Recipients may find helpful information from the Department of Labor at: COVID-19 effects on wages, work hours, and leave categories.
During the COVID-19 emergency, recipients must document that they are following their organizational policy (to include internal controls and documentation) during unexpected and extraordinary circumstances and they must be able to substantiate federal funds expended in accordance with HRSA guidance, as adopted and permitted by OMB M-20-17.
Recipients must maintain appropriate records and cost documentation as required by 45 CFR § 75.302 - Financial management and standards for financial management systems and 45 CFR § 75.361 - Retention requirement for records to substantiate the charging of any salaries and other project activities costs related to interruption of operations or service.
(Added: 4/15/2020)
The recipient should coordinate with existing partners at the state, regional, and local level in advance to identify and define appropriate roles and responsibilities in the event of an emergency. This protocol is not specific to the Health Resources and Services Administration’s HIV/AIDS Bureau, and it would depend on what the Emergency Preparedness plan is for the jurisdiction.
Additionally, HRSA will allow recipients to continue to charge salaries and benefits to currently active Federal awards consistent with the recipients' policy of paying salaries (under unexpected or extraordinary circumstances) from all funding sources, Federal and non-Federal. Further, HRSA will allow other costs to be charged to Federal awards necessary to resume activities supported by the award, consistent with applicable Federal cost principles and the benefit to the project. HRSA will also evaluate the grant recipient's ability to resume the project activity in the future and the appropriateness of future funding, as done under normal circumstances based on subsequent progress reports and other communications with the grant recipient. Recipients must maintain appropriate records and cost documentation as required by 45 CFR § 75.302 - Financial management and 45 § 75.361 - Retention requirement of records to substantiate the charging of any salaries and other project activities costs related to interruption of operations or services. (OMB M-20-17)
(Updated: 3/25/2020)
The recipient should coordinate with existing partners at the state, regional, and local level in advance to identify and define appropriate roles and responsibilities in the event of an emergency. This protocol is not specific to the Health Resources and Services Administration’s HIV/AIDS Bureau, and it would depend on what the Emergency Preparedness plan is for the jurisdiction.
HRSA strongly encourages RWHAP service providers that provide, or are planning to provide health services via telehealth or other means to consult with professional organizations, regulatory bodies, and private counsel to help assess, develop, and maintain written telehealth policies that are compliant with Federal, State, and local requirements and applicable standards of practice. Likewise, HRSA encourages RWHAP service providers to consider the range of issues that would support successful implementation of telehealth alternative means of service delivery, including but not limited to telehealth.
Additionally, HRSA will allow recipients to continue to charge salaries and benefits to currently active Federal awards consistent with the recipients' policy of paying salaries (under unexpected or extraordinary circumstances) from all funding sources, Federal and non-Federal. Further, HRSA will allow other costs to be charged to Federal awards necessary to resume activities supported by the award, consistent with applicable Federal cost principles and the benefit to the project. HRSA will also evaluate the grant recipient's ability to resume the project activity in the future and the appropriateness of future funding, as done under normal circumstances based on subsequent progress reports and other communications with the grant recipient. Recipients must maintain appropriate records and cost documentation as required by 45 CFR § 75.302 - Financial management and 45 § 75.361 - Retention requirement of records to substantiate the charging of any salaries and other project activities costs related to interruption of operations or services. (OMB M-20-17)
(Added: 3/25/2020)
HRSA’s HIV/AIDS Bureau recognizes that many recipients are working to address or may be impacted by COVID-19 emergencies within their jurisdictions, which may impact their ability to meet grant requirements. We encourage recipients to continue to provide RWHAP services and grant activities in a safe and efficient manner. Please talk with your project officer regarding alternative approaches to planned activities. Once the emergency has waned, we will work with you on the completion of required activities.
(Added: 3/25/2020)
HRSA’s HIV/AIDS Bureau understands that this is a public health emergency and that some grant activities may be postponed, modified, or extended. Please talk with your project officer regarding alternative approaches to planned activities. Once the emergency has waned, we will work with you on the completion of required activities.
(Added: 3/20/2020)
Drawdown of grant funds must be used for activities within the scope of the originally approved grant activities. In the event that COVID-19 has impacted the grant, the recipient needs to reference the Cost Principles (45 CFR Part 75, Subpart E) for allowable costs charged to the RWHAP award, determine the extraordinary circumstances of COVID-19 and consider applying several factors such as: the original purpose the funds were awarded under, the timeframe in relation to the declared public health emergency and the allowability of the proposed use of the funds for COVID-19 emergency costs.
In addition to determining allowability, and the limited temporary need, the recipient would need to consider if sufficient funding is available, or if rebudgetting is necessary and if the rebugetting would meet the significant threshold thus requiring a Prior Approval Request submission. The Grants Management Specialist listed on the most recent Notice of Award can provide further assistance if necessary.
Recipients should be cautious about the impact that accelerating the drawdown of expenses could have on achieving the overall RWHAP grant activities. Recipients should not assume, that additional funds for the unanticipated costs will be made available should these expenses result in a shortage of funds from another category or that additional funds will be provided to perform other grant activities once the emergency has concluded.
Recipients must maintain appropriate records and cost documentation as required by 45 CFR § 75.302 - Financial management and standards for financial management systems and 45 CFR § 75.361 - Retention requirement for records to substantiate the charging of any salaries and other project activities costs related to interruption of operations or services.
(Added: 4/27/2020)
HRSA’s HIV/AIDS Bureau recognizes that many recipients are working to address or may be impacted by COVID-19 emergencies within their jurisdictions, which may impact their ability to meet grant requirements. We encourage recipients to continue to provide RWHAP services and grant activities in a safe and efficient manner. Please talk with your project officer regarding alternative approaches to planned activities. Once the emergency has waned, we will work with you on the completion of required activities.
(Updated: 3/25/2020)
Yes. Per guidance issued by Office of Management and Budget (OMB) Memo M-20-11 and M-20-17, HRSA HAB recipients may continue to charge salaries and benefits to currently active awards consistent with their organization's policy of paying salaries under unexpected or extraordinary circumstances) from all funding sources, Federal and non-Federal. Recipients must maintain appropriate records and cost documentation as required by 45 CFR § 75.302 - Financial management and standards for financial management systems and 45 CFR § 75.361 - Retention requirement for records to substantiate the charging of any salaries and other project activities costs related to interruption of operations or services.
(Updated: 3/26/2020)