Deliverables to the Virginia Department of Health for Ryan White Part B-Funded Subrecipients and Contractors Below is a table that details the documents, frequency and due dates for submission to HIV Care Services (HCS). If you have questions about their applicability to your organization, please check with your HIV Services Coordinator. In addition to submitting these documents, attendance is also required at the Quarterly Contractor Meeting, Quality Management Advisory Committee meetings, the Quality Management Summit, meetings and updates related to Virginia Department of Health’s client-level data system, and other meetings or trainings that may be specific to activities for which you are funded. Delays in submission of these documents by their due dates will affect invoice processing and payment, as well as Contractor annual performance assessments. Unless otherwise indicated, submit completed forms to your assigned HIV Services Coordinator. Forms and guidance documents are located on the HCS web page . Document/Form Frequency Due Date (s) Business Associate Agreement (BAA) Only Once Within 30 days from the beginning of the grant year Certification Regarding Lobbying * Annually Within 30 days from the beginning of (signed) the grant year Disclosure of Lobbying (signed) Annually Within 30 days from the beginning of the grant year Annually Within 30 days from the beginning of Federal Funding Accountability and the grant year Transparency Act (FFATA) Form Copy of Most Recent Audit to include Annually Within 30 days from the beginning of Response and Corrective Action Plan ** the grant year DDP Security and Confidentiality Annually for all January 31st Policies and Procedures/Verification of employees Receipt Form*** Signed Assurances/Allowable Costs Annually Within 30 days from the beginning of the grant year Copies of any Subcontracts (signed) Annually Within 30 days from the beginning of the grant year Annual Report (Narrative) Annually 30 days after the end of the grant year; submit with the final invoice Final Reconciliation Invoice Annually 30 days after the end of the grant year Quality Management Plan Annually Within 60 days from the beginning of the Grant Year Quality Improvement Project (QIP) Plan Annually Within 60 days from beginning of the including baseline Data grant year Quality Improvement Project Report Quarterly 1st Quarter July 1 2nd Quarter October 1 3rd Quarter January 1 4th Quarter April 1 Invoices Monthly Within 30 days following the month being invoiced
Deliverables to the Virginia Department of Health for Ryan White Part B-Funded Subrecipients and Contractors Below is a table that details the documents, frequency and due dates for submission to HIV Care Services (HCS). If you have questions about their applicability to your organization, please check with your HIV Services Coordinator. In addition to submitting these documents, attendance is also required at the Quarterly Contractor Meeting, Quality Management Advisory Committee meetings, the Quality Management Summit, meetings and updates related to Virginia Department of Health’s client-level data system, and other meetings or trainings that may be specific to activities for which you are funded. Delays in submission of these documents by their due dates will affect invoice processing and payment, as well as Contractor annual performance assessments. Unless otherwise indicated, submit completed forms to your assigned HIV Services Coordinator. Forms and guidance documents are located on the HCS web page . Document/Form Frequency Due Date (s) Business Associate Agreement (BAA) Only Once Within 30 days from the beginning of the grant year Certification Regarding Lobbying * (signed) Annually Within 30 days from the beginning of the grant year Disclosure of Lobbying (signed) Annually Within 30 days from the beginning of the grant year Federal Funding Accountability and Transparency Act (FFATA) Form Annually Within 30 days from the beginning of the grant year Copy of Most Recent Audit to include Response and Corrective Action Plan ** Annually Within 30 days from the beginning of the grant year DDP Security and Confidentiality Policies and Procedures/Verification of Receipt Form*** Annually for all employees January 31st Signed Assurances/Allowable Costs Annually Within 30 days from the beginning of the grant year Copies of any Subcontracts (signed) Annually Within 30 days from the beginning of the grant year Annual Report (Narrative) Annually 30 days after the end of the grant year; submit with the final invoice Final Reconciliation Invoice Annually 30 days after the end of the grant year Quality Management Plan Annually Within 60 days from the beginning of the Grant Year Quality Improvement Project (QIP) Plan including baseline Data Annually Within 60 days from beginning of the grant year Quality Improvement Project Report Quarterly 1st Quarter July 1 2nd Quarter October 1 3rd Quarter January 1 4th Quarter April 1 Invoices Monthly Within 30 days following the month being invoiced
Table-of-Deliverables-GY-2018.docx