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Reporting Requirements for HCOF Awards

Progress Reports

Equipment-only projects submit progress reports annually; construction-related projects submit quarterly. Progress Reports must be submitted on a timely basis. If the report is not submitted, it may have an effect on your ability to draw down funds.

The update must cover the time period since your last report and is required whether or not you have started your project and until the project is reported as complete.

Progress reports were previously submitted using OMB form 0915-0309. All projects must now submit progress reports through the Electronic Handbooks (EHB's).

Progress Report Overview and Instructions (PPT - 3.6 MB)

Information to be Submitted in the Progress Report (PDF - 72 KB)

Public Burden Statement: An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number. The OMB control number for this project is 0915-0309. Public reporting burden for this collection of information is estimated to average 0.5 hours per equipment only respondent annually, and 2 hours per construction respondent annually, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to HRSA Reports Clearance Officer, 5600 Fishers Lane, Room 10-33, Rockville, Maryland, 20857.

Financial Reports

• Federal Financial Report (FFR - SF 425)
  The Federal Financial Report is an accounting of expenditures under the project. The FFR provides Federal agencies and grant recipients with a standard format and consistent reporting requirements.
  
• Audits of States, Local Governments, and Non-Profit Organizations Office of Management and Budget Circular A-133 provides information on the scope, frequency and other aspects of audits of non-Federal entities expending Federal funds.

Revisions to the 5-Year Budget and Project Period

Appropriated funds are available for five years from September 30 of the fiscal year they are awarded, after which they are automatically returned to the U.S. Treasury.

The Congress has legislated that this five-year period cannot be extended by HRSA, regardless of the justification. Although there is a maximum limit of five years, drawdowns are also limited by the project period and budget period end dates listed in the Notice of Grant Award.

Failure to include revised timelines and failure to request an extension to your budget and project period in advance may result in your Federal funds being unavailable until the matter is resolved.

If your project will extend beyond the established project period and budget period listed in your Notice of Grant Award, you should:

1. Include the revised project timeline in your Project Status Update to the Program Office, with an explanation for the delay; and
2. Contact the grants management specialist listed in your Notice of Grant Award to request an extension of your project and/or budget period.

Change of Scope

Approval of a request for a change of scope to the Notice of Grant Award (NGA) must take place before the following is to occur:

• new location;
• major redesign (e.g., a change in the number of floors or square footage);
• a change in the primary purpose of the project; or
• major (greater than 25 percent or greater than $250,000) change in the total budget cost.

If you are proposing a change of scope to your project, please contact the Program Office immediately for documentation submission requirements. The following items listed below are usually needed to process a change of scope:

1. A revised SF 424c (Budget Page) from the Grant Application Form PHS-5161 (PDF - 910 KB)
2. A revised budget narrative (a line-by-line explanation of the SF 424c)
3. A detailed narrative describing the reason for the change in scope
4. Revised timeframes
5. Revised non-Federal share documentation
6. Revised itemized equipment list
7. Revised schematic drawings
8. Information regarding the property (title/lease documentation)
9. A revised environmental analysis checklist
10. Historic preservation documentation (Section 106 Review Process)

Please note that the list above serves as only a guideline for documentation submission requirements for a change of scope. The Program Office will determine what specific documentation will be needed for your specific change of scope once you have consulted with them. If an item from the above list has not changed from the original application, a statement to that effect is all that is necessary for that specific item.

The change of scope documentation should then be submitted through the Electronic Handbooks, by way of the Prior Approval Requests link. Once the change of scope is reviewed, a revised NGA will be issued to your facility.

Please note that change orders (10 percent or less of the total project cost) would not constitute a change of scope. Change orders should be discussed with the Program Office or their designated agent.

Closeout

Once the project is completed, you must submit documentation, based on your project type, through EHBs.

Required Closeout Documentation (PDF - 37 KB)