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  5. Ending the HIV Epidemic - Primary Care HIV Prevention (PCHP) Frequently Asked Questions (FAQs)

Ending the HIV Epidemic - Primary Care HIV Prevention (PCHP) Frequently Asked Questions (FAQs)

Updated: 2/25/2022

HRSA-21-092 Progress Reporting

FY 2021 PCHP HRSA-21-092 award recipients should read the information below in conjunction with the respective notice of funding opportunity and non-competing continuation (NCC) example forms. These and additional technical assistance resources are available on the PCHP technical assistance webpage.

When is the progress report available in EHB?

The first tri-annual progress report for FY 2021 PCHP award recipients opened on January 1, 2022, with a January 15, 2022, submission deadline. Future reporting periods and due dates are posted on BPHC’s PCHP Technical Assistance webpage under FY 2021 PCHP (HRSA-21-092) Resources.

If your health center received an FY 2021 PCHP award and you cannot find the report in EHB, first verify that the “H8H” PCHP supplemental grant award is added to your EHB portfolio and that the appropriate staff have user permissions.  For more information, view the following videos:

Video - How to Add a Grant to the EHBs Portfolio
Video - EHBs User Permissions Overview
Video - Managing Users in the EHBs

If you are still unable to locate the report or need additional support with the EHB system, contact Health Center Program Support or call 877-464-4772. 8 a.m. to 8 p.m. ET, Monday - Friday (except federal holidays).

(Added: 2/25/2022)

What data do I include in my progress report?

In each tri-annual progress report, you will narratively describe your health center’s progress, from the September 1, 2021, award start date to the present, with implementing the approved project plan activities. Also you will indicate the stage of completion of these activities under each focus area by selecting Planned, In Progress, or Completed. Further, you’ll be asked to report any barriers or issues encountered in implementing the approved PCHP activities. If adjustments to your approved project plan are needed, you must attach a revised plan and revised budget (if appropriate) to your progress report for HRSA review.

Quantitative data related to your HIV prevention activities will be reported in your health center’s next annual UDS submission.

(Added: 2/25/2022)

What other technical assistance resources are available for completing the progress report?

Watch this brief (eight-minute) instructional video on how to complete the FY 2021 PCHP Tri-Annual Progress Report. These FAQs were developed from a January 10th live Q&A session for FY21 PCHP award recipients that followed a viewing of the video.

Also the FY 2021 PCHP Progress Report EHB User Guide provides health centers with written step-by-step instructions.

For health center-specific questions about your progress report or implementation of your PCHP funding, contact the PCHP Investments Team by clicking on this BPHC Contact Form. A PCHP Investment Team member will respond promptly.

(Added: 2/25/2022)

Does HRSA encourage Tele PrEP, and can I include it in my PCHP activities now if not previously approved via my PCHP award application?

Tele PrEP is an effective method for health centers to provide pre exposure prophylaxis (PrEP) services to patients who test negative for HIV and are at an increased risk of transmission. If tele-PrEP or other clinically proven prevention activities were not part of your approved grant proposal, health centers may make some adjustments to their PCHP project plans. You must attach an updated project plan to the tri-annual report.  If the changes significantly impact your budget, you may also need to attach a revised budget for HRSA’s review.

(Added: 2/25/2022)

When do I need HRSA’s permission to revise my PCHP budget?

Health centers can rebudget up to 25% of the approved budget without HRSA’s prior approval. However, prior approval is required under the following scenarios:

  • If the rebudget is greater than 25%;
  • If they want to purchase new items of equipment over $5000, or
  • If they move monies to a category that was not previously approved (i.e., no money allocated on the contractual line item in the original approved budget but the health center wishes to move money to contractual).

For additional questions related to the budget, please contact the Grants Management Specialist listed on your Notice of Award.

(Added: 2/25/2022)

If we were awarded more PCHP funding than originally budgeted, are we required to submit a revised budget to include those funds?

No, if your health center was awarded additional funding and the Terms on the Notice of Award state that you may add those funds to already approved categories, then those funds did not exceed the 25% threshold of your original award.

Health centers will be required to submit an annual expenditure report within 90 days of the end of each budget period that will describe costs incurred for the completed activities supported with PCHP funding and expensed in the current budget period.

(Added: 2/25/2022)

HRSA-22-104 Applications

FY 2022 PCHP HRSA-22-104 applicants should read the information below in conjunction with the respective notice of funding opportunity, PCHP Electronic Handbooks (EHBs) User Guide for Applicants, and example forms. These and additional technical assistance resources are available on the PCHP technical assistance webpage.


Which organizations are eligible to apply for PCHP funding?

Eligible organizations must meet all of the following criteria:

  • Are Health Center Program operational (H80) grant award recipients,
  • Have at least one operational service delivery site (i.e., sites that operate at a fixed address; intermittent and temporary sites do not qualify) in one of the targeted geographic locations, and
  • Did not receive an FY 2020 or FY 2021 PCHP award.

See the PCHP technical assistance webpage for a full list of eligible health centers.

(Added: 10/28/2021)

What should I do if my health center is not on the list of eligible health centers and I think it should be?

If you think that your health center meets the eligibility criteria listed above but is not included on the list of eligible health centers available on the PCHP technical assistance webpage, contact the PCHP technical assistance team through the BPHC Contact Form.
(Added: 10/28/2021)

How did Ending the HIV Epidemic in the U.S. identify the targeted geographic locations?

Using Centers for Disease Control and Prevention (CDC) analysis of 2016-2017 HIV data, Ending the HIV Epidemic in the U.S. selected 48 counties, Washington, DC, and San Juan, Puerto Rico, where the majority of the new HIV cases are reported, as well as 7 states with a disproportionate occurrence of HIV in rural areas.
(Added: 10/28/2021)

Scope of Project

How do I document HIV prevention services on Form 5A: Services Provided?

HIV prevention services are included as part of general primary medical care (PDF - 110 KB); therefore, you do not need to add HIV prevention services to scope. However, you may wish to review your Form 5A to ensure that the service delivery methods are up-to-date and accurate.
(Added: 10/28/2021)

What resources are available to help me determine if my PCHP project will require a change in scope?

The technical assistance materials on the scope of project webpage can support you in assessing your scope of project (Form 5A: Services Provided, Form 5B: Service Sites, and Form 5C: Other Activities/Locations). Contact your H80 program contact for additional guidance.
(Added: 10/28/2021)

Can I make necessary changes to my scope of project through the PCHP application so that I can implement the change promptly upon award?

No. However, you may submit a change in scope (CIS) request for HRSA prior approval, including scope adjustment or formal CIS through EHBs whenever you are ready. It is recommended that you submit such requests approximately 60 days before implementing a change, and you may submit a CIS before receiving your PCHP award.
(Added: 10/28/2021)

Can I propose activities at a site that I plan to bring into scope later?

No. Proposed activities must be implemented at sites (including mobile units) in your approved scope of project, as indicated on Form 5B. But if a new site is added to scope in the future, PCHP funding may be used to support approved PCHP activities at that site. 
(Added: 10/28/2021)

Can my health center provide communicable disease screening and treatment to individuals who are not current health center patients?

Yes, you are required to provide screening services to established patients and other individuals who present for and meet the criteria for screening, regardless of ability to pay. The provision of screening services should be based on identified risk factors in the patient population or community. Screening services include, but are not limited to, testing for HIV, Hepatitis B and C, and other sexually transmitted diseases/infections based on a patient’s identified risk factors.

For considerations for delivering services in the Health Center Program scope of project, see BPHC’s scope of project webpage
(Added: 10/28/2021)

Budget Requirements and Project Planning

How should I present my PCHP budget request on the SF-424A and in other budget documents?

The table below outlines where to include year 1 and year 2 budget information.

Year 1 Budget Information Year 2 Budget Information
SF-424A Section A:
Total year 1 request by subprogram (federal and non-federal)
SF-424A Section E:
Total year 2 request by subprogram (in “First” future year field)
SF-424A Section B:
Year 1 break out by cost category
Federal Object Class Categories:
Year 2 break out by cost category
SF-424A Section C:
Year 1 non-federal funds sources
Year 2 Equipment List (if applicable):
Year 2 equipment purchases
Budget Narrative:
Year 1 break out by cost category (federal and non-federal)
Budget Narrative:
Year 2 break out by cost category (federal and non-federal)
Year 1 Equipment List (if applicable):
Year 1 equipment purchases

(Added: 10/28/2021)

Why will PCHP funding be issued through a new grant number?

PCHP funding will be issued under a new grant number separate from current Health Center Program operational (H80) grant awards to support tracking of FY 2022 PCHP spending. Health centers receiving PCHP awards will need to separately track and account for their activities supported through the PCHP (H8H) funding.
(Added: 10/28/2021)

What are the possibilities for HRSA adjusting award amounts?

Final award amounts may be adjusted based upon the number of fundable applications and the Health Center Program’s final FY 2022 appropriation.
(Added: 10/28/2021)

Who can I contact with questions about my subprogram funding distribution?

Send questions about your sub-program funding distribution to the PCHP technical assistance team through the BPHC Contact Form . The list of eligible health centers available on the PCHP technical assistance webpage lists your distribution by sub-program. 
(Added: 10/28/2021)

What is considered non-federal funding?

The non-federal share of the project budget includes all anticipated program income sources, such as fees, premiums, third party reimbursements, and payments that are generated from delivering services. Program income also includes “other revenue sources,” such as state, local, or other federal grants or contracts; and private support or income generated from fundraising or contributions. Non-federal costs also include any in-kind donations in support of the PCHP project. 
(Added: 10/28/2021)

What non-federal funding should I include in my PCHP budget proposal?

Include only non-federal funds that you will leverage to support your PCHP project, and do not duplicate previously projected non-federal resources under your H80 award. Include non-federal funds in the SF-424A Budget Information Form, the Federal Object Class Categories Form, and the Budget Narrative attachment. 
(Added: 10/28/2021) 

Will PCHP funding continue beyond the 2 years?

Funding is expected to continue beyond the 2-year funding period to support Ending the HIV Epidemic in the U.S. However, additional funding is dependent upon the availability of appropriated funds for this purpose in subsequent fiscal years, satisfactory recipient performance, and a decision that continued funding is in the best interest of the federal government. Funding beyond year 2 may be added to the H8H and/or H80 award. 
(Added: 10/28/2021)

Can I use PCHP funds to cover associated costs incurred before the August 1, 2022 project start date if my PCHP application is funded?

No. PCHP funds may not be used for expenses incurred before the period of performance.
(Added: 10/28/2021)

Can I use PCHP funding for minor alterations and renovations (A/R) costs, such as for installing equipment purchased with PCHP funding?

No. Installation costs (e.g., wiring) are considered minor A/R costs, and are not permitted uses of PCHP funds. Minor A/R includes work to repair, improve, and/or reconfigure the interior arrangements or other physical characteristics of a facility. Permanently affixed equipment (e.g., heating, ventilation, and air conditioning (HVAC), generators, lighting) and its installation is categorized as minor A/R. 
(Added: 10/28/2021)

Are PCHP awards subject to telecommunications and video service and equipment prohibitions?

Yes. Public Law number 115-232 section 889 prohibits you from procuring or contracting to procure certain telecommunications or video surveillance equipment or services produced by Huawei Technologies Company, ZTE Corporation, Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, and Dahua Technology Company, as well as their subsidiaries and affiliates. Additional information is provided in the grants policy bulletin (PDF - 53 KB) on HRSA’s website. HHS is developing an implementation strategy and guidance. You should incorporate these new requirements into procurement policies and procedures.
(Added: 10/28/2021)

May PCHP funding be used to provide transportation vouchers for patients?

Yes. PCHP funds may be used to support enabling services such as patient transportation vouchers to increase patient access to HIV prevention services. The transportation, including rideshare services, must be to or from a site in the health center’s scope of project to receive an in-scope service.
(Added: 10/28/2021)

May PCHP funding be used to reimburse my health center for revenue lost when a provider is participating in a PCHP-supported activity, such as a training?

No. PCHP funding may not be used to offset lost revenue or productivity. However, you may use PCHP funding to support a substitute provider who provides temporary clinical services in the absent provider’s place.
(Added: 10/28/2021)

If I plan to contract FTEs, must I include them on the Personnel Justification Table?

Yes. You must include on the Personnel Justification Table all direct hire and contract personnel FTE that you propose to support with PCHP funding. If you are proposing to increase the hours of a current FTE, include only the increased FTE amount when listing the current staff member on the Personnel Justification Table and provide an explanation in the narrative. 
(Added: 10/28/2021)

Am I required to have an indirect cost rate agreement?

No. You are only required to have an indirect cost rate agreement if indirect costs are included in your proposed budget. If you do not have an indirect cost rate agreement, costs that would be included in such a rate (e.g., accounting services) may be charged as direct line-item costs.

If you have an indirect cost rate agreement, you must upload a copy of the agreement in Attachment 2: Other Relevant Documents. Under 45 C.F.R. § 200.414(f), organizations that have never received a negotiated indirect cost rate may elect to charge a de minimis rate of 10 percent of modified total direct costs, which may be used indefinitely. 
(Added: 10/28/2021)

Are there any formatting guidelines for the Budget Narrative attachment?

Yes. Use single line spacing and an easily readable font, such as Times New Roman, Arial, or Courier. The font should be size 10-point or larger. You may submit a Microsoft Excel file, but limit the Excel workbook to one tab (i.e., spreadsheet) and ensure that the print area is set to the information HRSA needs to review, minimizing blank cells where possible. See the PCHP technical assistance webpage for an example Budget Narrative. 
(Added: 10/28/2021)

Will estimated patient increases included in my PCHP application be added to my patient target?

No. Patient estimates included in your PCHP application will not be added to your patient target. 
(Added: 10/28/2021)

Are letters of support required if my health center will directly provide all HIV care and treatment services for referred patients?

No. If your health center will directly provide all HIV care and treatment services, and will not collaborate with any other providers/organizations to implement your project, you do not need to provide letters of support. You should include Attachment 1 with the statement, “This attachment is not required. We will provide all HIV prevention services directly.”
(Added: 11/15/2021)

Project Overview Form

Who should PCHP activities engage?

Proposed PCHP activities should reach new and existing patients who may be at risk for HIV infection or who may otherwise benefit from HIV prevention and related health center services.
(Added: 10/28/2021)

How much of my PCHP budget can be used to purchase PrEP?

HRSA does not limit the amount you may request to support the purchase of PrEP. However, you must make reasonable efforts to incorporate the use of available medication assistance (PDF - 245 KB) and donation programs, including Ready, Set, PrEP, before using PCHP funds to purchase PrEP for health center patients. 
(Added: 10/28/2021)

Is my health center pharmacy eligible to participate in Ready, Set, PrEP?

No. Patients enrolled in the Ready, Set, PrEP program must fill their PrEP prescription at a participating pharmacy or through a participating pharmacy’s prescription-by-mail program. 
(Added: 10/28/2021)

Can I use PCHP funding to provide treatment to patients who test positive for HIV?

Yes. Although treatment is not the primary focus of PCHP funding, integrated primary and HIV care may necessitate that health centers expand their HIV treatment capacity.

Health centers are also encouraged to leverage a variety of partnerships, including partnerships with Ryan White HIV/AIDS Program-funded organizations, health departments, and other community and faith-based organizations, to facilitate referrals to HIV care and treatment. This will enable PCHP-supported activities to focus on HIV prevention. 
(Added: 10/28/2021)

Equipment List Form

How do I determine if an equipment item is clinical or is non-clinical?

To differentiate between non-clinical and clinical equipment, refer to the definitions of “general equipment” and “specialized equipment,” respectively, in 45 C.F.R. § 75.2. An example of non-clinical equipment is office furnishings. Examples of clinical equipment include point of care laboratory tests, electronic health record systems and upgrades, telehealth systems, and examination room furniture. 
(Added: 10/28/2021)

How can I use PCHP funding to support services delivered at a mobile site?

PCHP funding may support the purchase of a mobile unit and/or the provision of HIV testing and/or PrEP at mobile sites. The use of mobile sites can increase access in hard-to-reach communities and provide HIV prevention, care, and treatment services during non-traditional hours such as evenings and weekends. 
(Added: 10/28/2021)

If I use PCHP funds to purchase a mobile unit, can I also use it for other purposes?

The primary purpose of mobile units purchased with PCHP funds must be to deliver HIV prevention services in support of your PCHP project.
(Added: 11/15/2021)


Is there a requirement to add certain types or a certain amount of personnel as part of my PCHP project?

No. You may use PCHP funds to add a variety of personnel (e.g., PrEP navigator, nurse practitioner, pharmacy personnel) to support your health center with achieving the PCHP purpose and objectives. 
(Added: 10/28/2021)

May PCHP funding be used to increase FTEs of existing personnel who are currently compensated at less than 100 percent FTE with federal funding?

PCHP funding may be used to compensate personnel with a commensurate increase in FTE, not to exceed 100 percent of compensated activities, and in alignment with your existing written policies and procedures and 45 C.F.R. §75.430.  
(Added: 10/28/2021)

Can I add personnel who will support PCHP activities before the August 1, 2022 project start date?

Yes. Any new FTE added before August 1 must be specifically hired for new activities that address the PCHP purpose and objectives, and paid through funding other than your H80 award before August 1. You must succinctly explain this situation in your Budget Narrative, including the transient nature of the initial funding. Any pre-award action you take is at your own risk as your PCHP application is a request, not a guarantee of funding. 
(Added: 10/28/2021)

Can I use PCHP funding to rehire staff previously supported by a funding source that will end before August 1, 2022?

Yes. You may use PCHP funds to retain or rehire staff supported by a funding source that will end before August 1, 2022, if the funding source will not be renewed. Also, the personnel’s role that will be supported by PCHP funding must specifically contribute to the PCHP purpose and objectives. Succinctly explain this situation in your PCHP application Budget Narrative. 
(Added: 10/28/2021)

Can I use PCHP funding to hire a driver to transport patients?

Yes. Transportation is an allowed enabling service if it moves health center patients to or from receiving a service on your currently approved Form 5A (i.e., the service is within the scope of your Health Center Program project) and the service is provided by a health center provider. PCHP funds cannot be used to purchase or lease a vehicle to transport patients.
(Added: 10/28/2021) 

Can I use PCHP funding for recruitment incentives to secure qualified personnel for this project?

Yes. Recruitment incentives may be part of a salary package supported by PCHP funding, if consistent with your health center’s standard practice. Any incentives should be covered through your indirect cost rate, if applicable. If you have no indirect cost rate agreement, incentives may be charged as direct costs. 
(Added: 10/28/2021)

Can I use PCHP funding to pay recruitment agency fees?

Yes. Costs or fees associated with an outside recruitment agency to hire personnel to support the PCHP project are allowed. 
(Added: 10/28/2021)

Award Information

How could the status of my current Health Center Program operational (H80) grant award affect HRSA’s decision to award PCHP funding?

You are not eligible to receive PCHP funding if you meet either of the following exclusionary criteria at the time HRSA makes funding decisions:

  • You are no longer an active H80 award recipient, or
  • You have an active 30-day condition on your H80 award related to Health Center Program requirement area(s).

(Added: 10/28/2021)


Is the PCHP application subject to review by State Executive Order 12372?

Yes. State Executive Order 12372 establishes a system for state and local government review of proposed federal applications, if the state chooses to participate. Visit the White House Intergovernmental Review (SPOC List) (PDF - 332 KB) webpage to determine if your state participates in this intergovernmental review process and has a single point of contact (SPOC). If your state has no SPOC listed, you may contact your Primary Care Office (PCO) for further guidance, if applicable. 
(Added: 10/28/2021)

If State Executive Order 12372 applies to me, how can I ensure compliance?

Contact your SPOC as soon as you decide to apply for PCHP funding to:

  1. Notify of intent to apply,
  2. Ask if the SPOC will review applications for this funding opportunity, and
  3. Obtain instructions for your state’s submission and review process. 

Use this information to correctly respond to question 19 of the SF-424 Form (Is Application Subject to Review By State Under Executive Order 12372 Process?). By certifying the SF-424, you confirm that the SPOC received or will receive a copy of your submitted PCHP application, if review is required by your state. If required, send the application to the SPOC promptly after submitting it to HRSA so the SPOC can review it within the 60-day comment period. Send upon receipt any SPOC comments about your application to the PCHP technical assistance team through the BPHC Contact Form
(Added: 10/28/2021)

How do I complete the fields in the SF-424?

See the Application for Federal Assistance (SF-424) form instructions. The table below includes information on how to respond to specific sections.

Box Number Field Response
1 Type of Submission Application
2 Type of Application New
3 Date Received Leave blank (completed automatically in
4 Applicant Identifier Enter your H80 number
5a, 5b Federal Entity Identifier,  Federal Award Identifier Leave blank
12 Funding Opportunity Number HRSA-22-104
14 Areas Affected by Project List the main site where you will implement you PCHP project
15 Descriptive Title of Applicant’s project “Ending the HIV Epidemic-Primary Care HIV Prevention”
16 Congressional Districts Include the congressional district for your main site. The attachment is not required.
17 Proposed Project The period of performance is August 1, 2022 to July 31, 2024
18 Estimated Funding ($) Enter amount of PCHP funding requested for year 1 in a. Federal box (up to $325,000)
19 Is Application Subject to Review Under Executive Order 12372 Process? Select a. if your state is included in the SPOC list (PDF - 332 KB) (PDF - 333 KB).
If not, select b. Program is subject to E.O. 12372 but has not been selected by the State for review.

(Added: 10/28/2021)

If I have multiple sites that I plan to include in my PCHP project, do I list them all on the Project/Performance Site locations form?

No. Only include the primary service site where your PCHP project will be implemented on the Project/Performance Site Locations form in
(Added: 10/28/2021)

How do I submit my project abstract?

You will submit your project abstract through the Project Abstract Summary Form. In contrast to prior BPHC supplemental funding applications, your project abstract will no longer be submitted as an attachment. 
(Added: 10/28/2021) 

How do I make changes to an application that was submitted in EHBs?

A new EHBs feature allows the AO to reopen the application in EHBs before the EHBs deadline. For additional details and step-by-step instructions with screenshots, refer to the Reopen Submitted Applications Help webpage. The AO must resubmit the reopened application in EHBs by 5:00 p.m. ET on the EHBs due date for the application to be considered. 
(Added: 10/28/2021)

Date Last Reviewed: