FY 2021 PCHP Frequently Asked Questions

Updated: 8/9/2021. Updates reflect the new award start date of September 1, 2021.

Introduction

Applicants should read the information below in conjunction with the PCHP 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.

Eligibility

Which organizations are eligible to apply for PCHP funding?

Eligible organizations must meet all of the following criteria:

  • Are receiving Health Center Program operational (H80) grant funding,
  • Are located in the 57 geographic locations identified by Ending the HIV Epidemic: A Plan for America, and
  • Did not receive an FY 2020 PCHP award.

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

(Added: 12/4/2020)

How did Ending the HIV Epidemic: A Plan for America identify the targeted geographic locations?

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

(Added: 12/4/2020)

Scope of Project

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

Yes, health centers are required to provide screening services to established patients and other individuals who present for such services and meet criteria for screening, regardless of ability to pay. Health centers provide critical opportunities to connect people with essential health services and to support entry into care for those individuals who lack a primary care medical home. Health centers are uniquely positioned to deliver primary care services in an integrated manner with other comprehensive primary care services to ensure patient-centered and culturally appropriate care to advance health equity.

The provision of screening services by health center providers is based on identified risk factors in the patient population or community in order to evaluate, treat, and educate a health center patient. These 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.

Considerations for health centers delivering these services in the Health Center Program scope of project, include the following:

  • Health center providers deliver in-scope services or carry out activities in accordance with the health center’s policies and procedures;
  • The governing board retains control and authority over the activities/provision of any services, regardless of whether the activities take place at a health center site or at another location within the community;
  • The health center establishes and/or maintains a patient record for all individuals served;
  • The health center bills for the services, as applicable; and
  • The health center notifies patients of all test results and provides other follow-up services, as applicable.

(Added: 8/9/2021)

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

HIV prevention services are included as part of general primary medical care.

(Added: 12/4/2020)

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 project officer for additional guidance.

(Added: 12/4/2020)

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 your project officer whenever you are ready. It is recommended that you submit such requests approximately 60 days before implementing a change, and you may submit a prior approval before receiving your PCHP award.

(Added: 12/4/2020)

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 a health center’s approved scope of project. 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: 12/4/2020)

Budget Requirements

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

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

(Added: 12/4/2020)

What are the possibilities for HRSA adjusting award amounts?

Final award amounts may be adjusted up or down based upon the number of fundable applications and the Health Center Program’s final FY 2021 appropriation.

(Added: 12/4/2020)

Who can I contact with questions about my sub-program funding distribution?

Refer to the list of eligible health centers available on the PCHP technical assistance webpage if you have questions about your distribution by sub-program.

(Added: 12/4/2020)

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: 12/4/2020)

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-424 Budget Information Form, the Federal Object Class Categories Form, and the Budget Narrative attachment.

(Added: 12/4/2020)

Will PCHP funding continue beyond the two years?

Funding is expected to continue beyond the two years of initial funding to support the Ending the HIV Epidemic initiative. However, additional funding is dependent upon the availability of appropriated funds for the Health Center Program 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 two may be added to the H8H and/or H80 award.

(Added: 12/4/2020)

Can I use PCHP funds to cover associated costs incurred before the September 1, 2021 project start date if my PCHP application is funded?

No. PCHP funds may not be used for expenses incurred before or after the period of performance.

(Added: 12/4/2020)

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 location. 

(Added: 12/4/2020)

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

Yes. Federal Register Notice (FRN) 85 FR 49506 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 FRN. HHS is developing an implementation strategy and guidance. You should incorporate these new requirements into procurement policies and procedures.

(Added: 12/4/2020)

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: 12/4/2020)

May PCHP funding be used to incentivize patients’ participation in PCHP-supported activities?

Health centers may use PCHP funds to offer certain incentive items, as long as the specific associated costs are allowable under grants regulations (45 C.F.R. part 75) or other federal regulations. If a health center chooses to use PCHP funds to pay for incentives for participation in patient education or HIV prevention services, certain limitations apply. Patient-related incentives are permitted only if they are a documented and required part of a clinically-proven program to be used in carrying out the project (i.e., program provides a gift card of nominal value to purchase healthy food after a patient attends a certain number of sessions).

PCHP funding may not be used to provide incentives (e.g., gift cards, food) to encourage initial participation in patient education or HIV prevention services. Contact your grants management specialist if you have questions about incentives.

(Added: 12/4/2020)

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: 12/4/2020)

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: 12/4/2020)

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 CFR § 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: 12/4/2020)

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: 12/4/2020)

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: 12/4/2020)

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 should incorporate the use of available medication assistance and donation programs, including Ready, Set, PrEP, before using PCHP funds to purchase PrEP.

(Added: 12/4/2020)

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: 12/4/2020)

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: 12/4/2020)

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 CFR § 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: 12/4/2020)

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

PCHP funding may support the purchase of a mobile site 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: 12/4/2020)

Staffing

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: 12/4/2020)

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

PCHP funding may be used to compensate personnel with a commensurate increase in FTE, not to exceed 100% of compensated activities, and in alignment with your existing written policies and procedures and 45 CFR §75.430.

(Added: 12/4/2020)

Can I add personnel who will support PCHP activities before the award start date?

Yes. Any new FTE added before the award start date must be specifically hired for new activities that address the PCHP purpose and objectives, and paid through funding other than your H80 award before the award start date. 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: 12/4/2020)

Can I use PCHP funding to rehire staff previously supported by a funding source that will end before September 1, 2021?

Yes. The other funding source must end before September 1, and 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: 12/4/2020)

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: 12/4/2020)

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: 12/4/2020)

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: 12/4/2020)

Award Information

New Did the award start date change from August 1, 2021, to September 1, 2021?

Yes. The anticipated award start date shifted from August 1 to September 1, 2021.

(Added: 8/9/2021)

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 any of the following exclusionary criteria at the time HRSA makes funding decisions:

  • You are no longer an active H80 award recipient under sections 330(e), (g), (h), and/or (i), or
  • You have an active 30-day condition on your H80 award related to Health Center Program requirement area(s).

(Added: 12/4/2020)

Other

New How are sexually transmitted infection (STI) screenings and testing accounted for as patients and visits in the 2021 Uniform Data System (UDS) report?

Some services do not count as a visit for UDS reporting, even though they are critical to the overall provision of care to an individual or a community. Someone who only receives one of the services described on page 20 of the 2021 UDS Manual (PDF - 2.6 KB) is not a patient for purposes of UDS reporting. If an individual receives additional services that require independent professional judgment from a health center provider and the services are documented and provided in-person or virtually during the reporting year, they may be considered a patient of the health center. The UDS definition of a countable patient, for purposes of annual UDS reporting, is tied to whether a visit is countable:

Countable visits are encounters between a patient and a licensed or credentialed provider who exercises independent professional judgment in providing services that are: documented, individual, [and] in-person or virtual. Count only visits that meet all these criteria (pg. 17 of the 2021 UDS Manual (PDF - 2.6 KB)).

The UDS Report is designed to reflect the services for individuals who had countable visits during the reporting year, meeting the UDS countable visit and patient definitions. A test or screening for a health center patient with a countable visit during the year would be reported on Table 6A: Selected Diagnoses and Services Rendered in UDS. Table 6A would include the total number of visits for which one or more of the listed diagnostic tests, screenings, and/or preventive services were provided to the patient, as well as any of the listed services provided to that patient outside of a visit. 

The patient and countable visits are reflected on Table 5: Staffing and Utilization in the appropriate service categories. If an individual is screened or tested (i.e., a specimen is collected) for a sexually transmitted infection (STI) and there are no additional services provided by the health center (not meeting visit definitions), then, for UDS reporting purposes, this individual would not be counted as a patient, nor would the encounter be counted as a visit in any of the UDS tables.

(Added: 8/9/2021)

How does FY 2021 PCHP differ from FY 2020 PCHP?

FY 2021 PCHP builds on FY 2020 PCHP but has the following key differences:

  • Competitive application,
  • Fixed funding amount,
  • New grant awards (H8H),
  • No requirement to also be funded by the Ryan White HIV/AIDS Program or have a formal agreement with an organization funded by the Ryan White HIV/AIDS Program, and
  • A more structured work plan format.

(Added: 12/4/2020)

Are there any formatting guidelines for the Project Description/Abstract 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. The length should be 1-2 pages.

(Added: 12/4/2020)

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) 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: 12/4/2020)

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:

Use this information to correctly respond to question 19 of the SF-424 Form in the PCHP EHBs application module (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 HRSA BPHC exit disclaimer.

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

(Added: 12/4/2020)

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: 12/4/2020)

Date Last Reviewed:  August 2021