• DSHS HIV/STD Program

    Post Office Box 149347, MC 1873
    Austin, Texas 78714

    Phone: (737) 255-4300

    Email the HIV/STD Program

    Email data requests to HIV/STD Program - This email can be used to request data and statistics on HIV, TB, and STDs in Texas. It cannot be used to get treatment or infection history for individuals, or to request information on programs and services. Please do not include any personal, identifying health information in your email such as HIV status, Date of Birth, Social Security Number, etc.

    For treatment/testing history, please contact your local Health Department.

    For information on HIV testing and services available to Persons Living with HIV and AIDS, please contact your local HIV services organization.

Routine HIV Testing

Required Reporting for Routine HIV Testing Contractors

All DSHS Contract Management Section (CMS) Required Prevention Grantee Forms are available online. Submit forms to the applicable email address (see below) and copy the assigned contract manager and your program consultant.

DSHS CMS Required Forms

Invoices and Voucher Submission 

Grantees are required to submit monthly requests for reimbursement of services performed by the last business day of the month following service delivery.

Grantees are required to identify expenditures by budget category and submit both the State of Texas Voucher Form B-13 and the Voucher Support Form to both Invoice inboxes: invoices@dshs.texas.gov and cmsinvoices@dshs.texas.gov

  • Form B-13 Invoice – Purchase Voucher Form – Must be submitted monthly, even if zero dollar, and be accompanied by the Voucher Support Form. DO NOT COMBINE MONTHS.
  • Voucher Support Form – details monthly expenditures by category.

Financial Status Report – FSR Form 269A

Grantees with contract categorical budgets shall submit quarterly FSRs to System Agency. The FSR must be submitted by the last business day of the month following the end of each quarter.

The FSR form must be sent from the Certifying Official to the FSR Grants inbox and the assigned Contract Manager. EMAIL: FSRGrants@dshs.texas.gov

The final FSR must be submitted no later than forty-five (45) calendar days following the end of the applicable term.

Contract Amendments

Grantee’s request for certain budget revisions or other amendments must be submitted in writing (email), including a justification for the request, to the assigned contract manager; cc your program consultant.

Revisions or other amendment requests may be granted at the discretion of DSHS.

Cumulative budget transfers among direct cost categories, such as Personnel, Travel, Supplies, etc., can happen without an amendment if the transfers are less than 10% of the allocation amount (10% rule), or 25% for local health departments/districts. Funds cannot be transferred between funding opportunities, i.e., scopes of work.

Transfers to or from the Equipment or Indirect category will always require an amendment.

Request for Budget Change Form

Discuss your request for a budget change with your program consultant. Complete and email/submit the Request for Budget Change Form anytime you want to move funds. Note the 10% and 25% rules above.

Property Inventory Report (Form GC-11)

An updated Inventory Report is due every October 15. Email updated report to COSequip@dshs.texas.gov 

 

Forms and Requirements for Data Collection and Submission

 

Progress Reports

All DSHS HIV/STD funded programs must accurately complete and submit reports according to the due dates identified in the HIV/ROUTN Contract.  Please note, the Interim Progress Report due date has been modified to meet CDC reporting requirements. Contact your consultant ASAP if you will not be able to meet this deadline.

 

Quality Assurance and Monitoring

Contractors must ensure that performance of activities are of a high quality, in full compliance with all the requirements and align with the Routine Screening Program Quality Management Core Tool. Quality Assurance self-audits shall be conducted each fiscal year at all screening sites using the HIV/STD Prevention and Care Branch, Routine Screening Program Quality Management Core Tool. Documentation of self–audits, the corrective action plan, and implementation of the corrective action plan shall be kept on file for a minimum of three years following the date of the self-audits. All documentation shall be made available to the DSHS program staff for review.

 

Technical Assistance

  • For more information about routine HIV screening call 737-255-4300 and ask to speak to a routine screening consultant.

 

Laboratory

 

Billing and Coding

 

Referral to Care and Services

 

Test Texas HIV Coalition [TestTexas]

 

Texas Law and Routine HIV Testing

 

2006 CDC Guidelines for HIV Testing [CDC]

 

U.S. Preventative Services Task Force Recommendation for Screening for HIV (PDF : 116 kB)

 

HIV and STD Educational Materials Available from DSHS

 

Meetings

 

Training

 

Surveillance Reports

 

Ambassador Toolkit

 

Additional educational materials

 
TestTexasHIV.org
Test Texas HIV Coalition logo
Visit TestTexasHIV.org for the latest on HIV screening in healthcare settings throughout the state.

Routine Testing Videos

Intro to Implementing Routine HIV Testing in Texas Course
Intro to Implementing Routine HIV Testing in Texas Course - A brief overview of the DSHS online course covering the best ways to implement routine HIV testing.


Last updated June 23, 2020