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
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 Annual Progress Report due date has been changed to February 28, 2022. 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
Texas Law and Routine HIV Testing
Meetings
Training
Additional educational materials
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