Table of Contents
- Introduction
- Reporting Requirements
- Funding Usage
- How do I access my ECV grant funding?
- Can I use all of the ECV funding immediately after receiving the award?
- What should I do if I can’t use all or part of the funding for the allowable uses?
- Can I request an extension to complete my approved activities?
- What is the expected timeline for using the ECV funds?
- What is the source of ECV funding?
- How much funding has been awarded for ECV activities?
- Eligibility and Usage of Funds
- How will I know if my proposed scope of activities has been accepted?
- Is there a salary limitation for individuals paid with ECV funds?
- How should I structure my budget narrative and justification?
- Can I use ECV funds for activities not listed in the approved Activity List?
- Can I draw down funds before my ECV Post-Award Application Submission is approved?
- How do I submit my ECV project information and budget?
- Funding Usage Restrictions
- How can I use ECV funds to purchase COVID-19 vaccines?
- Can I use ECV funds to continue activities that were paid for under previous federal awards?
- Can I use ECV funds for costs incurred before December 1, 2022?
- Can I reallocate salaries to ECV from another funding source?
- Can I use ECV funds for bonuses or overtime pay?
- Can I use ECV funds for enabling services to support COVID-19 vaccination activities?
- How can I use ECV funds to meet the needs of special populations?
- Can I collaborate with faith-based organizations, including places of worship, to provide COVID-19 vaccinations?
- Can I use ECV funds to rent space for vaccination events?
- Can I use ECV funds to purchase equipment, such as a mobile van or health information technology systems?
- Can ECV funds be used for the operating costs of a mobile van, such as gas?
- Can I use ECV funds for hazard pay or a “pandemic premium”?
- Can I use ECV funds to cover revenue lost due to the COVID-19 public health emergency?
- Conclusion
Introduction
In this article, we will address frequently asked questions regarding the fiscal year (FY) 2023 Expanding COVID-19 Vaccination (ECV) awards. These questions and answers provide information on reporting requirements, funding usage, eligibility, and more. Please note that this article is intended for informational purposes only and should not be considered as legal or financial advice. For more specific information, please refer to the ECV Technical Assistance webpage or contact the BPHC (Bureau of Primary Health Care) through the provided contact form.
Reporting Requirements
When is the deadline to submit the final report for ECV awardees?
HRSA highly encourages ECV awardees who have completed all approved ECV activities to submit their final report in the Electronic Handbooks (EHBs). The final report will be open in the EHBs from July 1, 2023, and the deadline to submit is March 30, 2024.
Is there a reporting requirement during the initial 6-month period of performance?
Yes, there is a new reporting requirement called the Status Update Report that must be submitted by all active ECV awardees. This report documents the progress of ECV activities during the initial 6-month period of performance. Awardees must provide a detailed narrative update, including successes and lessons learned, for activities identified in their approved ECV Activity List and budget. The Status Update Report will be available in the EHBs on July 1, 2023, and must be submitted by July 24, 2023.
How do I report COVID-19 vaccination data during the ECV period of performance?
Throughout the ECV period of performance, you must report your COVID-19 vaccination data through the Health Center COVID-19 survey. This survey tracks COVID-19 vaccinations, vaccination events, and community collaboration. It is important to respond regularly to the survey as failure to do so may result in additional terms, conditions, and reporting requirements from HRSA.
Funding Usage
How do I access my ECV grant funding?
You will use the same PIN you use to access your H80 or L2C grant funding through the Payment Management System (PMS). If you have any issues accessing your ECV grant funding, please contact your PMS accountant or the Grants Management Specialist identified in your ECV notice of award.
Can I use all of the ECV funding immediately after receiving the award?
To expedite the distribution of the funding, HRSA has made funds immediately available. However, you must submit a post-award application within 30 days of receiving the award. This application includes budget information and activities/purchases to be supported by the funding.
What should I do if I can’t use all or part of the funding for the allowable uses?
If you cannot use all or part of the funding in accordance with the terms of the award, you must relinquish the unused portion back to HRSA. Contact the Grants Management Specialist listed on your notice of award as soon as possible to discuss the process for relinquishing your award.
Can I request an extension to complete my approved activities?
If you need additional time beyond the 6-month period of performance to complete your approved activities, you must submit an Extension Without Funds (no-cost extension) prior approval request. This request should be made through HRSA’s Electronic Handbooks (EHBs) no sooner than 2 months prior to the end date of the ECV period of performance. It is important to note that this extension cannot be used to expend unused funds for any other purpose or activity beyond the allowable activities listed on your notice of award. All extension requests are subject to HRSA approval.
What is the expected timeline for using the ECV funds?
The ECV awards have a 6-month period of performance from December 1, 2022, to May 31, 2023. HRSA expects that these funds will be prioritized for use in the first 3 months to mitigate the anticipated increase in COVID-19 transmission during the winter.
What is the source of ECV funding?
ECV funding is authorized through the Paycheck Protection Program and Health Care Enhancement Act, Provider Relief Fund. HRSA has issued these awards separately from other grant awards with the activity code H8G. It is important to separately track and account for ECV activities supported by this funding to correctly attribute costs to separate grants.
How much funding has been awarded for ECV activities?
On December 9, 2022, HRSA awarded $350 million in funding provided by the Paycheck Protection Program and Health Care Enhancement Act to approximately 1,470 HRSA-supported health centers. The purpose of this funding is to support health centers in increasing access to, confidence in, and demand for updated COVID-19 vaccines within their service areas. The funds are to be used for outreach and education, community engagement, and coordinated partner events to increase updated COVID-19 vaccinations among underserved populations.
Eligibility and Usage of Funds
How will I know if my proposed scope of activities has been accepted?
You will receive an email notification in the Electronic Handbooks (EHBs) when your proposed scope of activities has been accepted. However, you will not receive another Notice of Award.
Is there a salary limitation for individuals paid with ECV funds?
Yes, ECV funds may not be used to pay the salary of an individual at a rate in excess of Federal Executive Level II, which is $212,100 effective January 1, 2023. This amount includes an individual’s annualized base salary, including bonuses and overtime, but excludes fringe and any outside income.
How should I structure my budget narrative and justification?
In your budget narrative, you should break out federal and non-federal funding by object class category for the 6-month period of performance. The budget narrative should align with the SF-424A and Activities List. Make sure to provide detailed justifications for each budget item and explain how it supports the approved activities.
Can I use ECV funds for activities not listed in the approved Activity List?
No, ECV funds are specifically designated for COVID-19 vaccination-related activities outlined in the ECV Post-Award Application Submission Guidance and Activity List. You must complete and upload the ECV Activity List template indicating the approved activities that will be conducted to support updated COVID-19 vaccination. If you have any doubts about the allowable activities, contact the ECV technical assistance team through the BPHC Contact Form.
Can I draw down funds before my ECV Post-Award Application Submission is approved?
Yes, you may draw down funds prior to the approval of your ECV Post-Award Application Submission to meet immediate cash needs for increasing access to, confidence in, and demand for updated COVID-19 vaccines. However, if you draw down funds before the approval of your submission, your budget must include costs that were drawn down from December 1 until the submission of the budget to HRSA. It is important to note that approval is not guaranteed, and if your submission is not approved, you will be responsible for the incurred costs.
How do I submit my ECV project information and budget?
You must submit your ECV project information, including the SF-424A Budget Information form and budget narrative, through a submission task in the H8G grant folder in the Electronic Handbooks (EHBs). Instructions on how to add your H8G grant folder to your EHBs portfolio can be found on the ECV Post-Award Application Submission Guidance webpage.
Funding Usage Restrictions
How can I use ECV funds to purchase COVID-19 vaccines?
ECV funds cannot be used to reimburse expenses or losses that have been reimbursed from other sources or that other sources are obligated to reimburse. You may use ECV funds to pre-order planned but not yet available COVID-19 vaccines to ensure an adequate supply in the fall of 2023. This includes pre-orders that have not been reimbursed by other sources. However, you must seek reimbursement for ECV-purchased vaccines given to individuals with payer sources (e.g., Medicaid, Medicare, private insurance) and adjust your financial records accordingly.
Can I use ECV funds to continue activities that were paid for under previous federal awards?
No, ECV funds may not be used for costs that have already been paid for by H80, H8C, H8D, H8E, H8F, or L2C funding. The purpose of ECV funding is to supplement, not supplant, planned activities that are using other funds to increase access to, confidence in, and demand for updated COVID-19 vaccines. It is important to monitor expenditures from all funding sources to ensure compliance with funding requirements and federal regulations.
Can I use ECV funds for costs incurred before December 1, 2022?
No, ECV funds cannot be used for costs incurred before the start date of the period of performance, which is December 1, 2022.
Can I reallocate salaries to ECV from another funding source?
You may reallocate salaries to ECV from another funding source if personnel are not working on COVID-19 vaccination-related activities under the original funding source. However, this reallocation should be in accordance with your health center’s policies and procedures. Charges to federal awards for salaries and wages must be based on accurate records that reflect the work performed. It is important to review and document after-the-fact interim charges made to a federal award based on budget estimates. Please contact your grants management specialist for specific questions regarding salary reallocation.
Can I use ECV funds for bonuses or overtime pay?
Yes, ECV funds may be used for bonuses and overtime pay for personnel providing COVID-19 vaccination-related activities. However, it is important to ensure that personnel receiving grant funding receive salary and benefits consistent with your health center’s policies and procedures. Note that ECV funds may not be used to pay an individual’s salary at a rate exceeding Executive Level II, which is currently $212,100.
Can I use ECV funds for enabling services to support COVID-19 vaccination activities?
Yes, ECV funds may be used for enabling services that support access to COVID-19 vaccination. This includes activities such as outreach, patient education, translation, interpretation, and transportation. Enabling services can be provided directly by health center staff or through formal contracts/agreements with community partners, as long as they align with your Health Center Program scope of project.
How can I use ECV funds to meet the needs of special populations?
HRSA encourages health centers to leverage ECV funding to meet the needs of underserved populations, including homeless individuals, migrant and seasonal agricultural workers, and residents of public housing. Examples of how ECV funds can be used include expanded access to updated COVID-19 vaccination at multiple locations, targeted outreach and education in multiple languages, and addressing social barriers to vaccination. Health centers can also collaborate with community partners, including faith-based organizations, to reach these populations. Additional information and resources for working with special populations can be obtained from HRSA’s National Training and Technical Assistance Partners (NTTAP).
Can I collaborate with faith-based organizations, including places of worship, to provide COVID-19 vaccinations?
Yes, HRSA encourages health centers to collaborate with faith-based organizations and places of worship to increase confidence in and access to COVID-19 vaccinations. It is important to note that organizations engaged in explicitly religious activities must separate those activities from those supported by federal funding. Collaboration with faith-based organizations can include planning, promoting, and hosting vaccination events, distributing vaccination information to congregations, and providing transportation from places of worship to vaccination locations.
Can I use ECV funds to rent space for vaccination events?
Yes, ECV funds may be used to support rent for space or temporary structures where vaccination-related activities are taking place. However, it is important to include other activities and locations in your Form 5C: Other Activities/Locations to ensure compliance with your Health Center scope of project.
Can I use ECV funds to purchase equipment, such as a mobile van or health information technology systems?
No, ECV funds cannot be used to purchase equipment with a useful life of more than one year and a per-unit acquisition cost of $5,000 or more. However, the cost to rent or lease new equipment may be an allowable use of funds. It is important to provide justification for the cost of the lease, the timeframe and terms of the lease, and how it will be paid for after the grant ends.
Can ECV funds be used for the operating costs of a mobile van, such as gas?
If the mobile van is used to carry out COVID-19 vaccination-related activities, ECV funds can be used for costs related to the van, such as gas.
Can I use ECV funds for hazard pay or a “pandemic premium”?
Yes, ECV funds may be used for hazard and premium pay for personnel providing COVID-19 vaccination-related activities if you have policies and procedures in place that cover this type of pay. It is important to ensure that personnel receiving grant funding receive salary and benefits consistent with your health center’s policies for paying salaries under unexpected or extraordinary circumstances.
Can I use ECV funds to cover revenue lost due to the COVID-19 public health emergency?
No, ECV funds may not be used to replace lost revenue, such as reimbursement for dental or primary care visits, from public and private health insurance sources.
Conclusion
These frequently asked questions provide important information for health centers regarding the fiscal year 2023 Expanding COVID-19 Vaccination (ECV) awards. It is crucial to adhere to the reporting requirements, funding usage restrictions, and eligibility criteria outlined by HRSA. By following these guidelines, health centers can effectively utilize ECV funds to increase access to, confidence in, and demand for updated COVID-19 vaccines within their communities. For additional information and resources, please refer to the ECV Technical Assistance webpage or contact the BPHC through the provided contact form.