Ryan White


Grantee Reporting Requirements

Expenditure Reports:

For the remainder of State Fiscal Year 2016 (until June 30th, 2016), grantees should submit the “Certified
Affidavit of Expenditures” in accordance with the policies of the  Fiscal Reporting Section. Starting on July 1st, 2016, grantees should submit their quarterly expenditures as a Financial Status Report (FSR) within Catalyst. Instructions on submitting FSR’s can be found in Catalyst as an attachment to the Ryan White Action Plan, and any questions regarding this process should be directed to the STI/HIV Care Quality Coordinator.

Time and Leave Report:

All agencies must submit documentation that indicates the amount of time worked each day for each position funded in part, or entirely, by grant funds. Timesheets should demonstrate any relevant positions split between funding sources and the time spent conducting grant‐funded activities. These timesheets should be attached to the quarterly FRS’s for the reporting period that they correspond with, and any questions regarding this process should be directed to the STI/HIV Care Quality Coordinator.

Annual Client Satisfaction Survey Tool:

All agencies must measure their performance through an annual client satisfaction survey tool which complies with the requirements developed by the Ryan White Quality Management Committee. Aggregate consumer feedback should be reported annually to the STI/HIV Care Quality Coordinator.

Quality Management:

Grantee reporting of quality management activities will be conducted by submitting Progress Reports in
Catalyst under section “F.1 – Quality Improvement” no less than every six months. Quality Improvement activities will also be discussed with grantee agencies during site visits. All agency quality management initiatives will have the support of the STI/HIV Care Quality Coordinator and/or the Ryan White Quality Management Committee.

Technical Assistance:

Requests for technical assistance on reporting requirements may be addressed by the Quality Coordinator, the ADAP Coordinator, and/or the Care Program Manager by email. Off–site technical assistance is available for all contractors by appointment.

Program Contact Person

Scott Strobel, STI/HIV Care Quality Coordinator sstrobel@kdheks.gov

Megan Brokaw, STI/HIV Care Program Manager mbrokaw@kdheks.gov

Forms Required:

Certified Affidavit of Expenditures – Ryan White