HIV Services Program Reports
Contractors are required to collect and maintain relevant data documenting the progress toward the goals and objectives of their project as well as any other data requested by the DSHS. Contractors must demonstrate in the quarterly reports continuing efforts to assure that Ryan White monies are the payer of last resort through third party billing for all professional services, enrollment in available prescription plans and any other appropriate alternate payers.
Reporting Due Dates: for RWSD/AA/SS Section A (Form A)
| Due Date | Report Name | Contract(s) | Report Period(s) | Months Contained in Report(s) |
|---|---|---|---|---|
April 30,2024 or 30 days after execution | Contract Specific Detail - Section A | 24–25 Part B | Initial | Contract set-up: Each contracted service (Primary & Secondary) has a contractor estimated average unit cost associated, units of service, and number of clients to be served. |
| May 30, 2024 | Contract Specific Detail - Section A Annual Narrative Progress Report-B | 23–24 Part B 23–24 SS | Final Q3 | Cumulative for year RWSD: Apr 2023–March 2024 SS: Sept 2023–March 2024 (7 months) |
| June 30,2024 | Contract Specific Detail - Section A | 23–24 SS | Q3 | Cumulative including March, April, May 2024 |
| July 30,2024 | Contract Specific Detail- Section A | 24–25 Part B | Q1 | Cumulative including Apr., May, June 2024 |
September 30, 2024 or 30 days after contract execution | Contract Specific Detail-Section A | 24–25 SS | Initial | Contract set-up: Each contracted service (Primary & Secondary) has a contractor estimated average unit cost associated, units of service, and number of clients to be served. |
| September 30, 2024 | Contract Specific Detail-Section A | 23–24 SS | Q4 | Cumulative including June, July, August 2024 |
| October 15, 2024 | Program Progress Report | HOPWA 2023 | Year-End | Covers 9/01/23–8/31/24 |
| October 30, 2024 | Contract Specific Detail-Section A Narrative Progress Report | 24–25 Part B 23–24 SS | Q2 Final | Cumulative including RWSD: July, August, September 2024 SS: September 2023–August 2024 |
| December 30, 2024 | Contract Specific Detail-Section A | 24–25 SS | Q1 | Cumulative including September, October, November 2024 |
| January 30, 2025 | Contract Specific Detail – Section A | 24-25 Part B | Q3 | Cumulative including Oct., Nov., Dec. 2024 |
| March 30, 2025 | Contract Specific Detail - Section A | 24–25 SS | Q2 | Cumulative including Dec. 2024, Jan., and Feb. 2025 |
| March 31, 2025 | Program Progress Report | HOPWA 2024 | Semi-Annual | Covers 9/01/24–2/28/25 |
| April 30, 2025 | Contract Specific Detail - Section A | 24–25 Part B 23–24 State-R | Q4 | Cumulative including Jan., Feb., March 2025 |
April 30,2025 or 30 days after execution | Contract Specific Detail - Section A | 24–25 Part B | Initial | Contract set-up: Each contracted service (Primary & Secondary) has a contractor estimated average unit cost associated, units of service, and number of clients to be served. |
| May 30, 2025 | Contract Specific Detail - Section A Annual Narrative Progress Report-B | 24–25 Part B 24–25 SS | Final Q3 | Cumulative for year RWSD: Apr 2023–March 2024 SS: Sept 2023–March 2024 (7 months) |
| June 30,2025 | Contract Specific Detail - Section A | 24–25 SS | Q3 | Cumulative including March, April, May 2025 |
| July 30,2025 | Contract Specific Detail- Section A | 25–26 Part B | Q1 | Cumulative including April, May, June 2025 |
September 30, 2025 or 30 days after contract execution | Contract Specific Detail-Section A | 25–26 SS | Initial | Contract set-up: Each contracted service (Primary & Secondary) has a contractor estimated average unit cost associated, units of service, and number of clients to be served. |
| September 30, 2025 | Contract Specific Detail-Section A | 24–25 SS | Q4 | Cumulative including June, July, August 2024 |
| October 15, 2025 | Program Progress Report | HOPWA 2024 | Year-End | Covers 9/01/24–8/31/25 |
| October 30, 2025 | Contract Specific Detail-Section A Narrative Progress Report | 25–26 Part B 24–25 SS | Q2 Final | Cumulative including RWSD: July, August, September 2025 SS: September 2024–August 2025 |
| December 30, 2025 | Contract Specific Detail-Section A | 25–26 SS | Q1 | Cumulative including September, October, November 2025 |
Notes:
- Report due dates that fall on a weekend or a holiday are due the next business day.
- State Services Section A ARIES quarterly reports will continue to run on the state fiscal year (9/1–8/31) but State Services Section B Narrative Reports will be due when RWSD Section B Narrative Reports are due.
- Section B Narrative Reports are due for the RWSD Quarter 2 and the Final (due 30 days after Quarter 4).
- Dates are subject to change.
- The Supplemental award is split into 1st Part and 2nd Part due to crossing RW Part B year:
Supplemental Award
| HRSA supplemental contract year | To/From on DSHS contract (split by RW yr) | Naming Convention |
|---|---|---|
| 9/30/15–9/29/16 | 4/1/16–9/29/16 | 15–16 Part B Supp |
| 9/30/16–9/29/17 | 9/30/16–3/31/17 | 16–17 Part B Supp 1 |
| 9/30/16–9/29/17 | 4/1/17–9/29/17 | 16–17 Part B Supp 2 |