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HIV/AIDS Bureau Division of State HIV/AIDS Programs (DSHAP). Ryan White HIV/AIDS Program Part B Technical Assistance Webinar October 31, 2013 FY 2014 ADAP ERF Funding Opportunity Announcement HRSA-14-049.

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hiv aids bureau division of state hiv aids programs dshap

HIV/AIDS BureauDivision of State HIV/AIDS Programs (DSHAP)

Ryan White HIV/AIDS Program Part BTechnical Assistance Webinar

October 31, 2013


Funding Opportunity Announcement HRSA-14-049

dshap mission
To provide leadership and support to States/Territories for developing and ensuring access to quality HIV prevention, health care and support services.DSHAP Mission

Heather Hauck


Division of State HIV/AIDS Programs


Important Deadlines:

  • Ryan White Part B HIV Care Grant Program FOA: Deadline December 9, 2013

Part B/ADAP (X07) Reporting Requirements:

  • Interim FFR SF-425 due: Nov. 28, 2013
    • Grantees are unable to submit the report because the portal in EHB is missing
  • ADAP Quarterly Report (AQR): due January 31, 2014
  • Unobligated Balances (UOB) & Estimated Carryover: due January 31, 2014
  • FY 2012 ADAP ERF (X09) FFR
    • Due into EHB January 30, 2014
    • Carryover Request due into EHB January 30, 2014
      • Budget Period July 1, 2012 – September 29, 2013 is not eligible for carryover
      • Budget Period August 1, 2012 – September 29, 2013 is eligible for carryover
      • Budget Period September 1, 2012 – September 29, 2013 is eligible for carryover

Upcoming Technical Assistance Activities:

  • Webinar on Changes to HAB Performance Measure Portfolio: November 6, 2013 1:00 – 2:00 pm EST
  • Webinar on RSR Basics: November 6, 2013 2:00 – 3:00 pm EST
  • Rescheduled Webinar on Enhancing Linkages to HIV Care in Jail Settings: November 19, 2013 1:30 pm EST

Core Medical Services Waiver

Effective: September 23, 2013


Funding Opportunity Announcement: HRSA-14-049 FY 2014 Limited New CompetitionAIDS Drug Assistance Program (ADAP) Emergency Relief Funds (ERF)


To provide pre-application technical assistance to applicants of the FY 2014 ADAP ERF Funding Opportunity Announcement.

summary of funding
Summary of Funding
  • Approximately $40 million – $75 million in ADAP ERF to fund up to 59 grantees
  • Applicants may apply for a ceiling amount up to $11 million per year
  • Project period of one (1) year starting April 1, 2014
  • Application due date in – November 25,201311:59 p.m. EST
fy 2014 foa changes
FY 2014 FOA Changes
    • FY 2014 ADAP ERF budget period (April 1, 2014 – March 31, 2015)
  • New HRSA FOA template – please follow the specific headers in each section
  • The SF-424 Application Guide is available at
    • Information on the National HIV/AIDS Strategy (NHAS) is located in the SF-424 Application Guide


  • For States/Territories that can demonstrate need for additional resources to prevent, reduce or eliminate waitlists or implement “cost cutting” and/or “cost-saving” measures


  • States with waiting list must use all funding awarded to remove clients from the waiting list.
  • States that did not report a waiting list, must use funding to address “cost-cutting measures” and/or support the implementation of “cost-saving” measures during the project period to prevent a waiting list.


Cost-saving measures:

  • Improved systems and procedures for back billing Medicaid
  • Improved client recertification
  • Part B structural or operational changes such as collection of rebates, expanding insurance assistance

Cost-cutting measures :

  • Reductions in ADAP financial eligibility below 300% of FPL
  • Capped enrollment
  • Formulary reductions with respect to ARVs
  • Restrictions with respect to ADAP insurance eligibility criteria (i.e.,< 300% FPL)


  • HRSA has prioritized the following cost-containment strategies through its monitoring and technical assistance efforts:
    • Purchase of insurance, collection of rebates, back billing of Medicaid, CMS data-sharing agreements for TrOOP expenditures, six-month re-certification, and controlling ADAP administrative costs.
  • All 50 states, the District of Columbia, Commonwealth of Puerto Rico and U.S. Virgin Islands are eligible to apply if there has been a reported ADAP waiting list and/or cost containment measures since CY 2011.
cost sharing matching
Cost Sharing/Matching
  • Cost Sharing/Matching is NOTrequired for this program.
project narrative
Project Narrative
  • New HRSA template: follow the headings and subheadings as the structure has been significantly reorganized.
    • Example: Resolution of Challenges, Evaluation and Technical Support Capacity
introduction project abstract
Introduction & Project Abstract
  • Introduction:
    • Briefly describe how the State/Territory will utilize ADAP ERF funds addressing a waiting list and/or cost cutting and/or cost savings measures
  • Project Abstract:
    • See section 4.1.ix of HRSA’s SF-424 Application Guide
needs assessment
Needs Assessment
  • ADAP State/Territory Profile:
    • Submit as Attachment 1.
    • Appendix A: provides a description
    • ADAP profile for Fiscal Years 2011 & 2012
    • Sample format
  • Average Client Costs:
    • Medication and insurance assistance cost per client
    • FY 2014 ADAP ERF budget period (April 1, 2014 – March 31, 2015)
    • States must provide step by step calculations and clearly identify all data elements required to complete the calculations
    • Examples listed on pgs. 7-9 of FOA
  • Previously awarded applicants:
    • If the amount requested in this application is different from your program’s last awarded amount, please describe the factors which account for this difference.
  • ORC Reviewers will review and determine:
    • Whether the average client cost calculation submitted by applicants follow instructions provided;
    • Whether the calculations are correct; if incorrect, the error will be identified along with its impact on the applicant’s calculations;
    • Whether the applicant’s plan and budget request reflect their average cost calculations; and
    • If applicable, whether in preparing the plan and budget, the applicant utilized the most recent number of individuals on the State’s waiting list reported to HRSA.
work plan
Work Plan
  • Planned Services & Implementation Plan:
    • Applicants may use table format similar to FY 2014 Part B Implementation Plan
    • Submit as Attachment 4.
    • The Implementation Plan estimated costs should be based on the Average Monthly Client Medication Cost and/or Average Monthly Client Cost for Insurance Assistance for ADAP ERF budget period (April 1, 2014 – March 31, 2015)
    • All cost calculations & budget amounts are subject to review by the ORC.
resolution of challenges
Resolution of Challenges
  • Describe specific actions taken to avoid, reduce, or eliminate a waiting list.
  • The measures listed in the FOA (page 11) are examples of some required and some possible measures.
  • Provide a brief description of the anticipated impact of specific ADAP ERF funded activities on proposed or currently implemented cost containment and waitlist elimination.
  • Provide a brief description of the methods in place to evaluate the effectiveness of the ADAP ERF Implementation Plan.
organizational information
Organizational Information
  • Agency Oversight
    • Management/Administration of the ADAP
    • Organizational chart (Attachment 6)
  • Budget
    • See instructions in section 4 HRSA’s SF-424 Application Guide
    • In Section B of SF-424A the budget categories are Waiting List and Cost Containment
summary of attachments
Summary of Attachments
  • Attachment 1: ADAP Profile
  • Attachment 2: Position Description for key personnel
  • Attachment 3: Biographical Sketches for key personnel
  • Attachment 4: Implementation Plan
  • Attachment 5: Agreements and Compliance Assurances
  • Attachment 6: ADAP Organizational Chart
  • Attachment 7-15: Other Relevant documents
application and submission
Application and Submission
  • HRSA requires applicants for this funding opportunity announcement to apply electronically through
  • Applicants must download the SF424 application package associated with this funding opportunity following the directions provided at
  • Application due date in – November 25,201311:59 p.m. EST
application format requirements
Application Format Requirements
  • The total size of all uploaded files may not exceed the equivalent of 40 pages when printed by HRSA. The 40-page limit includes the abstract, project and budget narratives, attachments, and letters of commitment and support.
  • Attachments must be clearly labeled (see pg. 15 of the FOA).
agency contacts
Agency Contacts
  • Program issues and/or technical assistance regarding this funding announcement may be obtained by contacting:

Heather Hauck, Tel: 301-443-6547

Fax: 301-443-8143, Email:

  • Business, administrative, or fiscal issues related to this funding opportunity announcement by contacting:

Karen Mayo, Tel: (301) 443-3555

Fax: (301) 594-4073, E-mail:

application assistance
Application Assistance
  • Applicants may need assistance when working online to submit their application forms electronically. Applicants should always obtain a case number when calling for support. For assistance with submitting the application in, contact 24 hours a day, seven days a week, excluding Federal holidays at: Contact Center

Telephone: 1-800-518-4726 (International Callers, please dial 606-545-5035)