6100, Reimbursement, Data Collection, and Reports

Revision 23-2; Effective Sept. 15, 2023

Categorical Reimbursement

PHC categorical funding (cost reimbursement) is used to develop and maintain grantee infrastructure for the provision of primary health care and related health services. The funding can be used to support clinic facilities, staff salaries, utilities, medical and office supplies, equipment, travel and direct medical services. All services will be reimbursed on a cost reimbursement basis. Costs may be assessed against any of the following categories the grantees in the submitted budget workbook:

  • Personnel
  • Fringe Benefits
  • Travel
  • Equipment and Supplies
  • Contractual
  • Other
  • Indirect Costs

PHC funds are disbursed to grantees through an invoicing system as expenses are incurred during the grant period. Program income must be expended before categorical funds are requested through the reimbursement process. Grantees are required to submit a Monthly Reimbursement Packet (MRP) once their awarded funds are spent. When all awarded funds are spent, no additional funds will be available to the grantee for reimbursement.

When program expenses exceed program income, the invoice will result in a payment. Program income includes all fees paid by PHC program clients, client copay collection, and non-HHSC funds such as grants and donations. Budget revision must be submitted to HHSC for approval.

Accurate financial records must be maintained for quality assurance, fiscal monitoring, and programmatic evaluation by HHSC.

Monthly Reporting Packet (MRP)

At the start of each contract year, grantees will access their organization’s personalized Monthly Reporting Packet (MRP) from the SharePoint Contractor Portal.

The MRP and the required supporting documentation which must include a detailed general ledger and any documents that support the requested reimbursement are required to be completed and submitted monthly within 30 calendar days after the last day of the preceding month. All late submissions require a justification. MRPs that are incomplete or incorrect will be returned for corrections. All corrections are due within five business days.

MRP’s that have been altered will not be accepted.

Quarterly Submission Requirements

In addition to the monthly submission requirements, the following are required to be submitted quarterly:

  • Form 225, section B - Service Category
  • Signed Financial Status Report (Form 269A)

Quarterly requirements are due by the last business day of the month following the end of each quarter. The exception is the final quarter, which is due 45 calendar days after the end of the contract period (Oct. 15).

Reconciling Errors on Previously Submitted MRPs

If expenses are overstated on one month’s invoice, the following month’s expenses should be reduced accordingly. 

Submission and Reporting after Entire Contract Award is Expended

Grantees must continue to submit the MRP even after grant award amount has been reached. Any cost over the grant award after deducting program income should be reflected under “Non-HHSC Funding.” This reporting is required to provide HHSC with statistical information about the use of services.

Submission of Final MRP

Grantees may have claims after the submission of their August billing. Any additional invoices must be received by Oct. 15. Mark this as FINAL.

Submit all claims for reimbursement for services delivered within 45 calendar days of the end of the contract. Reimbursement requests submitted more than 45 calendar days following the end of the grant term will not be paid.