Reporting Requirements
As a requirement of ME CDC contracts, providers are required to submit programmatic and financial reports. These must be submitted on a monthly and/or quarterly basis as outlined in their contracts to stay in good standing with the Department. Failure to submit reports may result in delay of payments to providers.
The required reports are as follows:
- Quarterly Financial Report (Cost-Settled)
- Quarterly Progress Report (for Health Equity Infrastructure and/or Covid-19 Community Resilience projects as applicable)
Programmatic Reporting
Quarterly Progress Reports are due by the 30th day of the last quarter (ex: October-December activities must be reported by December 30th). may be submitted via the OPHE Grantee Portal or emailed to CDC-OPHE-Support@maine.gov.
Health Equity Infrastructure Progress Report
Health Equity Infrastructure grantees must submit a Quarterly Progress Report. This provides OPHE an opportunity to provide technical assistance to support grantees achieve their Capacity Building Plan objectives and tasks. Any applicable data from collaborative CBOs, sub-recipients, and fiscally sponsored providers must be included.
HEI Grantees will report on the following areas:
- Any updates or changes to the Intended Capacity Building Impact
- Overall accomplishments achieved in the last quarter
- Capacity Plan Outcomes, including overall progress, successes, and challenges
- Capacity Plan Task and Subtask Progress
Covid-19 Community Resilience Progress Report
Covid-19 Community Resilience (CCR) grantees must submit a Quarterly Progress Report. This provides OPHE an opportunity to provide technical assistance to support grantees achieve their project goals. Any applicable data from sub-recipients, and fiscally-sponsored providers must be included.
CCR Grantees will report on the following areas:
- Healthy Communities (Component A):
- Individuals Reached
- Progress, successes, and challenges
- Steps to overcome challenges and support needed
- Vaccine Equity (Component B):
- Events and individuals that received the vaccine and/or vaccine education
- Progress, successes, and challenges
- Steps to overcome challenges and support needed
Quarterly Financial Report
Providers are required to submit a Quarterly Financial Report (QFR) to ensure financial compliance with the Department. For financial report documents and detailed instructions, visit the ME DHHS Contract Management website.
- The QFR is due on the 30th (or next business day) of the month following the end of the quarter. If a QFR is turned in late, your payment may be delayed.
| Quarter | Timeframe | Due Date |
|---|---|---|
| Q1 | January – March | April 30 |
| Q2 | April – June | July 30 |
| Q3 | July – September | October 30 |
| Q4 | October – December | January 30 |
- Providers should include the following information on Revenue and Expenses:
- Agreement Budget – Enter the amounts from their approved budget (Rider F) into the table for each line item. The line items in the Agreement Budget column should match the amounts from the provider’s most recently approved budget.
- Accrual Year to Date – Enter the total revenue or expenditures for each line item that have accumulated since the start of the contract. Revenue should include all earned revenue for that period, including any payments that have not yet been received.
- Expenses as % of budget – Do not enter anything in this column or any other yellow cells. This value will be calculated automatically based on the embedded formula.
- Providers must certify and date each QFR upon completion. Completed QFRs should be sent via email to Contract-Budgets.DHHS@maine.gov and CDC-OPHE-Support@maine.gov.
- After the Contract Manager has completed their review, they will sign and date the Quarterly Financial Report (QFR) and return it to the provider.
- The QFR always includes all revenue and expenses from the start of the contract to the end of the current quarter.
Questions and Support for Reporting
Please submit questions and requests for support via email to CDC-OPHE-Support@maine.gov. All Quarterly Financial Reports should be correct before submission. Delays due to required corrections may delay payments to providers.