Reporting Requirements
As a requirement of ME CDC contracts, Vaccine Equity and Community Care providers are required to submit reports on a monthly and quarterly basis in order 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:
- Monthly Program Reporting via online survey forms:
- Monthly Program Report Survey
- Vaccine Event Survey Form (Vaccine Equity contracts only)
- Quarterly Financial Report
The Monthly Program Report contains the following information:
- Community Care Outreach and Education: Denote the number of people served and provide an optional narrative
- Mobile Testing: Denote the number of COVID-19 tests administered and provide an optional narrative
- Community Care, Testing, and Referrals: Denote the number of households/referrals to/from DHHS for social supports, testing, and/or vaccination; and provide an optional narrative
- Community Care Outreach and Testing Events: Denote the number of events hosted and provide an optional narrative
- Program Impact: Provide a required narrative illustrating the impactÂ
Monthly Program Survey
- The monthly program survey is due by the 15th or next business day of the following month (ex: May activities must be reported by June 15th).
- Providers must submit one program report per month even if working with both Vaccine Equity and Community Care. If working with both, providers should combine the program data onto the same form.
- Data from sub-recipients and fiscally-sponsored providers must be included.
Vaccine Event Survey Form
- Providers will submit the vaccine event survey to illustrate the education activities or vaccination events provided and attended.
- Information captured in this survey includes the following:
- The type of activity
- The date of the event(s)
- The number of community members who participated
- All vaccine events conducted by the provider must be logged and reported using the post-event survey shortly after the event.
Providers are required to submit a Quarterly Financial Report (QFR) to ensure financial compliance with the contract.
- 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 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. This value will automatically calculate based on the embedded formula.
- Providers must certify and date each QFR upon completion. Completed QFRs should be sent to via email to Contract-Budgets.DHHS@maine.gov and CDC-OPHE-Support@maine.gov.
- After the Budget Team 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 submitting to the Budget Department for review. Delays due to required corrections may delay payments to providers.