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For Audio, please call the following:

Toll-free Phone Number: 1-866-740-1260Access Code: 2337436

SHIP COVID WebinarJune 4, 2020Noon - 1 p.m.

• CARES Act - $150M

• HRSA awarded each state

• KDHE has contracted with KHERF to assist

with Kansas implementation

COVID SHIP

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ELIGIBILITY REQUIREMENTS

• Facilities must be small hospitals are non-federal, short-term

general acute care facilities and located in a rural areas.– “small hospital” is defined as 49 available beds or less, as reported on the

hospital’s most recently filed Medicare Cost Report, Line 14

– “rural” is defined as either located outside of a Metropolitan Statistical Area

(MSA) or located within a rural census tract of a MSA, as determined under

the Goldsmith Modification or the Rural Urban Commuting Areas (RUCAs).

SHIP 101

PPS Hospitals

Hospitals that are not designated a Critical Access Hospital will be asked

to submit Part I of Worksheet S-3 from the most recently filed Medicare

Cost Report.

• Contracts will be sent to CEOs and

COVID-19 Contacts (if provided)

Online at www.krhop.net

• Your hospital must respond back by printing,

signing and returning the agreement.

COVID SHIP Agreement

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• Hospitals will receive $83,612.88

• COVID SHIP grant period is April 1, 2020 to

Sept. 30, 2021

• Funds must be spent on qualifying purchases

from Jan. 20, 2020 to Sept. 30, 2021

COVID SHIP Overview

COVID SHIP Funding Priorities

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COVID SHIP Uses of Funds

Examples of Allowable Uses of Funds – www.krhop.net

COVID SHIP Ineligible Uses

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COVID SHIP Ineligible Uses

COVID SHIP Ineligible Uses

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Milestone 1: Submission of Participation Agreement and proof of an active System for

Award Management (SAMS) account, due June 30, 2020.

Payment amount: $20,000.00

Milestone 2: Submission and approval of COVID-19 SHIP expense and activity report,

due October 15, 2020.

Payment amount: Reimbursement of any expenses incurred over $20,000

Milestone 3: Submission and approval of COVID-19 SHIP expense and activity report,

due March 15, 2021.

Payment amount: Reimbursement of any expenses incurred since last report

Milestone 4: Submission and approval of COVID-19 SHIP expense and activity report,

due September 30, 2021.

Payment amount: $5,000 plus Reimbursement of any expenses incurred

since last report (not to exceed a cumulative total of $83,612.88).

COVID SHIP Milestones

• Return Agreement – check will be cut for $20,000

• Expense report due no later than Oct. 15

– Documentation for expenses totaling $30,000 submitted

– Check will be cut for $10,000 $30,000 spent down

• Expense report due no later than March 15

– Documentation for expenses totaling $40,000 submitted

– Check will be cut for $40,000 $70,000 spent down

• Expense report due no later than Sept. 30

– Final payment of $5,000

– Documentation for expenses totaling $20,000 submitted $83,612.88 – $70,000 = $ 13,612.88

Check will be cut for $13,612.88

COVID SHIP Payments

Total Award: $83,612.88

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• Return Agreement – check will be cut for $20,000

• Expense report due no later than Oct. 15

– Documentation for expenses totaling no funds expended yet

– No check will be cut

• Expense report due no later than March 15

– Documentation for expenses totaling $40,000 submitted

– Check will be cut for $20,000 $40,000 spent down

• Expense report due no later than Sept. 30

– Final payment of $5,000

– Documentation for expenses totaling $43,612.88 submitted $83,612.88 – $40,000 = $43,612.88

– Check will be cut for $43,612.88

COVID SHIP Payments

Total Award: $83,612.88

• Return Agreement – check will be cut for $20,000

• Expense report due no later than Oct. 15

– Documentation for expenses totaling $83,612.88 submitted

– Check will be cut for $58,612.88 $83,612.88 - $20,000 = $63,612.88

$63,612.88 - $5,000 = $58,612.88

• Expense report due no later than March 15

– Documentation for expenses turned in showing no additional funds spent

– Check will not be cut

• Expense report due no later than Sept. 30

– Final payment of $5,000

– Documentation for expenses turned in showing no additional funds spent

– Check will be cut for $5,000

COVID SHIP Payments

Total Award: $83,612.88

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• Return Agreement – check will be cut for $20,000

• Expense report due no later than Oct. 15 Submitted on July 15, 2020

– Documentation for expenses totaling $30,000 submitted

– Check will be cut for $10,000 in July 2020 $30,000 spent down

• Expense report due no later than March 15, 2021 Submitted on October 1, 2020

– Documentation for expenses totaling $40,000 submitted

– Check will be cut for $40,000 in October 2020 $70,000 spent down

• Expense report due no later than Sept. 30, 2021 Submitted on July 15, 2021

– Final payment of $5,000

– Documentation for expenses totaling $20,000 submitted $83,612.88 – $70,000 = $13,612.88

– Check will be cut for $13,612.88 in September 2021

COVID SHIP Payments

Total Award: $83,612.88

COVID SHIP Terms and Conditions

Equipment

• Equipment is tangible personal property (including information technology

systems)

• useful life of more than one year

• per-unit acquisition cost of at least $5,000

• moveable equipment only

• Equipment Requirements (45 CFR Part 75.320)

• Equipment MUST be:

• Procured through a competitive process.

• Maintained, tracked, and disposed of per 45 CFR 75.

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COVID SHIP Terms and Conditions

Equipment

• You must report federally-owned property, acquired

equipment with an acquisition cost of $5,000 or more for

which HRSA has reserved the right to transfer title, and

residual unused supplies with total aggregate fair market

value exceeding $5,000.

• Records for equipment acquired with Federal funds shall

be retained for three years after final disposal.

COVID SHIP Terms and Conditions

Equipment Disposition

• (i) To request transfer of the property for use on

CONVID-19 activities to another awardee. The

transferee and the recipient will be responsible for

transfer cost.

• (ii) To request Federal agency disposition instructions for

unneeded Federally-owned property.

• (iii) To request a disposition other than (i) or (ii). For

example, requests for transfer of title under authority of

the Stevenson-WydlerAct.

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COVID SHIP Terms and Conditions

SalariesCan SHIP COVID-19 funds be used for hospital salaries and wages?

For example, if a hospital wants to use funds to pay staff, does that

have to be for specific staff or can they report it as a staff budget

line item, since they’ve had a financial loss in that area of the

budget as well?

Salaries and wages are allowable if staffing is specific to COVID-19 and

not charged to another federal award. The funding through this award

should be used to complement, not duplicate or supplant, other funds

received through existing payment or other CARES Act programs

supporting hospitals.

COVID SHIP Terms and Conditions

SalariesIs Hazard Pay an allowable cost? For example, a hospital paid a one-

time payment ($250) to each employee for working during this

coronavirus crisis.

Hazard pay is allowable on the COVID-19 grant. Hospitals must keep strict

accounting records to document Hazard Pay. “Personnel who will be paid with grant

funding must receive salary and benefits consistent with the hospital’s policies for

paying salaries under unexpected or extraordinary circumstances from all funding

sources, federal and non-federal”. For additional information, see

https://bphc.hrsa.gov/program-opportunities/coronavirus-disease-2019/faq.

Recipients (and sub recipients) must maintain appropriate records and cost

documentation as required by 45 CFR § 75.302 - Financial management and

standards for financial management systems and 45 CFR § 75.361 - Retention

requirement for records to substantiate the charging of any salaries and other project

activity costs.

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COVID SHIP Terms and Conditions

RenovationsIs renovating interior floor plan and/or purchase equipment to

maximize the use of telehealth allowable?

Yes, as long as the renovation and the equipment purchases are essential

and related to COVID-19 preparation, response, and maintenance. Please

note that renovation costs cannot exceed 10% of the total award cost.

COVID SHIP Terms and Conditions

KDHE is the pass-through entityHospitals are subawardees

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COVID SHIP Terms and Conditions

COVID SHIP Terms and Conditions

In order for KHDE to file the FFATA,

hospitals must have an active System for

Award Management (SAM) account.

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COVID SHIP Terms and Conditions

Do you have a SAM account?

www.sam.gov

COVID SHIP Terms and Conditions

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COVID SHIP Terms and Conditions

COVID SHIP Terms and Conditions

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• Return participation agreement and proof of

active SAM account by June 30, 2020.

Please send info to ship@kha-net.org.

• Notification will be sent when expense report

is available.

COVID SHIP Next Steps

Tracking Expenses

https://www.kha-net.org/CriticalIssues/HospitalPreparedness/covid-19/covid-19-funding-resources/

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Contact Us

Jennifer Findley

jfindley@kha-net.org

785.233.7436

Susan Runyan

srunyan@kha-net.org

620.222.8366

Susan Cunningham

scunningham@kha-net.org

785.276.3119

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Funding Acknowledgement

This project was federally funded through KDHE-

BCHS-Coronavirus SHIP program. The

Coronavirus SHIP program program is managed

by the Federal Office of Rural Health Policy,

Health Resources and Services Administration,

U.S. Department of Health and Human Services.