Body
Revision 25-3; Effective Sept. 1, 2025
Grantees must submit the following reports accurately and timely throughout the grant term, regardless of status, to report on progress and implementation.
3410 Monthly Voucher Packet
Revision 26-3; Effective Sept. 1, 2026
Submit the monthly voucher packet to request reimbursement for the cost reimbursement portion of the grant. The monthly voucher packet and supporting documents are due the last business day of the month following the month expenses were incurred or services provided. Final voucher is due 45 days after the end of the grant term.
Vouchers must be submitted each month even if there are no expenditures. Vouchers must still be submitted each month for actual expenditures of the program even if the grant limit has been reached.
3420 Financial Status Report
Revision 26-3; Effective Sept. 1, 2026
The Financial Status Report (FSR) includes all expenditures, program income and non-HHSC funding for the defining three months in each quarter with amounts received from HHSC. The FSR is due within 30 calendar days after the end of each quarter. Final FSR is due 45 calendar days after the end of the grant term. The final quarter report includes all final charges and expenses associated with the program grant. Mark it as final.
3430 Match Report
Revision 26-1; Effective Jan. 8, 2026
Matching funds refer to non-federal resources such as money and in-kind contributions. The Centers for Disease Control and Prevention (CDC) requires the BCCS program to provide $1 in match for every $3 of CDC funding awarded. Grantees must secure, budget, expend and report the non-federal match. Grantees submit match reports and the completed form by email to HHSC FCS Finance 30 days after the end of each quarter.
3440 Clinical Performance Measures
Revision 26-3; Effective Sept. 1, 2026
Performance Indicators and Reports
Grantees are required to meet National Breast and Cervical Cancer Early Detection Program (NBCCEDP) performance measures.
The performance indicators (PIs) – separated by screening, cervical cancer diagnostic and breast cancer diagnostic – are used to assess, in part, the grantee’s effectiveness providing BCCS services. These performance measures are subject to change.
Screening indicators are:
- A minimum of 35% of all NBCCEDP-reimbursed cervical cancer screenings should be provided to program-eligible women 30 and older who have never been screened or not screened within the last 10 years through the program. Grantees may use conventional or liquid-based cytology.
Cervical cancer diagnostic indicators are:
- A minimum of 90% of cervical screening records with planned and complete diagnostic follow-up.
- The interval between screening and final diagnosis of cervical cancer screenings should be 60 days or less for a minimum of 75% of the women.
- A minimum of 90% of cervical cancer records with final diagnosis of HSIL, CIN2, CIN 3, CIS or invasive cervical cancer must have started treatment.
- The interval between final diagnosis and initiation of treatment for HSIL, CIN2, CIN3, CIS or invasive cervical cancer should be 60 days or less for a minimum of 80% of the women.
Breast cancer diagnostic indicators are:
- A minimum of 90% of mammogram screening records with abnormal results must have a completed diagnostic follow-up.
- The interval between completed follow-up and time between abnormal screening and final diagnosis should be 60 days or less for a minimum of 75% of women.
A minimum of 90% of breast cancer records with a final diagnosis of CIS, other, or DCIS, or invasive breast cancer must have started treatment.
The interval between final diagnosis and initiation of treatment for breast cancer records with a final diagnosis of CIS, other, or DCIS, or invasive breast cancer should be 60 days or less for a minimum of 80% of women.
Follow-up Report – FUR
FUR summarizes pending follow-up examinations, diagnostics and treatment initiation. Diagnostic performance indicators outline specified time frames. The FUR is due no later than the 10th calendar day of each month to HHSC Med_IT Helpdesk.
Performance Indicator Report – PIR
PIR summarizes the core performance indicators and provides a snapshot of overall timeliness to diagnostics or treatment. The PIR is due no later than the 10th calendar day of each quarter to HHSC Med-IT Helpdesk.
Minimum Data Elements – MDE
MDE are a set of standardized data elements used to collect demographic and clinical information on women screened with BCCS funds. Grantees must submit the questionnaire linked in the MDE Calendar and Instructions. MDE questionnaires are due no later than the 10th calendar day of each quarter to HHSC Med_IT Helpdesk.