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Grants/Contracts/Fiscal
Fiscal Requirements
Grant Reporting Requirements (Ryan White Part B, Ryan White Part D, Care Coordination, HIV Medical Care, HIV Housing Assistance)
- MDHHS Bureau of HIV and STI Programs (BHSP) FY26 Ryan White Reporting Tool (RWRT) Webinar Recording
- BHSP Operations RWRT Budget Activity Descriptions
- FY26 RWRT Example
- Bureau of Grants and Purchasing (BGP) - Draft Grant Agreement or Procurement Contractor Questionnaire
Guide to decipher between distinguishing a sub-contractor and contractual. - Instructions for Budgeting and Reporting Expenses and Revenues Including Line Item Descriptions
- Instructions for Locating Budget and Reporting Instructions in EGrAMS
Program Income Reporting
Incentives Toolkit
- MDHHS BHSP's Incentives Toolkit Webinar
Recording of the Incentive Toolkit Webinar that provides guidance and tools to help your agency understand the use of incentives. - MDHHS BHSP's Incentives Toolkit Presentation
- HIV-STI Client Acknowledgement Form
- Store Card Directory
- Store Card Inventory Tracking Form
- Store Cards and Incentives Policy Template
Grants & Contracts Requirements
Grant Reporting Resources /Contractual Requirements
- Attachment B.4 - Budget DeMinimis Calculator
Should be completed by all agencies that are claiming the standard 15% rate for indirect costs and do not have a negotiated federal rate. - Attachment B.4 - Budget DeMinimis Calculator Example
- Line-Item Guidance on How to Enter a Budget in EGrAMS
- Marketing/Advertising Work Plan (as applicable)
- Fiscal Review Questionnaire Guidance
- Instructions on Uploading the Fiscal Questionnaire
- FY26 Contractual Important Dates
BHSP Site Visit Type(s)
- Bureau of Audit Site Visit
- Fiscal Desk Review
- Prevention, Ending the HIV Epidemic and STI Site Visit
- Continuum of Care and Return to Care Units Site Visit
- Accreditation Site Visit
- 340B Annual Virtual Record Audit
Quarterly Progress Reports (QPRs)
Quarter | Agency QPRs Due Date |
Q1 | January 30 |
Q2 | April 30 |
Q3 | July 30 |
Q4 | October 30 |
- QPRs are a deliverable for each contract that must be submitted at the end of each quarter in EGrAMS.
- Local health departments do not have to submit QPRs in EGrAMS. Please submit your QPR via MDHHS-HIVSTIOperations@michigan.gov.
Ryan White Policy and Guidance
- MDHHS Ryan White Guidance 14-01: Eligibility and Recertification
- MDHHS Ryan White Guidance #20-03
- Ryan White Food Guidance Document
- Federal Poverty Guidelines
- Conflict of Interest Policy
Technical Assistance
SHOARS Access
The STI/HIV Operations and Resource System (SHOARS) is a customer relationship management system that is accessed through MiLogin. SHOARS allows you to engage with the diverse resources of BHSP. In SHOARS, users can create a profile and centralize interactions with BHSP.
Reminder: The following titles must have access to the Grants Management pillar in SHOARS:
- Authorized Official
- Project Director
- Financial Officer
If you have new or departing staff, it is your responsibility to contact BHSP and alert us of all staffing changes. If you have any questions or concerns, please contact BHSP SHOARS staff at MDHHS-SHOARS-SUPPORT@michigan.gov.
How to Submit an Amendment in SHOARS
EGrAMS Access
The Electronic Grants Administration & Management System (EGrAMS) is the grants management system used by the state of Michigan. EGrAMS is set up to provide controlled access to the system. All contracts will be available to view, edit and update in this system.
Submission of the following will be in EGrAMS:
- Initial contract
- Amended contract
- Fiscal questionnaire
- Financial Status Report (FSR)
- Quarterly Progress Report (QPR)
- Sub-contract details
Please Note: EGrAMS is password protected, and only EGrAMS authorized users are granted access.
New EGrAMS Users: EGrAMS requires authorization prior to accessing the system.
Based on the role, the ability to add, modify or delete information is further limited by a user’s permission.
Required System Roles
Identify the Authorizing Official, Financial Administrator and Project Manager roles and responsibilities for both EGrAMS and SHOARS.
- Project Manager – A person from your agency responsible for performing administrative tasks such as assigning other agency users, activating and deactivating users, restricting access to projects, etc.
- Financial Administrator – Oversees financial operations and submits financial reports for your agency.
- Authorizing Official – Authorized to submit project applications and sign a legal binding agreement on behalf of the agency.
Current RFPs
There are no open RFPs at this time.