PRF Reporting Guidelines and Helpful Hints

If you received funding from the Department of Health and Human Services (HHS) under the Provider Relief Program (PRF) between July 1, 2020 and December 31, 2020 then you are now eligible to begin your reporting process.  This process is required for all recipients who received $10,000 or more in aggregate PRF payments during this 6-month period. The reporting period officially opened January 1, 2022 and is set to close March 31, 2022.  If you are required to complete PRF reporting, you must visit the PRF Reporting Portal to complete the reporting online.  There are two different ways to substantiate your PRF income – Lost Revenues or Increased Expenses.  Depending upon how you intend to substantiate your funding amount you may need all of the following to complete the reporting requirements.

·     Your tax ID number

·     Dates and amounts received for any and all COVID related grants or loans received

o  This should include PPP loan proceeds, PRF funding, EIDL advances, state and local grants, Delta Dental (or any other) grants

·     Quarterly profit and loss reports from January 1, 2019 to December 31, 2021

·     A breakdown of quarterly revenue source by Medicare A+B, Medicare C, Medicaid/CHIP, Commercial Insurance, Self-pay, or other from January 1, 2019 to December 31, 2021

·     Employee Census information from 2019 through 2020

·     Total number of patient visits

In order to complete the questionnaire based upon Increased Expenses, it will be important to know the following definitions.

·     Healthcare Related Expenses – Expenses falling into this category would be supplies, IT expenses, facilities expense, or any other healthcare-related expense related to your response to the COVID-19 pandemic.

·     General and Administrative Expenses – All expenses not defined as healthcare-related expenses but still directly related to your response to the COVID-19 pandemic would be listed here.

In order to complete the questionnaire based upon lost revenues, it will be important to know the following:

·     You will report quarterly drops of revenue, not increases (put zero if there was an increase in revenue).

·     If there was an immaterial drop of revenue you can use an alternate method such as a drop in production.

Helpful Hints!

·     Each cell must contain a value in order for you to move on with reporting. If the value in that cell is zero then a “0” must be entered in order for you to move on.

·     There is a question asking you to report any interest earned on PRF funds. This would only be of concern if the PRF funds were parked in an interest-bearing account for any length of time. We would doubt that any of our clients would have done this, so your answer is likely $0.

·     Step 6 of the process asks if you are required to have a Single Audit completed by an independent CPA. This only applies to entities who received over $750,000 of PRF funding, so we would highly doubt that any of our clients would be subject to this requirement.

·     The Section on Infection Control Expenses relates only to Nursing Home Facilities and is not applicable to dental service providers.

·     Many, if not all providers, will likely be able to substantiate their PRF amounts with Lost Revenues only. If you think that you likely will be in that camp, you may not want to spend much time on the healthcare and general and administrative expenses since the only amounts that qualify are expenses related to your response to the COVID-19 pandemic.

HHS has published a guidebook for reference when completing the PRF reporting that we have found very specific and helpful.  Please make reference back to this guide as you move through the reporting process.