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RHTP Quick Start Guide

A step-by-step action plan for newly awarded RHTP subrecipients. Organized into 30/60/90 day phases to ensure compliance deadlines are met and implementation begins without delay.

This content is for general informational purposes only and does not constitute official RHTP guidance, legal advice, or compliance direction. Verify all information with the Alaska Department of Health and qualified professionals. Full Disclaimer.

Critical Dates

Alaska’s first RHTP budget period runs December 29, 2025 through October 30, 2026. All funds must be obligated by the end of the budget period and fully expended by September 30, 2027, or risk federal recapture. Spring 2026 funding awards are expected, meaning the execution window is extremely compressed.

30

Phase 1: Administrative Foundation (Days 1-30)

Immediately upon award notification

Goal: Establish federal compliance infrastructure before spending a single dollar.

Most RHTP subrecipient failures will happen here. Small rural organizations with 2-5 staff that have never managed a federal subaward need to build compliance systems from scratch.

  • Verify SAM.gov registration is active with current UEI (Unique Entity Identifier). Registration must be renewed annually. If not yet registered, start immediately as processing can take 2-4 weeks. sam.gov
  • Designate a grants manager or compliance lead. Even if the organization has only a few staff, one person must own compliance. This person should be named in all correspondence with the Alaska Department of Health and Alaska Community Foundation.
  • Set up a separate accounting structure for RHTP funds. Federal awards require costs to be tracked separately. At minimum, create a dedicated cost center or fund code.
  • Review 2 CFR 200 (Uniform Guidance) requirements. Key sections: Subpart D (Post Federal Award Requirements), Subpart E (Cost Principles). The Compliance & Spending Caps page has a plain-language breakdown.
  • File FFATA report within 30 days if subaward is $30,000 or more. File at fsrs.gov.
  • Establish document retention policy. Federal records must be retained for a minimum of 3 years after the final expenditure report is submitted.
  • Register for Alaska DOH Learning Collaborative webinar series. Six initiative-specific series provide direct guidance from state program staff.
  • Identify and contact potential partner organizations using the Alaska HCH Directory and Collaboration Board.
60

Phase 2: Implementation Planning (Days 31-60)

Building the execution roadmap

Goal: Translate the funded proposal into a concrete work plan with measurable milestones.

  • Develop a detailed work plan with activities, responsible parties, timelines, and budget allocations tied to the approved scope.
  • Establish performance metrics and data collection systems. CMS requires quarterly progress reports. Decide what data points will be tracked, how collected, and who is responsible. See the Sustainability & Evaluation page.
  • Execute partnership agreements. Formalize MOUs, subcontracts, or partnership agreements. Templates on the Partnership Resources page.
  • Begin procurement for equipment, technology, or contracted services. Federal procurement standards under 2 CFR 200.317-326 apply. Sole-source justification required above $10,000.
  • Assess whether a Single Audit will be required. Organizations expending $1 million+ in federal funds annually must complete a Single Audit. Engage an audit firm now.
  • Conduct a workforce assessment. Rural Alaska recruitment timelines run 6-12 months. Housing availability is a binding constraint.
  • Submit prior authorization requests for scope changes, personnel adjustments, or budget reallocations (2 CFR 200.308).
90

Phase 3: Active Implementation (Days 61-90)

Executing and documenting

Goal: Achieve initial operational milestones and submit first quarterly report.

  • Begin service delivery or project activities per the approved work plan. Document everything: participant counts, services rendered, travel logs, meeting notes.
  • Submit first quarterly progress report within 30 days of the quarter end.
  • Conduct first internal budget review. Compare actual expenditures against planned budget. Identify any line items over or under pace.
  • Participate in CMS Learning Collaborative monthly check-ins. These are required and tracked.
  • Begin documenting early outcomes and lessons learned. Qualitative data collected now becomes critical for sustainability planning and future funding applications.
  • Prepare for state monitoring. Have all award documentation, financial records, and programmatic evidence organized and accessible.
  • Identify year-two planning needs. Begin identifying additional resources, partnerships, or scope adjustments for the next funding round.

Ongoing Requirements Throughout the Award Period

Quarterly Progress Reports

Due within 30 days of each quarter end. Must include both programmatic progress and financial data.

Annual Federal Financial Report (FFR)

First report deadline: January 28, 2027. Subrecipients may be required to provide supporting documentation.

State Monitoring & Site Visits

Expect at least one monitoring event during the award period. Keep records current and accessible at all times.

Budget Modification Requests

Any changes to project scope, key personnel, or significant budget reallocations require prior written authorization from the state per 2 CFR 200.308.

This guide is compiled from publicly available RHTP program documents and federal grant management best practices. Consult the Alaska Department of Health and the Alaska Community Foundation for official award-specific guidance.