2. Federal
Feds grant funds Government
based on epidemic
and grant application
City/AACO
Planning Council
AACO contracts
budgets to Service
with service
Categories
providers
Community
Service
Providers

3.  al·lo·cate (l-kt)tr.v.
al·lo·cat·ed, al·lo·cat·ing, al·lo·cates
› To distribute according to a plan; allot:
allocate rations for a week-long camping
trip.
› allocation - the act of distributing by allotting
or apportioning; distribution according to a
plan

4. Deciding how to divide the EMA’s grant
money is a little like deciding how to
cut a pie.

5.  There are prioritized service categories
(Medical Case
Management, Transportation, etc.) that must
be budgeted (or allocated) money.
 The categories are allocated amounts based
on information gathered by the Planning
Council:
› Service Utilization Data (How are the services used?)
› Spending History (Which categories need money
throughout the year? Which categories under-
spend?)
› Other funding available for services (Medicaid, Ryan
White Part B, D, etc.)
› Unit Cost Data (How much does it cost to provide the
service?)

6.  The EMA received $ 22 million in Ryan
White Part A funds in 2011
 75% of that must be allocated to “core
services”
 25% or less can be allocated to “supportive
services”
Philadelphia EMA allocated almost 85% to
core services and about 15% to
supportive services

7.  Outpatient and ambulatory health services
 AIDS Drug Assistance Program treatments in accordance
with the minimum drug list
 Drug Reimbursement
 Oral health care
 Early intervention services
 Health insurance premium and cost sharing assistance for
low income individuals
 Home health care
 Home and community-based health services
 Medical nutrition therapy
 Medical case management, including treatment
adherence service
 Hospice services
 Mental health services
 Substance abuse outpatient care
Blue= Not Currently Funded

8.  Ambulatory Care $6,038,080
 Drug Reimbursement Program $1,758,904
 Case Management $5,929,364
 Substance Abuse Treatment-Outpatient $340,198
 Mental Health Therapy/Counseling 279,665
 Medical Nutrition Therapy $50,000
 Oral Health Care $701,312
 Early Intervention Services $1,229,262

9.  Transportation $705,254
 Food Bank/Home-Delivered Meals $246,934
 Housing Assistance $556,632
 Legal Services $312,760
 Care Outreach $709,642
 Emergency Financial Assistance $66,858
 Treatment Adherence $248,257
 Another $3 million is allocated to system-wide
categories like Administration (AACO), Planning
Council Support (OHP), Capacity
Building, Information and Referral (AACO
Hotline),etc.

11.  Two categories were allocated $5 to
allow the Council to move money into
them, if the need arises and there is
additional money to do so
› ADAP
› Health Insurance Premium/Cost Sharing
Assistance

12. Region 2008 PLWHAs
Philadelphia 18,634 75.84%
PA 3,270 13.31%
NJ 2,666 10.85%
Our EMA uses living HIV and AIDS cases to
decide how to divide the funding for each region.
Each region receives a portion of funding equal to
the number of living HIV/AIDS cases.
FY2010 was the first year funding was been
divided using both HIV and AIDS numbers.

13.  OHP staff provide background information and facilitate
the process.
 Finance Committee members chair the meeting
 Handouts are provided with relevant information.
 Everyone has the opportunity to speak to offer ideas and
suggestions at the appropriate time
 3 budgets are drafted:
 Level Funding (exactly the same amount)
 5% Decrease
 10% Increase
Only Planning Council members present can vote on the
region’s drafts

14.  Each region’s budgets are presented to the
Planning Council for final approval (August
meeting)
 Planning Council may make changes to these
drafts before final approval
 These regional budgets are combined into an EMA
budget and included in the Part A grant
application
 AACO is federally mandated to follow the
allocations as approved by the Planning Council
 Any changes to the allocations must be presented
to the Planning Council by AACO

15.  Re-allocations over 5% for a category must be
presented by AACO to the Planning Council for
approval
 Re-allocations under 5% for a category can be
carried out by AACO, but they must be presented
to the Planning Council as soon as possible
 Once the grant award is received, any necessary
changes to service category allocations will be
made by the Planning Council as soon as possible
(usually in March)

16.  Some PLWHA are Planning Council members
 Comments from Town Hall meetings and other
needs assessment activities are used in decision-
making
 All allocation meetings are open to the public
 Comments, suggestions and ideas are taken at the
meeting from guests

17.  Planning is done for the funding year that begins in
the March of the next year (This summer we are
planning for March 2013)
 Only Planning Council members can vote on
budgets
 Come to allocations meetings – check meeting
calendar for your area
› Pa Counties – July 10th
› NJ Counties – July 19th
› Philadelphia – July 26