CDC COVID-19 Vaccine Allocation Transfer and Redistribution Guidance for IHS and Tribal Facilities
The vaccine transfer/redistribution processes outlined on this page are the legal methods to adjust to changes in vaccine supply and demand. There are several caveats to keep in mind for COVID-19 vaccine transfer or redistribution:
- One jurisdiction agreement. If a Tribal Health Program and Urban Indian Organization (I/T/U) signed vaccine provider agreements with two jurisdictions, it must choose one jurisdiction to coordinate vaccine distribution and notify the IHS Area Vaccine POC and CDC.
- Recordkeeping. In the case of redistribution, the sending and receiving facilities complete a CDC COVID-19 Vaccine Redistribution Agreement. It is important to retain a copy of this agreement for your records.
- Second dose transfer. For two-dose vaccines, transfers will automatically have a second dose transfer attached to them that will occur at the appropriate interval, depending on the product. There is no way to do a single transfer without a corresponding second dose transfer. Please account for this in the amount of vaccine you choose to transfer. The transfer application will show you the number of first doses and total doses (first and second) that will be transferred for each transaction.
- Transfer request deadline. Jurisdictions can make edits to transfer requests until Tuesdays at midnight; after that transfers will lock. On Wednesdays, the transfers are processed in Tiberius and by Thursday evenings VTrckS allocation caps are updated.
Guidance for IHS and tribal facilities participating in the CDC COVID-19 Vaccination Program
This guidance outlines two methods to transfer vaccines to IHS-operated facilities and facilities operated by Tribal Health Program and Urban Indian Organization (I/T/U) participating in the CDC COVID-19 Vaccination Program coordinated through IHS. The transfer of vaccines under these two methods eliminates the need for Tribal Health Programs and Urban Indian Organizations to sign separate CDC COVID-19 Vaccination Provider Agreements through a state/local jurisdiction.
COVID-19 vaccines can be transferred in one of two ways. The first method, called the “Allocation Transfer of COVID-19 Vaccine,” will transfer vaccine allocation from one jurisdiction to another jurisdiction before the vaccine is ordered and delivered. This can occur between two separate jurisdictions, such as a state and IHS, where dose allocations are adjusted to account for reallocation between two jurisdictions. The second method is the “Redistribution of COVID-19 Vaccine,” where vaccine ordered and received by a facility in one jurisdiction is transferred to a facility in another jurisdiction. This can occur between facilities that source vaccine through a state/local jurisdiction and facilities that source vaccine through IHS.
Method 1. Allocation transfer of COVID-19 vaccine
With the Allocation Transfer of COVID-19 Vaccine, vaccine allocation transfers from one jurisdiction to another jurisdiction before the vaccine is ordered and delivered.
The Allocation Exchange and Transfer Application in Tiberius allows the coordination and transfer of vaccine allocations from:
- the state jurisdiction to the IHS jurisdiction for transfer to I/T/Us, and
- the IHS jurisdiction to a state jurisdiction.
A jurisdiction can create a transfer request anytime there is available allocation. (See the Tiberius Allocation Exchange and Transfer Application Guidance for process.)
A “CDC COVID-19 Vaccine Redistribution Agreement” is not required under this option. However, ongoing coordination between the state jurisdiction and IHS is necessary to ensure the right amount of supply is available at sites.
Guidance for the state jurisdiction transferring allocation:
- State POC communicates with the facility to determine allocation need.
- State POC determines the number of doses to be provided.
- State POC communicates the allocation quantity to the facility and copies the IHS Area Vaccine Point of Contact (AVPOCpdf iconexternal icon).
- State POC communicates allocation quantity and facility name to the IHS Vaccine Task Force POC at IHSCOVIDVaccine-Distribution@ihs.gov.
- State POC creates allocation transfer request in Tiberius. (See the Tiberius Allocation Exchange and Transfer Application Guidance.)
A state jurisdiction cannot place COVID-19 vaccine directly in VTrckS for an I/T/U facility participating in the CDC COVID-19 Vaccination Program coordinated through IHS. While this option may seem feasible for facilities that serve as Vaccines for Children (VFC) providers in the state/local jurisdiction, this method creates data reporting complications. As outlined in this guidance, facilities are required to report doses administered according to their “CDC COVID-19 Vaccination Program Provider Agreements.”
Guidance for the IHS jurisdiction receiving transferred allocation:
- Confirms receipt of allocation transfer request by responding to the transferring jurisdiction’s email.
- Accepts allocation transfer request in Tiberius. (The system also allows for modifying and cancelling the request.)
- Orders vaccines for the facility as instructed in the notes.
- Clearly communicates back to the state jurisdiction the doses and instructions that were given to the facility coordinating through IHS and the IHS AVPOCpdf iconexternal icon, and differentiates those doses from a facility’s regular allocation. The supplement received from the state should not reduce the amount of vaccine allocation from IHS.
Method 2. Redistribution of COVID-19 vaccine
Redistribution of COVID-19 Vaccine is the process of moving vaccine from a facility in one jurisdiction to a facility in another jurisdiction after it has been ordered and delivered to the initial facility. Vaccine can be transferred between a facility enrolled with a state/local jurisdiction and a facility coordinating with IHS.
To physically move vaccine, both facilities must sign and agree to conditions in the “CDC COVID-19 Vaccine Redistribution Agreement” and maintain cold chain requirements throughout the transport. This applies whether both facilities are in the same state or in two different states. Any doses redistributed are reported in accordance with the receiving facility’s reporting terms in their “CDC COVID-19 Vaccination Program Provider Agreement.” For example, I/T/Us participating in the CDC COVID-19 Vaccination Program coordinated through IHS will report redistributed doses through IHS.