VIRGINIA AGING NETWORK WEEKLY ING October 24, 2017 Table of Contents

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VIRGINIA AGING NETWORK WEEKLY E-MAILING October 24, 2017 Table of Contents ACL News & Information Link NASUAD State Technical Assistance Link Area Plan Contract FY 2017 Closeout Procedures FY 2017

1 VIRGINIA AGING NETWORK WEEKLY ING October 24, 2017 Table of Contents ACL News & Information Link NASUAD State Technical Assistance Link Area Plan Contract FY 2017 Closeout Procedures FY 2017 Year End NAPIS Reporting Process Link to DARS Monthly Independent Living Newsletter ACL News & Information Here is a link to news & information from the Administration for Community Living (ACL): NASUAD Information Here is a link to state technical assistance from NASUAD: Area Plan Contract FY 2017 Closeout Procedures Tim Catherman, Operations Director The FY 17 Area Plan financial closeout procedures and documents are posted online at: However, all of the information needed is attached. The FY17 Financial Report Closeout Memo describes the information requested and the process. There are two important dates:

2 November 17, 2017: Final 13th Month AMR Report; Schedules A, B and C Report; and Certification Form Submit to closeoutreports@dars.virginia.gov These reports are used by Area Agencies on Aging (AAAs) to report finalized annual performance, expenditures and receipts for the fiscal period October 1, 2016 through September 30, DARS needs these reports by the due date to ensure accurate and timely processing of future monthly fund requests. December 15, 2017: AAA Audit or request for extension Submit to Jackie Freeze at Jacqueline.Freeze@dars.virginia.gov. FY 2017 Year End NAPIS Reporting Process Christy Miller, I.T. Business Analyst It s time to prepare and submit the NAPIS information for Federal Fiscal Year All information requested in this correspondence is due at DARS/VDA ( to: CloseoutReports@dars.virginia.gov) by 5:00pm Wednesday, November 15, The requested information is to be entered into the spreadsheet named NAPIS Report.xlsx which is attached to this communication. When completing the NAPIS Report, please enter information pertaining only to services provided during the date span of 10/01/2016 to 09/30/2017. All data entered on the NAPIS Report should pertain only to services provided during the date span of 10/01/2016 to 09/30/2017. DARS/VDA will review the PeerPlace data and perform a comparison of last year s numbers to current year s numbers in regards to individuals served and the services provided. If a difference in excess of 10% for either persons or units is found during the comparison, we may ask for an explanation. Certification of this year s NAPIS Report is to be performed by Executive Directors in the space provided on the NAPIS Report for Executive Director Signature and Date. This letter and NAPIS Report form will be made available on the If you have questions, please feel free to contact NWDHelp@dars.virginia.gov. 2

3 Link to DARS Independent Living Monthly Newsletter Rhonda Jeter, MS, CRC, Director of Independent Living Past issues of IL News Notes are posted on the DARS IL Public Forms Cabinet: 3

4 JAMES A. ROTHROCK Office (804) Commissioner 8004 Franklin Farms Drive Toll free (800) Henrico, VA TTY users dial 711 Fax (804) MEMORANDUM TO: FROM: Executive Directors Finance Directors Area Agencies on Aging Tim Catherman, Operations Director, Division for Community Living DATE: October 18, 2017 SUBJECT: Final Contract Year 2017 Financial Reports Please read carefully and follow instructions. The Area Plan Contract Year 2017 Final (13 th Mo) AMR, Schedules A, B, & C and the Certification Form should be completed and submitted to the Department for Aging and Rehabilitative Services (DARS) by the close of business, November 15, These reports are used by Area Agencies on Aging (AAAs) to report finalized annual performance, expenditures and receipts for the fiscal period October 1, 2016 through September 30, DARS needs these reports by the due date to ensure accurate and timely processing of future monthly fund requests. The following schedules must be submitted. Final (13 th Mo) AMR: The Aging Monthly Report (AMR) will be used to report compiled annual programmatic and financial information for the period October 1, 2016 to September 30, When completing your report, select Final (13 th Mo) from the month drop down menu on the payment worksheet. Please name your file, Final PSA xx, when ing your submission to closeoutreports@dars.virginia.gov. Insert your PSA number in the characters denoted by xx. Do not simply change the month dropdown and submit the September AMR. Please review the 13 th Month AMR by checking for the following: Expenditures should agree with Schedule B, Costs by Program Activity Update the Request for Funds Tab information to reflect the September Payment AND that it agrees with Schedule A, Status of Funds. Please use PeerPlace data to report service data. In the event of a discrepancy between the AMR reported data and PeerPlace, the PeerPlace data will be used for all services except dars@dars.virginia.gov

5 Final Contract Year 2017 Financial Reports, continued Legal Assistance, Public Information and Education, and Outreach. In other words, PeerPlace data will be used to measure the performance of your agency. Schedules A, B, & C: Schedules A, B, & C have been written in Excel and are available on the DARS SharePoint site at The three schedules are tabbed as separate worksheets in the workbook. The workbook should be downloaded to your computer before completion. Please name the file, ABC PSA xx, when ing your submission to: closeoutreports@dars.virginia.gov. Schedules A, B, & C are to be included in your audited financial statements as supplementary information and your audit firm is required to include these schedules in their audit opinion. Please ensure all funds received from DARS are included and that recorded amounts reconcile to the September 2017 remittance advice provided by DARS. Please ensure that the agency submission and the schedules included by your auditor in the audit report are in the current format. o Schedule A, Status of Funds: This schedule provides an accounting of grant funds on hand at the beginning of the period, and receipt and expenditures of grant funds during the period. Although general fund awards for the fiscal year ending on June 30, 2017 needed to be obligated by June 30, 2017, the recipient had until September 30, 2017 to liquidate the obligations. If a cash balance exists on September 30, 2017 from any general fund award for the Program Year (PY) ending on June 30, 2017, please refund the balance to DARS with a copy of Schedule A as your remittance advice. o Schedule B, Costs by Program Activity: This schedule accounts for the expenditure of funds by activity rather than grant. Please ensure that Schedules A & B tie where appropriate. Again, Schedule B has been modified to correspond to the Aging Monthly Report. It includes separate sections to report Title III activity (Except III-E) and a section to report III-E activity. If there are no audit adjustments, the data reported on your final AMR should be the same as reported on Schedule B. o Schedule C, Status of Inventories: Tangible personal property purchased with funds from a Federal or State grant should be included. Generally, equipment or large quantities of food would be the main items reported. Equipment with a fair market value of less than $5,000 per unit should not be reported. Certification Form: This form should be prepared on AAA letterhead and signed by the AAA Executive Director. Please mail or scan and the Certification Form to: Tanya Brinkley Department for Aging and Rehabilitative Services 1610 Forest Avenue, Suite 100 Henrico, VA Or to closeoutreports@dars.virginia.gov The letter and forms will be made available on the Your submission should include all contracts issued by DARS to support contract year 2017 operations. All funds received during the period, October 1, 2016 to September 30, 2017, should be accounted for and dars@dars.virginia.gov

6 Final Contract Year 2017 Financial Reports, continued included. As a reminder, your agency s audit report is due to DARS by December 15 th. The audit should include an audited version of Schedules A, B, & C. If, for reasons not within the control of the Agency, this report cannot be submitted by this time, the Agency shall make a written request for an extension of time before December 15th. Please send your request for an extension to Jackie Freeze at Jacqueline.Freeze@dars.virginia.gov. dars@dars.virginia.gov

7 CERTIFICATION I, (Insert Name) certify that I am the Executive Director/CEO/President (Insert Title) of_(area Agency on Aging). I have reviewed the Final (13 Month) Aging Monthly Report (AMR) and Status of Funds, Costs by Program Activity, and Status of Inventories (Schedules A, B, & C) for the Area Plan contract year beginning October 1, 2016 and concluding on September 30, By submitting these reports, as required by the Department for Aging and Rehabilitative Services (DARS) Regulations, Section, 22 VAC and Section 22 VAC , I certify, that to the best of my knowledge and belief, this information is a true, correct, and complete statement prepared from the books and records of the agency in accordance with applicable instructions, except as noted. I certify that all revenues received and expenditures reported under the Contract for Older Americans Act Titles III and VII, No Wrong Door/Aging & Disability Resource Connections, Care Coordination for Elderly Virginians and the Respite Care Initiative Program are allowable in compliance with federal and state reporting requirements. I further certify that all expenditures are traceable to expenditures in the agency s accounting records. Any audit adjustments that occur subsequent to the filing of these documents, shall be promptly reported to DARS. Executive Director Date

8 Certification Form: The Certification Statement should be prepared on AAA letterhead and signed by the AAA Executive Director. Please mail or scan the Certification Form to: Tanya Brinkley Department for Aging and Rehabilitative Services 1610 Forest Avenue, Suite 100 Henrico, VA Or to Your submission should include all contracts issued by DARS to support contract year 2017 operations. All funds received during the period, October 1, 2016 to September 30, 2017, should be accounted for and included. As a reminder, your agency s audit report is due to DARS by December 15 th. If, for reasons not within the control of the Agency, this report cannot be submitted by this time, the Agency shall make a written request for an extension of time before December 15 th. Requests for extensions should be made to Jackie Freeze at Jacqueline.Freeze@dars.virginia.gov.

9 NAME OF AGENCY AUDITED SCHEDULE A - STATUS OF FUNDS From October 1, 2016 to September 30, 2017 UNENCUMBERED FUNDS ON HAND OCTOBER 1, 2016 TOTAL FUNDS RECEIVED DURING PERIOD FUNDS REQUESTED BY SEPTEMBER 30, 2017 BUT NOT RECEIVED BY SEPTEMBER 30, 2017 TOTAL OF FUNDS AVAILABLE DURING PERIOD ACCRUED COSTS TO CONTRACT PERIOD UNENCUMBERED FUNDS ON HAND SEPTEMBER 30, 2017 FUND Older Americans Act Title III-B $0 $0 $0 Title III-C(1) $0 $0 $0 Title III-C(2) $0 $0 $0 Title III-D $0 $0 $0 Title III-E $0 $0 $0 Title VII-Elder Abuse $0 $0 $0 Title VII-Ombudsman $0 $0 $0 NSIP $0 $0 $0 Other Federal Title V-(PY 06/30/17 Award) $0 $0 Title V-(PY 06/30/18 Award) $0 $0 VICAP-(PY 03/31/17 Award) $0 $0 VICAP-(PY 03/31/18 Award) $0 $0 DMAS Ombudsman FY 15 $0 $0 DMAS Ombudsman FY 16 $0 $0 DMAS Ombudsman FY 17 $0 $0 Virginia Elder Justice $0 $0 MIPPA - Priority 1 - SHIP $0 $0 MIPPA - Priority 2 - AAA $0 $0 MIPPA - Priority 3 - ADRC $0 $0 CMS Demonstration Duals $0 $0 SNAP $0 $0 Senior Farmers Market $0 $0 CDSME Grant $0 $0 General Funds Title III Match-(PY 06/30/17) $0 $0 Title III Match-(PY 06/30/18) $0 $0 Community Based-(PY 06/30/17) $0 $0 Community Based-(PY 06/30/18) $0 $0 Transportation-(PY 06/30/17) $0 $0 Transportation-(PY 06/30/18) $0 $0 Home Delivered Meals-(PY 06/30/17) $0 $0 Home Delivered Meals-(PY 06/30/18) $0 $0 Supplemental Nutrition-(PY 06/30/17) $0 $0 Supplemental Nutrition-(PY 06/30/18) $0 $0 Ombudsman-(PY 06/30/17) $0 $0 Ombudsman-(PY 06/30/18) $0 $0 Census Adjustment-(PY 06/30/17) $0 $0 Census Adjustment-(PY 06/30/18) $0 $0 Care Coordination CCEVP-(PY 06/30/17) $0 $0 Care Coordination CCEVP-(PY 06/30/18) $0 $0 Respite Care-(PY 06/30/17) $0 $0 Respite Care-(PY 06/30/18) $0 $0 Guardianship VDA-(PY 06/30/17) $0 $0 Guardianship VDA-(PY 06/30/18) $0 $0 Guardianship VDA Mental Health-(PY 06/30/17) $0 $0 Guardianship VDA Mental Health-(PY 06/30/18) $0 $0 Guardianship DBHDS ID/DDS-(PY 06/30/17) $0 $0 Guardianship DBHDS ID/DDS-(PY 06/30/18) $0 $0 Guardianship DBHDS Mental Illness-(PY 06/30/17) ` $0 $0 Guardianship DBHDS Mental Illness-(PY 06/30/18) $0 $0 Transportation Services for the Elderly $0 $0 Senior Cool Care $0 $0 *Note: PY means Program Year Ending GRAND TOTAL: $0 $0 $0 $0 $0 $0 Revised 10/18/17

10 NATIONAL AGING PROGRAM INFORMATION SYSTEM - AREA AGENCY ON AGING (NAPIS-AAA) FOR TITLES III AND VII OF THE OLDER AMERICANS ACT From Date AAA/PSA To Date PART 1-PROVIDERS TITLE III UTILIZATION and EXPENDITURE PROFILE For the services listed above, how many unduplicated providers did the agency have during the period? Services Personal Care Total Providers Homemaker Total Providers Chore Total Providers Home Delivered Meals Total Providers Adult Day Care-Health Direct Providers Case Management Total Providers Assisted Transportation Total Providers Congregate Meals Total Providers Transportation Total Providers Legal Assistance Total Providers Information and Assistance Total Providers Public Information-Education Total Providers Other Services Total Providers Health Promo-Disease Prevention Total Providers Unduplicated Providers Total Providers TOTAL PROVIDERS: Enter the total number of providers for each service that were paid in whole or part using Title III funds. EXCLUDE the AAA if the service was provided directly. If the provider delivers more than one service, count them under each service they provide. Personal Care AAA Direct Homemaker AAA Direct Chore AAA Direct Home Delivered Meals AAA Direct Adult Day Care-Health AAA Direct Case Management AAA Direct Assisted Transportation AAA Direct Congregate Meals AAA Direct Transportation AAA Direct Legal Assistance AAA Direct Information and Assistance AAA Direct Public Information-Education AAA Direct Other Services AAA Direct Health Promo-Disease Prevention AAA Direct Unduplicated Providers AAA Direct Enter 1 here if the AAA provided the service directly.

11 PART 2- PROVIDERS - TITLE III-E ONLY UTILIZATION and EXPENDITURE PROFILE TOTAL PROVIDERS: Enter the total number of providers for each service that were paid in whole or part using Title III-E funds. EXCLUDE the AAA if the service was provided directly. If the provider delivers more than one service, count them under each service they provide. Counseling Total Providers Respite Care Total Providers Supplemental Services Total Providers Access Assistance Total Providers Information Services Total Providers For the services listed above, how many unduplicated providers did the agency have during the period? Part 3-STAFFING PROFILE On September 30 of the reported fiscal year, how many full time equivalents (FTEs) did the agency have on staff? How many of the FTEs were filled by minority individuals? 1. Agency Executive and Management Staff 1. Agency Executive and Management Staff Minority 2. Planning 2. Planning Minority 3. Development 3. Development Minority 4. Administration 4. Administration Minority 5. Service Delivery-Program Staff 5. Service Delivery-Program Staff Minority 6. Access Care Coordination 6. Access Care Coordination-Minority 7. Other Staff 7. Other Staff Minority 8. Clerical Support Staff 8. Clerical Support Staff Minority 9. Total Paid Staff Sum 1 to 8 Minority 9. Total Paid Staff Sum 1 to Volunteers FTEs 10. Volunteers FTEs-Minority 11. Total Area Agency Staff Sum 9 of 10 Minority 11. Total Area Agency Staff Sum 9 of Part 4 - NETWORK PROVIDER PROFILE EXCLUDE the AAA if the service was provided directly.

12 For all of the services listed above, Title III B, C, D, and E and Title VII, how many unduplicated providers did the agency have during the period? For all of the services listed above, Title III B, C, D, and E and Title VII, how many unduplicated providers did the agency have during the period? Part 5 - COMMUNITY Definitions: FOCAL POINTS AND Focal point means a facility established to encourage the maximum collocation and coordination of services for older individuals. SENIOR CENTERS Multipurpose senior center means a community facility for the organization and provision of a broad spectrum of services, which shall include 1. Total number of community focal points designated under Section 306(a)(3) of the OAA in operation during the period? Note: #2 must be 2. Of the total in #1 how many were senior centers? equal to or less than #1. Note: #3 must be equal to or greater than #2. Note: #3 must be equal to or greater than #4. Total unduplicated minority providers providing direct services. Total unduplicated rural providers providing direct services. 3. How many senior centers were operating in your PSA during the period? 4. Of the total in #3, how many were funded by OAA during the period? I have reviewed this agency s submission of the NAPIS-AAA report as required by the CONTRACT FOR OLDER AMERICANS ACT TITLES III AND VII, NO WRONG DOOR/AGING & DISABILITY RESOURCE CONNECTIONS, CARE COORDINATION FOR ELDERLY VIRGINIANS AND RESPITE CARE INITIATIVE PROGRAM. The information presented in this report accurately reflects the services provided as authorized by the Contract in accordance with the Older Americans Act. I certify that to the best of my knowledge and believe, this information is true, correct, and a complete statement prepared from the records of the agency in accordance with applicable instructions, except as noted. All exceptions to the records of the agency are detailed in clear written form in attachments. Executive Director Signature

13 Date Signed Address

May 2011 Strengthening the Aging Network Issue Brief

May 2011 Strengthening the Aging Network Issue Brief Older Americans Act Cost Sharing Older Americans Act Cost Sharing Cost sharing is an option for states administering the Older Americans Act (OAA).