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 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):

https://acl.gov/

NASUAD Information

Here is a link to state technical assistance from NASUAD:

http://www.nasuad.org/state-technical-assistance

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: https://sp.wwrc.net/VDAproviders. 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:

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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, 2017. 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 2017. All information requested in this correspondence is due at DARS/VDA (email to: CloseoutReports@dars.virginia.gov) by 5:00pm Wednesday, November 15, 2017. 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 https://sp.wwrc.net/VDAproviders . If you have questions, please feel free to contact NWDHelp@dars.virginia.gov.

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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:

https://www.vadars.org/formscabinet/Formscabinet.asp?pass=et1&t1=CIL&pg=

 

JAMES A. ROTHROCK Office (804) 662-9333 Commissioner 8004 Franklin Farms Drive Toll free (800) 552-3402 Henrico, VA 23229 TTY users dial 711 Fax (804) 662-9354

dars@dars.virginia.gov · www.dars.virginia.gov

MEMORANDUM TO: Executive Directors Finance Directors Area Agencies on Aging FROM: 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 (13th 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, 2017. 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, 2017. 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 (13th 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, 2017. When completing your report, select Final (13th Mo) from the month drop down menu on the payment worksheet. Please name your file, “Final PSA xx,” when emailing 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 13th 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

Final Contract Year 2017 Financial Reports, continued

  dars@dars.virginia.gov · www.dars.virginia.gov

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 https://sp.wwrc.net/VDAproviders. 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 emailing 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 email the Certification Form to: Tanya Brinkley Department for Aging and Rehabilitative Services 1610 Forest Avenue, Suite 100 Henrico, VA 23229

Or email to closeoutreports@dars.virginia.gov The letter and forms will be made available on the https://sp.wwrc.net/VDAproviders. 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

Final Contract Year 2017 Financial Reports, continued

  dars@dars.virginia.gov · www.dars.virginia.gov

included. As a reminder, your agency’s audit report is due to DARS by December 15th. 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.

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, 2017. By submitting these reports, as required by the Department for Aging and Rehabilitative Services (DARS) Regulations, Section, 22 VAC 30-60-480 and Section 22 VAC 30-60-490, 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

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 23229

Or email to closeoutreports@dars.virginia.gov. 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 15th. 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. Requests for extensions should be made to Jackie Freeze at Jacqueline.Freeze@dars.virginia.gov.

NAME OF AGENCY AUDITED

From October 1, 2016 to September 30, 2017

FUND

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

Older Americans Act

Title III-B $0 $0 $0Title III-C(1) $0 $0 $0Title III-C(2) $0 $0 $0Title III-D $0 $0 $0Title III-E $0 $0 $0Title VII-Elder Abuse $0 $0 $0Title VII-Ombudsman $0 $0 $0NSIP $0 $0 $0Other $0 $0Other $0 $0

Other Federal

Title V-(PY 06/30/17 Award) $0 $0Title V-(PY 06/30/18 Award) $0 $0VICAP-(PY 03/31/17 Award) $0 $0VICAP-(PY 03/31/18 Award) $0 $0DMAS Ombudsman FY 15 $0 $0DMAS Ombudsman FY 16 $0 $0DMAS Ombudsman FY 17 $0 $0Virginia Elder Justice $0 $0MIPPA - 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

Other $0 $0

Other $0 $0

Other $0 $0

Other $0 $0

Other $0 $0

Other $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

Other $0 $0

Other $0 $0

Other $0 $0

Other $0 $0

Other $0 $0

Other $0 $0

Other $0 $0

Other $0 $0

*Note: PY means Program Year Ending

GRAND TOTAL: $0 $0 $0 $0 $0 $0

Revised 10/18/17

SCHEDULE A - STATUS OF FUNDS

From Date To Date

AAA/PSA

PART 1-PROVIDERS

TITLE III

UTILIZATION and

EXPENDITURE

PROFILE

Services

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.

Enter 1 here if the

AAA provided the

service directly.

Personal Care Total Providers Personal Care AAA Direct

Homemaker Total Providers Homemaker AAA Direct

Chore Total Providers Chore AAA Direct

Home Delivered Meals Total Providers Home Delivered Meals AAA Direct

Adult Day Care-Health Direct Providers Adult Day Care-Health AAA Direct

Case Management Total Providers Case Management AAA Direct

Assisted Transportation Total Providers Assisted Transportation AAA Direct

Congregate Meals Total Providers Congregate Meals AAA Direct

Transportation Total Providers Transportation AAA Direct

Legal Assistance Total Providers Legal Assistance AAA Direct

Information and Assistance Total Providers Information and Assistance AAA Direct

Public Information-Education Total Providers Public Information-Education AAA Direct

Other Services Total Providers Other Services AAA Direct

Health Promo-Disease Prevention Total Providers Health Promo-Disease Prevention AAA Direct

For the services

listed above, how

many unduplicated

providers did the

agency have during

the period?

Unduplicated Providers Total Providers Unduplicated Providers AAA Direct

NATIONAL AGING PROGRAM INFORMATION SYSTEM - AREA AGENCY ON AGING (NAPIS-AAA)

FOR TITLES III AND VII OF THE OLDER AMERICANS ACT

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 0

9. Total Paid Staff Sum 1 to 8 Minority

0

10. Volunteers FTEs 10. Volunteers FTEs-Minority

11. Total Area Agency Staff Sum 9 of 10 0

11. Total Area Agency Staff Sum 9 of 10 Minority

0

Part 4 - NETWORK PROVIDER PROFILE EXCLUDE the AAA if the service was provided

directly.

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.

PART 2- PROVIDERS -

TITLE III-E ONLY

UTILIZATION and

EXPENDITURE

PROFILE

Part 5 - COMMUNITY

FOCAL POINTS AND

SENIOR CENTERS

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

equal to or less than

#1.

2. Of the total in #1 how many were senior centers?

Note: #3 must be

equal to or greater

than #2.

3. How many senior centers were operating in your PSA

during the period?

Note: #3 must be

equal to or greater

than #4.

4. Of the total in #3, how many were funded by OAA

during the period?

Executive Director Signature

Definitions:

Focal point—means a facility established to encourage the maximum collocation and coordination of services for older individuals.

Multipurpose senior center—means a community facility for the organization and provision of a broad spectrum of services, which shall include

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.

Total unduplicated rural providers providing direct services.

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?

Total unduplicated minority providers providing direct services.

Date Signed

Email Address