• Budget Displays
• Contracts Download Page
• Contract Summaries of Changes
• Contract Training Materials
• Planning Estimates
  • HI-2021 Amendment 1 Allocations
  • AP-2122 Amendment 1 Allocations
  • Area Plan 21-22 Amendment 2 Allocations
  • FA 21-22 Amendment 1 Allocations
  • American Rescue Plan Allocations

• Current

AAA Reporting Dates and Submission Information

• CDA Data Reporting Due Dates

Program Documents and Forms

• California Aging Reporting System (CARS)
• Health Insurance Counseling and Advocacy Program (HICAP)
• MIPPA
• Title III - Intake and Assessment Forms Guide

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Training and Resources

• FY 2010-11 Annual Performance Verification Process Webinar
• Performance Data Management - C4A Conference Presentation
• Performance Reporting in FY 2011-12 Webinar

• California State Plan on Aging (2021-2025)
• SCSEP FY 2008-2011 California State Plan
• Guide to Long-Term Care Manuals
  • Alzheimers Day Care Resource Center Policy and Procedures
  • Linkages Program
  • Taking Care of Tomorrow A Consumer's Guide to Long-Term Care
• Medicare & You
• Reports
  • Improved Access to Mental Health Services for Persons with Alzheimer's Disease and Related Disorders
  • California State Plan for Alzheimer's Disease: An Action Plan for 2011-2021

• California Welfare and Institutions Code
• California Code of Regulations
  • Title 22, Division 1.8, California Department of Aging
• California Retail Food Code: Grandfather Clause for Pre-exisiting, Non-conforming structures & Equipment
  This document is under "Guidelines" section on the page.
• Older Americans Act, Reauthorization 2016
• United States Code (USC), Title 42, Chapter 35 - Programs for Older Americans

California Aging Reporting System (CARS)

The California Aging Reporting System (CARS) is a client-level database, web-based system that was instituted by the California Department of Aging (CDA) on July 2008 to meet the U.S. Administration on Aging (AoA) and California State Legislature reporting requirements for submission of performance data on programs and services. Area Agencies on Aging (AAAs) submitted data files that pass automated validations are imported in the CARS system where the data is reviewed by each AAA and CDA for accuracy and certification. Data collection is important to improve the aging and Long-Term Care services planning process, measure federal Older Americans Act (OAA) and Older Californians Act (OCA) programs, and to perform program accountability and auditing.

Older Americans Act Performance System (OAAPS) Update: Guidance Documents

• PM 21-09 : Older Americans Act Performance System (OAAPS) Update
• Changes Required for the New OAA Title III State Program Report (SPR)
• CARS Specifications
• Legal Client File Example
• Legal Case File Example
• Sample Title III Intake Forms
• Legal Services Codes Crosswalk to SPR Case Types

To request information related to California Aging Reporting System (CARS), please email to AreaPlan@aging.ca.gov

Frequently Asked Questions

• Funding

  Question

  Should AAAs spend State funds first, then the Federal funds?

  Answer

  In an effort to maintain consistent service levels, it is CDA’s expectation that each AAA spends all funds (State and Federal) available as allocated to each State Fiscal Year (SFY) and proportionately based on match requirements for the services provided.

  However, for the HICAP grant only, since the HICAP Federal Grant does not require a State match and since it is now awarded for a three year period ending March 31, 2020, it allows the AAAs some flexibility in managing the funds. State funds are only available within the SFY and expenditures must be recorded by June 30 for each year’s appropriation. Unspent Federal funds may be carried over into the following SFY. Therefore, CDA is not instructing AAAs to spend State funds first, but rather to ensure that all State funds are expended prior to June 30 to maximize service levels. AAAs should be mindful that carryover of Federal funds from year-to-year should be minimal and not routine given service levels should be maintained as outlined in the initial allocation. Also, Federal funding from year-to-year is never a guarantee since the allocation provided in the budget display is what is anticipated at the point-in-time and could change due to subsequent enacted budgets.

• Information Security

  Question

  What type of encryption is required and for what devices?

  Answer

  Any 128 bit encryption software will meet the encryption requirements. AAAs would need to ensure compliance with this requirement for any devices that access, transmit, or store data related to the services provided through the contract with CDA.

  Question

  Are AAAs responsible for ensuring that their subcontractors meet the encryption requirements and how can AAAs verify that their subcontractors meet the requirements?

  Answer

  Yes, AAAs who subcontract services are still contractually responsible for ensuring compliance with encryption requirements, which can be met through a Self-Certification process. The Self-Certifications do not need to be sent to CDA, as these would be verified at the time that the AAA is monitored by CDA.

  Question

  Who is required to complete the security awareness training and how do AAAs verify completion of the security awareness training?

  Answer

  The Information Security Awareness Training is required for all employees and volunteers who provide services related to any of the CDA contracts. This includes, but is not limited to: AAA employees; subcontractor employees; vendor employees; volunteers; etc.

  The certificates of completion will need to be printed out but do not need to be sent to CDA, as these would be verified when CDA monitors the AAA.

2020-24 Area Plan Update Guidance and Requirements

• PM 19-10: Area Plan Guidance for State Fiscal Year (SFY) 2020 through SFY 2024
• PM 20-23: Area Plan Update Guidance for the State Fiscal Year 2021-2022
• To request copies of the Area Plan Guidance documents below, please email AreaPlan@aging.ca.gov
  • Area Plan Guidance Part I: Instructions and References
  • Area Plan Guidance Part II: Format and Templates
  • Area Plan Guidance 2020-2024 Summary of Changes
• CDA Service Categories and Data Dictionary

Health Insurance Counseling and Advocacy Program (HICAP): Annual Performance Measures

• 2018-19 HICAP Performance Measures - Definitions (May 2019)
• 2018-19 HICAP State and Federal Performance Measures (May 2019)
• 2017-18 HICAP Performance Measures - Definitions (Apr 2018)
• 2017-18 HICAP State and Federal Performance Measures (Apr 2018)
• 2016-17 HICAP Performance Measures: Definitions (Jun 2016)
• 2016-17 HICAP State and Federal Performance Measures (Jun 2016)

Needs Assessment

Attachments in rich text format:

• Suggested LTC Needs Assessment (March 2016)

Resources

• Best Practices
• Developing Community Based Systems of Care Document
• Example of an Area Agency on Aging Plan, 2009-2012

Tools

• Instructions for Completing the State Long Term Care Ombudsman Reporting Form for the National Ombudsman Reporting System (NORS).

AAA Vaccine Program Documents

• AAA Vaccine Expenditure Report (CDA 9047)
• AAA Vaccine Expenditure Report Instructions (CDA 9047i)

AAA Payment Approval Checklist

• AAA Payment Approval Checklist (CDA 9032)

Asset Management Documents

• Program Property Inventory Certification (CDA 9024)
• Property Acquisition Form (CDA 9023)
• Property Acquisition Form Instructions (CDA 9023i)

Area Plan Documents

• Area Plan Budget Instructions (CDA 122i)
• Area Plan Request For Funds (CDA 150)
• Area Plan Request For Funds Instructions (CDA 150i)
• Area Plan Closeout Instructions (CDA 180i)
• Area Plan NSIP/Ombudsman Special Funds Expenditure Report (CDA 189)
• Area Plan NSIP/Ombudsman Special Funds Expenditure Report Instructions (CDA 189i)

CalFresh Expansion Documents

• CalFresh Expansion Request For Reimbursement/Expenditure Report (CDA 7010)
• CalFresh Expansion Request For Reimbursement/Expenditure Report Instructions (CDA 7010i)

Consolidated Appropriations Act Documents

• Consolidated Appropriations Expenditure Report (CDA 7030)

Coronavirus Aid, Relief, and Economic Security (CARES) Act

• CARES Expenditure Report (CDA 7018)
• CARES Expenditure Report Instructions (CDA 7018i)

Elder Justice Documents

• Elder Justice Expenditure Report (CDA 7031)

Fall Prevention Program Documents

• Dignity at Home Fall Prevention Program Request For Reimbursement (CDA 259)
• Dignity at Home Fall Prevention Program Request For Reimbursement Instructions (CDA 259i)
• Dignity at Home Fall Prevention Program Budget (CDA 260)
• Dignity at Home Fall Prevention Program Budget Instructions (CDA 260i)

Families First Coronavirus Response Act (FFCRA)

• FFCRA Expenditure Report (CDA 154)
• FFCRA Expenditure Report Instructions (CDA 154i)

Financial Alignment Documents

• FA Budget (CDA 229FA)
• FA Budget Instructions (CDA 229FAi)
• FA Closeout Instructions (CDA 230FAi)
• FA Request for Funds (CDA 245FA)
• FA Request for Funds Instructions (CDA 245FAi)
• FA Expenditure Report (CDA 255FA)
• FA Expenditure Report Instructions (CDA 255FAi)
• FA Work Plan Template (CDA 7001)
• FA Work Plan Template Instructions (CDA 7001i)

HICAP Documents

• HICAP Budget Instructions (CDA 229i)
• HICAP Financial Closeout Instructions (CDA 230i)
• HICAP Request for Funds (CDA 245)
• HICAP Request for Funds Instructions (CDA 245i)
• HICAP Expenditure Report (CDA 255)
• HICAP Expenditure Report Instructions (CDA 255i)

MIPPA Documents

• MIPPA Budget Instructions (CDA 229Mi)
• MIPPA Closeout Instructions (CDA 230Mi)
• MIPPA Request for Funds (CDA 245M)
• MIPPA Request for Funds Instructions (CDA 245Mi)
• MIPPA Expenditure Report (CDA 255M)
• MIPPA Expenditure Report Instructions (CDA 255Mi)
• MIPPA Work Plan Template Instructions (CDA 7001Mi)

Ombudsman Robotic Pets Documents

• Ombudsman Robotic Pets Expenditure Report (CDA 8001)

SNAP-Ed Documents

• SNAP-ED Request for Reimbursement/Expenditure Report (CDA 2001)
• SNAP-ED Request for Reimbursement/Expenditure Report Instructions (CDA 2001i)
• SNAP-ED Final Report of Expenditures (CDA 2003)
• SNAP-ED Final Report of Expenditures Instructions (CDA 2003i)

Title V Documents

• Title V/SCSEP Budget Instructions (CDA 35i)
• Title V/SCSEP Monthly Expenditure Report (CDA 29)
• Title V/SCSEP Monthly Expenditure Report Instructions (CDA 29i)
• Title V/SCSEP Request for Funds(CDA 30)
• Title V/SCSEP Request for Funds Instructions (CDA 30i)
• Title V/SCSEP Closeout Instructions (CDA 90i)

Reporting Period	Due Date *	30 Day Prep
1st Quarter	July 1 - Sept 30	Oct 31
2nd Quarter	Oct 1 - December 31	Jan 31
3rd Quarter	an 1 - March 31	April 30
4th Quarter	April 1 - June 30	July 31
Annual	July 1 – June 30	August 30

* These due dates include a 30-day preparation time from the end of the quarter or reporting period.

The following links are for “paper” program reporting. Reporting forms are submitted quarterly only. Please submit reports by one method only (US mail, fax to (916) 928-2510, or e-mail to DataTeam.Reports@aging.ca.gov).

• CDA Quarterly Performance Data Reporting Reminder (rev. 12/03/2008)
• Health Insurance Counseling and Advocacy Program (HICAP)

For past and current program data visit the CDA COVID-19 Response Data Dashboard and the Data and Reports sections of the website.