Area Agencies on Aging

The California Department of Aging (CDA) administers programs that serve older adults, adults with disabilities, family caregivers, and residents in long-term care facilities throughout the State. These services are provided locally by contracted agencies. This webpage is intended for those who provide, or seek to provide a variety of aging services.

Form NumberForm NameProgramRevision Date
CDA 9007ALocal Assistance Contract ChecklistContracts1/27/2020
CDA 229FA FA Budget Financial Alignment11/30/2017
CDA 229FAiFA Budget Instructions Financial Alignment11/30/2017
CDA 7001FA Work Plan Template Financial Alignment11/30/2017
CDA 7001iFA Work Plan Template InstructionsFinancial Alignment11/30/2017
CDA 230FAiFA Closeout InstructionsFinancial Alignment3/9/2018
CDA 9026California Civil Rights Laws CertificationContracts4/3/2018
CDA 9024Program Property Inventory CertificationCBSS5/9/2019
CCCContractor Certification Clauses 4/2017Business Management Branch5/4/2020
CDA 45Agency Contacts Designation FormCBSS4/4/2019
CDA 255MiMIPPA Expenditure Report InstructionsMIPPA8/10/2018
CDA 7001Mi MIPPA Work Plan Template InstructionsMIPPA9/18/2018
CDA 7010Calfresh Expansion Request For Reimbursement/Expenditure ReportProgram Fiscal 12/12/2019
CDA 7010iCalFresh Expansion Request for Reimbursement/Expenditure Report InstructionsProgram Fiscal 12/12/2019
CDA 255FAFA Expenditure ReportFinancial Alignment10/11/2018
CDA 255FAiFA Expenditure Report InstructionsFinancial Alignment10/11/2018
CDA 9023Property Acquisition FormProgram Fiscal 6/6/2019
CDA 9023iProperty Acquisition Form InstructionsProgram Fiscal 6/29/2018
CDA 9032AAA Payment Approval ChecklistProgram Fiscal 7/16/2018
CDA 255HICAP Expenditure ReportHICAP10/9/2018
CDA 255iHICAP Expenditure Report InstructionsHICAP7/16/2018
CDA 230MiMIPPA Closeout InstructionsMIPPA9/26/2018
CDA 255MMIPPA Expenditure ReportMIPPA9/7/2018
CDA 30Title V/SCSEP Request for FundsProgram Fiscal 12/12/2019
CDA 30iTitle V/SCSEP Request for Funds InstructionsProgram Fiscal 12/12/2019
CDA 35iTitle V/SCSEP Budget InstructionsProgram Fiscal 2/1/2019
CDA 150Area Plan Request For FundsProgram Fiscal 12/12/2019
CDA 150iArea Plan Request For Funds InstructionsProgram Fiscal 12/12/2019
CDA 230iHICAP Financial Closeout InstructionsHICAP10/20/2017
CDA 90iTitle V/SCSEP Closeout InstructionsProgram Fiscal 4/30/2018
CDA 245MMIPPA Request for FundsMIPPA12/12/2019
CDA 245MiMIPPA Request for Funds InstructionsMIPPA12/12/2019
CDA 245FAFA Request for FundsFinancial Alignment12/12/2019
CDA 245FAiFA Request for Funds Instructions Financial Alignment12/12/2019
CDA 229Mi MIPPA Budget InstructionsMIPPA8/17/2018
CDA 29Title V/SCSEP Monthly Expenditure ReportProgram Fiscal 6/29/2018
CDA 29iTitle V/SCSEP Monthly Expenditure Report InstructionsProgram Fiscal 6/29/2018
CDA 189Area Plan NSIP/Ombudsman Special Funds Expenditure ReportProgram Fiscal 3/16/2018
CDA 189iArea Plan NSIP/Ombudsman Special Funds Expenditure Report InstructionsProgram Fiscal 3/16/2018
CDA 229iHICAP Budget InstructionsHICAP4/13/2017
CDA 245HICAP Request for FundsHICAP12/12/2019
CDA 245iHICAP Request for Funds InstructionsHICAP12/12/2019
CDA 2001SNAP-ED Request for Reimbursement/Expenditure ReportProgram Fiscal 12/12/2019
CDA 2001iSNAP-ED Request for Reimbursement/Expenditure Report InstructionsProgram Fiscal 12/12/2019
CDA 2003SNAP-ED Final Report of ExpendituresProgram Fiscal 9/5/2018
CDA 2003iSNAP-ED Final Report of Expenditures InstructionsProgram Fiscal 9/5/2018
PM NumberSubjectProgramIssue Date
PM 18-03Financial Alignment Contract F2-1718 Closeout Reporting InstructionsFinancial Alignment3/23/2018
PM 18-01Financial Alignment Contract FA-1718 Budget and Reporting InformationFinancial Alignment2/9/2018
PM 19-05CalFresh Expansion Program Contract CF 1920 Budget and Reporting InformationCalFresh7/2/2019
PM 13-04PM 13-04 Attachment Ombudsman Designation Standards for Approved OrganizationsOmbudsman5/24/2013
PM 13-04(P)Ombudsman - California Long-Term Care Ombudsman Program Designation Standards for Approved OrganizationsOmbudsman3/24/2013
PM 20-05Equipment/Property Justification and Reporting ThresholdBusiness Management Branch3/2/2020
PM 18-14Area Plan Update Guidance for the State Fiscal Year 2019-20Accounting11/5/2018
PM 20-07Financial Alignment Program Contract FA 1718 Amendment #2 Budget and Reporting InformationFinancial Management Branch4/23/2020
PM 20-08Families First Corona virus Response Act (H.R. 6201)Financial Management Branch4/23/2020
PM 20-03Aging and Disability Resource Connection Contract AD-1920 Contract Release Notification and Reporting Information – Program MemoCommunity Options & Transition Unit2/11/2020
PM 20-06Aging and Disability Resource Connection – Emerging – AE-1920 Contract Release Notification and Reporting Information – Program MemoCommunity Options & Transition Unit3/24/2020
PM 20-12Health Insurance Counseling and Advocacy Program Contract HI-2021 Budget and Reporting InformationHealth Insurance Counseling and Advocacy Program 5/19/2020
PM 19-08HICAP - Guidance for ACL’s Volunteer Risk and Program Management policy on national-level criminal record checks and attachmentsHealth Insurance Counseling and Advocacy Program 11/12/2019
PM 17-06Area Plan Update for the SHIP / HICAP Program Service Unit Plan for State and Federal performance measuresHICAP6/16/2017
PM 16-06(P)Guidance for Area Agencies on Aging on Area Plan Service Units for State and Federal Performance MeasuresHICAP5/10/2016
PM 20-11Modified Area Plan Guidance and Due Date for 2020-2024 Four-Year Area PlanLong-Term Care and Aging Services Division5/15/2020
PM 19-01SNAP-Ed Contract SNAP-Ed Amendment 1 Budget and Reporting InformationSNAP-Ed1/11/2019
PM 19-03Title V/Senior Community Service Employment Program Contract (TV-1920) Budget and Reporting InformationTitle V/SCSEP3/29/2019
PM 18-08Supplemental Nutrition Assistance Program- Education Contract SP-1819 Budget and Reporting InformationSNAP-Ed6/29/2018
PM 18-10Title V/Senior Community Service Employment Program Contract (TV-1819), Amendment 1 Budget and Reporting InformationTitle V/SCSEP8/30/2018
PM 18-02Supplemental Nutrition Assistance Program- Education Contract SP-1718, Amendment 1 Budget and Reporting InformationSNAP-Ed2/15/2018
PM 18-06Title V/SCSEP Contract TV-1718 Closeout Reporting InstructionsTitle V/SCSEP5/1/2018
PM 18-05Title V/Senior Community Service Employment Program Contract (TV-1819) Budget and Reporting InformationTitle V/SCSEP4/5/2018
PM 18-11Supplemental Nutrition Assistance Program Education Contract SP-1718 Closeout Reporting InstructionsSNAP-Ed9/5/2018
PM 19-06Supplemental Nutrition Assistance ProgramEducation Contract SP-1920 Budget and Reporting Information SNAP-Ed7/19/2019
PM 20-02Fall Prevention Contract FP-1920 – Contract Release Notification and Reporting InformationProgram & Monitoring Team1/31/2020
PM 19-12Supplemental Nutrition Assistance Program Education Contract Amendment 1 SP-1920 Budget and Reporting InformationProgram & Monitoring Team12/23/2019
PM 20-01Area Plan Contract Amendment AP 1920 Amendment - 2 Budget and Reporting InformationProgram Fiscal, Data and Planning Team1/9/2020
PM 20-09Area Plan Contract AP-2021 Budget and Reporting InformationProgram Fiscal, Data and Planning Team4/30/2020
PM 20-10Title V/SCSEP Contract TV-2021 Budget and Reporting InformationProgram Fiscal, Data and Planning Team5/8/2020
PM 19-10Area Plan Guidance for State Fiscal Year (SFY) 2020 through SFY 2024Program Fiscal, Data and Planning Team12/17/2019
PM 19-07Area Plan Contract AP-1920 Amendment 1 Budget and Reporting InformationArea Plan9/18/2019
PM 18-04Area Plan Contract (AP-1819) Budget and Reporting InformationArea Plan4/2/2018
PM 18-07Area Plan Contract AP-1718 Closeout Reporting InstructionsArea Plan5/1/2018
PM 18-12Medicare Improvements for Patients and Providers Act Contract MI-1718 Closeout Reporting InstructionsMIPPA9/27/2018
PM 18-13Area Plan Contract AP-1819 Amendment 1 Budget and Reporting InformationArea Plan9/27/2018
PM 18-09Medicare Improvements for Patients and Providers Act Contract (MI-1819) Budget and Reporting InformationMIPPA8/20/2018
PM 19-04Medicare Improvements for Patients and Providers Act Contract (MI-1819) Budget and Reporting Information Amendment 1MIPPA4/25/2019
Due Date Program Action Resource Responsibility
06/30/2020 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
06/30/2020 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
06/30/2020 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor
07/01/2020 Area Plan Submit all documents required to execute contract for upcoming fiscal year No Resource Required Subcontractor
07/01/2020 SNAP-Ed Release contract for upcoming fiscal year No Resource Required CDA
07/01/2020 Title V/SCSEP Submit all documents required to execute contract for upcoming fiscal year No Resource Required Subcontractor
07/25/2020 Title V/SCSEP Project Quarterly Narrative Progress Report (PY18 4th Quarter of previous year) Due to CDA No Resource Required Subcontractor
07/31/2020 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
07/31/2020 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
07/31/2020 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor
08/31/2020 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
08/31/2020 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
08/31/2020 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor

Due Date Program Action Resource Responsibility
03/31/2020 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
03/31/2020 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
03/31/2020 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor
04/01/2020 Area Plan Release contract for upcoming fiscal year No Resource Required CDA
04/01/2020 Title V/SCSEP Release contract for upcoming fiscal year No Resource Required CDA
04/25/2020 Title V/SCSEP Project Quarterly Narrative Progress Report (PY18 3rd Quarter of previous year) Due to CDA No Resource Required Subcontractor
04/30/2020 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
04/30/2020 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
04/30/2020 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor
05/01/2020 Area Plan Submit Area Plan or Area Plan Update No Resource Required Subcontractor
05/01/2020 Area Plan Submit budget to execute upcoming fiscal year contract No Resource Required Subcontractor
05/01/2020 Title V/SCSEP Submit budget to execute upcoming fiscal year contract No Resource Required Subcontractor
05/31/2020 Area Plan Submit monthly expenditure report No Resource Required Subcontractor
05/31/2020 Title V/SCSEP Submit monthly expenditure report No Resource Required Subcontractor
05/31/2020 SNAP-Ed Submit monthly expenditure report No Resource Required Subcontractor

California Aging Reporting System (CARS)

CARS Application Logo

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.

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

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

Needs Assessment

Attachments in rich text format:

Resources

Tools

AAA Payment Approval Checklist

Asset Management Documents

Area Plan Documents

CalFresh Expansion Documents

Fall Prevention Program Documents

Financial Alignment Documents

HICAP Documents

MIPPA Documents

SNAP-Ed Documents

Title V Documents

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).