The Aging Network

Who Pays for the Services? OAAMedicaid State Only Funding Targeted Tax Private Funding Other Federal Funding Local Gov’t Funding Families Aging Services Network

HCCBG Allocations The NC Division of Aging and Adult Services (DAAS) use a weighted funding formula to calculate the Home & Community Care Block Grant (HCCBG) allocation for each county in the state. Base of $60,000 50% Population 30% Poverty 10% Rural 10% Minority PTRC AAA presents the allocations to the Regional Advisory Council on Aging (RACA) and each county Planning Committee so decisions can be made on allocations to each Service Provider. HCCBG funds require a 10% cash or in-kind match by the Service Provider. Appropriate documentation is necessary for a Service Providers accounting records.

FY County Percentages for HCCBG based on the Intrastate Funding Formula Alamance 9.18% Caswell 2.40% Davidson10.42% Davie 3.00% Forsyth19.07% Guilford24.82% Montgomery 2.48% Randolph 8.33% Rockingham 7.73% Stokes 3.38% Surry 6.09% Yadkin 3.10%

FY Home and Community Care Block Grant Allocations Alamance$860,701 Caswell$257,881 Davidson$966,155 Davie$311,266 Forsyth$1,804,526 Guilford$2,323,465 Montgomery$272,624 Randolph$774,473 Rockingham$680,820 Stokes$332,879 Surry$602,988 Yadkin$309,981 Total HCCBG$9,497,759

FCSP Allocations The NC Division of Aging and Adult Services (DAAS) use a funding formula to calculate the Family Caregiver Support Program (FCSP) allocation for each region in the state. PTRC AAA presents the allocations to the Regional Advisory Council on Aging and each county Planning Committee so decisions can be made on allocations to each Service Provider. FCSP funds do not require any match “at this time.” Appropriate documentation is necessary for a Service Providers accounting records.

FY County Percentages for the Family Caregiver Support Program Alamance9.44% Caswell1.48% Davidson10.19% Davie2.90% Forsyth21.42% Guilford26.38% Montgomery1.91% Randolph8.20% Rockingham6.84% Stokes2.87% Surry5.78% Yadkin2.59%

FY Family Caregiver Support Program Allocations Alamance$37,990 Caswell$10,172 Davidson$40,611 Davie$15,135 Forsyth$79,857 Guilford$97,191 Montgomery$11,675 Randolph$33,657 Rockingham$28,904 Stokes$15,030 Surry$25,199 Yadkin$14,051 Total FCSP$409,472

Timeline for HCCBG & FCSP Funding March – County HCCBG Allocations and Planning Data sent to PTRC AAA and Lead Agencies April / May - County Aging Planning Committees meet and make HCCBG recommendations May / June – County Board of Commissioners accept recommendations on HCCBG Funding Plan May / June - An approved County Funding Plan shall be submitted to the PTRC AAA June – PTRC AAA enters into a grant agreement with the County for the provision of aging services as specified in the funding plan July - All necessary documentation has been submitted and approved to PTRC AAA

HCCBG Services and Budget There are 17 potential services funded through HCCBG Unit Based Service - a rate for a unit based service is calculated in the budget process. The unit rate and number of units provided on a monthly basis is used in the calculation for reimbursement.  Transportation – one way trip  In-Home Aide – one hour of service (regardless of level)  Home Delivered Meals – one meal  Congregate Meals – one meal  Adult Day Care – one scheduled day  Group Respite – one day (no less than 3 hours & no more than 5 hours)

HCCBG Services and Budget There are 17 potential services funded through HCCBG Non-Unit Based Service - reimbursement is based on line items identified in the Service Provider budget.  Information & Assistance  Senior Center Operations  Care Management

FCSP Services and Budget There are many potential services funded through the Family Caregiver Support Program (FCSP) Non-Unit Based Service - reimbursement is based on line items identified in the Service Provider budget, however, some categories are unit based.  FCSP – all categories

HCCBG Budget Package & Development Budget package consists of: HCCBG Instructions 732a Instructions PTRC Budget Checklist (see items) PTRC Budget Revision Checklist PTRC AAA Budget Revision Request PTRC Helpful Hints

HCCBG Budget Package & Development Budget package consists of: DOA Lead Agency Designation DOA County Service Summary (Lead Agency Only) DOA Provider Service Summary DOA-732A - Service Cost Computation Worksheet DOA-732A - (Long) DOA In-Home Aide Supplement DOA-732A1 - Labor schedule DOA Methodology to address needs of low-income minority elderly DOA Standard Assurance Client/Patient Rights - In-Home Aide Services Assurance Certification of Required Minimum Local Match

FCSP Budget Package & Development Budget package consists of: FCSP RFP Instructions FCSP Provider Checklist FCSP Service Codes FCSP Request for Proposal (RFP) FCSP Budget Proposal

Budget Process Budgets are submitted to PTRC AAA for review and approval. All costs must be reasonable, necessary, and allowable. OMB Circular A-122 Cost Principles for Non-Profit Organizations OMB A-87 for local governments Service Providers need to request reimbursement for services provided on a monthly basis. Quarterly reimbursement & allotments are capped in ARMS.

Aging Resource Management System - ARMS The PTRC AAA enters completed and approved budgets and budget revisions into ARMS. Service Providers enter units and non-unit costs, actual costs, and consumer contributions (program income) into ARMS. Service Providers need to request reimbursement for services provided on a monthly basis. ZGA 370 ZGA 307 YTD Website for ARMS is:

HCCBG Service Standards DAAS has policies, procedures, and standards for each service funded through HCCBG. The FCSP Policies & Procedures Manual is being revised. When in doubt, be in-line with HCCBG standards. Program monitoring is performed by PTRC AAA staff for accountability of funds and quality of service. Monitoring Policies and Procedures and Services Standards can be located at:

HCCBG Monitoring Policy At least once every three years and more often if necessary. Units of Service verification and eligibility of clients are monitored every year. A Risk Based Assessment is used to determine if the Service Provider may need additional monitoring and technical assistance. Internal Control Questionnaire (ICQ)

The Unit of Service report shows: Fiscal Year Percent - funds spent to date based on month divided by 12. For example in January: 6/12 = 50% Agency - who is funded Service Provided - by Agency Grant Amount - total federal/state allocation not including local match Grant Expenses - are the year to date grant only expenditures Grant Percent - based on grant expenses divided into grant amount Unspent if grant % is less than fiscal year %, there are unspent dollars. if grant % is greater than fiscal year %, no unspent dollars.