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Area Agencies on Aging - Important Dates
This list of important dates is for Area Agency on Aging (AAA) Directors and staff. It is a general outline of a typical year. This list is for convenience only.
In the event dates conflict with other instructions, the contract provisions, Program Memos, Program Manuals and other guidance and instruction from CDA take precedent.
For new AAA staff, this list can be used for orientation. For more experienced AAA staff, this is a handy reference throughout the year.
A routine State Fiscal Year (SFY) is July 1 to June 30. Routine State Quarters are: July 1 to September 30; October 1 to December 30; January 1 to March 30; and April 1 to June 30.
This list of important dates for AAAs covers the following program areas:
- Title III/VII (Older Americans Act)
- Title III E (Family Caregiver Support Program)
- Title V (Senior Community Service Employment Program)
- State Funded Community-Based Services Programs (Alzheimer's Day Care Centers program, Linkages, Senior Companion, Brown Bag and Respite)
- Health Insurance Counseling and Advocacy Program (HICAP)
- Long-Term Care Ombudsman Program
| July | |||
|---|---|---|---|
1 |
Beginning of Fiscal Year | ||
1 |
Fully executed contracts in place (all programs) | ||
10 |
Title III E Monthly Financial Status Report/Request for Funds (CDA 228) | ||
15 |
Title V (SCSEP) QPR due | ||
15 |
Title V Monthly Expenditure Report/Request for Funds (CDA 29) | ||
30 |
Title III/VII Detailed Expenditure Data File (SPR 107) | ||
30 |
Title III/VII Request for Funds Data File (SPR 108) | ||
30 |
CBSP Detailed Expenditures Data File (CBSP 107) | ||
30 |
June Ombudsman Volunteer Recruitment Initiative Monthly Expenditure Report | ||
31 |
Quarterly Performance reports due for NAPIS, ADCRC, Linkages, Senior Companion and HICAP | ||
31 |
Brown Bag Activity Report (CDA 5) | ||
| August | |||
1 |
Title V Closeout (CDA 90) | ||
10 |
Title III E Monthly Financial Status Report/Request for Funds (CDA 268) | ||
15 |
Title V Monthly Expenditure Report/Request for Funds (CDA 29) | ||
30 |
Title III/VII Detailed Expenditure Data File (SPR 107) | ||
30 |
Title III/VII Request for Funds Data File (SPR 108) | ||
30 |
CBSP Detailed Expenditure Data File (CBSP 107) | ||
30 |
Annual Data Reports due to CDA for NAPIS/SPR, HICAP, ADCRC, Linkages and Senior Companion Programs | ||
30 |
Title III/VII Financial Closeout (CDA 180) | ||
30 |
HICAP Financial Closeout (CDA 180) | ||
30 |
July Ombudsman Volunteer Recruitment Initiative Monthly Expenditure Report | ||
30 |
2nd Quarter Ombudsman Volunteer Recruitment Initiative Request for Funds | ||
31 |
Year-End Report | ||
| September | |||
10 |
Title III E Monthly Financial Status Report/Request for Funds (CDA 268) | ||
15 |
Title V Monthly Expenditure Report/Request for Funds (CDA 29) | ||
30 |
Title III/VII Detailed Expenditures Data File (SPR 107) | ||
30 |
Title III/VII Request for Funds Data File (SPR 108) | ||
30 |
CBSP Detailed Expenditure Data File (CBSP 107) | ||
30 |
End of Federal Fiscal Year (FFY) | ||
30 |
August Ombudsman Volunteer Recruitment Initiative Monthly Expenditure Report | ||
| October | |||
1 |
Beginning of Federal Fiscal Year (FFY) | ||
10 |
Title III E Monthly Financial Status Report/Request for Funds (CDA 268) | ||
15 |
Title V Monthly Expenditure Report/Request for Funds (CDA 29) | ||
15 |
Title V (SCSEP) QPR | ||
30 |
Title III/VII Request for Funds Data File (SPR 108) | ||
| 30 |
CBSP Detailed Expenditure Data File (CBSP 107) | ||
30 |
Title III/VII Detailed Expenditure Data File (SPR 107) | ||
30 |
Quarterly Performance reports due for NAPIS, ADCRC, Linkages, Senior Companion and HICAP | ||
30 |
Quarterly Performance reports due for NAPIS, ADCRC, Linkages, Senior Companion and HICAP | ||
30 |
September Ombudsman Volunteer Recruitment Initiative Monthly Expenditure Report | ||
31 |
Brown Bag Activity Report (CDA 5) | ||
| November | |||
10 |
Title III E Monthly Financial Status report/Request for Funds (CDA 268) | ||
15 |
Title V Monthly Expenditure Report/Request for Funds (CDA 29) | ||
30 |
Title III/VII Detailed Expenditure Data File (SPR 107) | ||
30 |
Title III/VII Request for Funds Data File (SPR 108) | ||
30 |
CBSP Detailed Expenditure Data File (CBSP 107) | ||
30 |
October Ombudsman Volunteer Recruitment Initiative Monthly Expenditure Report | ||
30 |
3rd Quarter Ombudsman Volunteer Recruitment Initiative Request for Funds | ||
| December | |||
1 |
Area Plan Budget (CDA 122) Revision #1 | ||
1 |
HICAP Budget (CDA 229) Revision #1 | ||
1 |
Title V Budget (CDA 35) Revision #1 | ||
10 |
Title III E Monthly Financial Status Report/Request for Funds (CDA 268) | ||
15 |
Title V (SCSEP) QPR | ||
30 |
Title III/VII Detailed Expenditures Data File (SPR 107) | ||
30 |
Title III/VII Request for Funds Data File (SPR 108) | ||
30 |
CBSP Detailed Expenditure Data File (CBSP 107) | ||
30 |
November Ombudsman Volunteer Recruitment Initiative Monthly Expenditure Report | ||
| January | |||
10 |
Title III E Monthly Financial Status Report/Request for Funds (CDA 268) | ||
15 |
Title V Monthly Expenditure Report/Request for Funds (CDA 29) | ||
30 |
Title III/VII Detailed Expenditures Data File (SPR 107) | ||
30 |
Title III/VII Request for Funds Data File (SPR 108) | ||
30 |
CBSP Detailed Expenditure Data File (CBSP 107) | ||
30 |
December Ombudsman Volunteer Recruitment Initiative Monthly Expenditure Report | ||
31 |
HICAP Planning Estimates sent to AAAs (for next fiscal year) | ||
31 |
Area Plan Planning Estimates sent to AAAs (for next fiscal year) | ||
31 |
Title V Planning Estimates sent to AAAs (for next fiscal year) | ||
31 |
Quarterly Performance reports due for NAPIS, ADCRC, Linkages, Senior Companion and HICAP | ||
31 |
Brown Bag Activity Report (CDA 5) | ||
| February | |||
10 |
Title III E Monthly Financial Status Report/Request for Funds (CDA 268) | ||
15 |
Title V Monthly Expenditure Report/Request for Funds (CDA 29) | ||
28 |
January Ombudsman Volunteer Recruitment Initiative Monthly Expenditure Report | ||
28 |
4th Quarter Ombudsman Volunteer Recruitment Initiative Request for Funds | ||
30 |
Title III/VII Detailed Expenditures Data File (SPR 107) | ||
30 |
Title III/VII Request for Funds Data File (SPR 108) | ||
30 |
CBSP Detailed Expenditure Data File (CBSP 107) | ||
| March | |||
10 |
Title III E Monthly Financial Status Report/Request for Funds (CDA 268) | ||
15 |
Title V Monthly Expenditure Report/Request for Funds (CDA 29) | ||
30 |
Title III/VII Detailed Expenditures Data File (SPR 107) | ||
30 |
Title III/VII Request for Funds Data File (SPR 108) | ||
30 |
CBSP Detailed Expenditure Data File (CBSP 107) | ||
30 |
February Ombudsman Volunteer Recruitment Initiative Monthly Expenditure Report | ||
| April | |||
1 |
Beginning of Federal SHIP-HICAP grant cycle | ||
1 |
HICAP Budget (CDA 229) Original | ||
1 |
Title V Budget (CDA 35) Original | ||
10 |
Title III E Monthly Financial Status Report/Request for Funds (CDA 268) | ||
15 |
Title V Monthly Expenditure Report/Request for Funds (CDA 29) | ||
15 |
Title V (SCSEP) QPR | ||
30 |
Area Plan Budget (CDA 122) Final (current year) | ||
30 |
Title III/VII Detailed Expenditures Data File (SPR 107) | ||
30 |
Title III/VII Request for Funds Data File (SPR 108) | ||
30 |
CBSP Detailed Expenditure Data File (CBSP 107) | ||
30 |
Quarterly Performance Reports due for NAPIS, ADCRC, Linkages, Senior Companion and HICAP | ||
30 |
Brown Bag Activity Report (CDA 5) | ||
30 |
March Ombudsman Volunteer Recruitment Initiative Monthly Expenditure Report | ||
| May | |||
1 |
Area Plan/Area Plan Updates due | ||
1 |
HICAP Budget (CDA 229) Final (current year) | ||
1 |
Area Plan Budget (CDA 122) Original | ||
1 |
Title V Budget (CDA 35) Final (current year) | ||
10 |
Title III E Monthly Financial Status Report/Request for Funds (CDA 268) | ||
15 |
Title V Monthly Expenditure Report/Request for Funds (CDA 29) | ||
30 |
Title III/VII Detailed Expenditures Data File (SPR 107) | ||
30 |
Title III/VII Request for Funds Data File (SPR 108) | ||
30 |
CBSP Detailed Expenditure Data File (CBSP 107) | ||
30 |
End of Federal SHIP-HICAP Grant Cycle | ||
30 |
April Ombudsman Volunteer Recruitment Initiative Monthly Expenditure Report; Report expenditures on a separate copy of the form than 1st Quarter Request for Funds | ||
30 |
1st Quarter Ombudsman Volunteer Recruitment Initiative Request for Funds; Request funds on a separate copy of the form than April Monthly Expenditures | ||
| June | |||
10 |
Title III E Monthly Financial Status Report/Request for Funds (CDA 268) | ||
15 |
Contract sent by AAAs to CDA with full documentation | ||
15 |
Title V Monthly Expenditure Report/Request for Funds (CDA 29) | ||
30 |
Title III/VII Detailed Expenditures Data File (SPR 107) | ||
30 |
Title III/VII Request for Funds Data File (SPR 108) | ||
30 |
May Ombudsman Volunteer Recruitment Initiative Monthly Expenditure Report | ||