Office for the Aging

 

Resource Library

NYSOFA Organizational Charts April 28, 2017
Agency
Executive Division
Executive Division – Legal and LTCOP units
Division of Local Program Operations
Division of Policy, Planning, Program and Outcomes
Division of Finance and Administration

Annual Implementation Plan (AIP)
14-PI-11 SFY 2015-16 Annual Implementation Plan- Including Standard Assurances

Aging Advisory Counci
Advisory Primer for New York State Area Agency on Aging Advisory Councils [PDF] June 2013

New York County Data Books
The "County Data Book: Selected Characteristics" has been prepared by the New York State Office for the Aging in order to provide frequently requested information about selected demographic characteristics, including projections to the year 2040. The County Data Book provides state-level information and county-specific information for each county in New York. In addition, these data are developed statewide, so the opportunity exists to compare and contrast local areas with the entire state. These data may be used for a variety of purposes, which may include: ″ Budget planning, advocacy and community empowerment activities; ″ Service awareness, information, and outreach; and, ″ Partnership and coalition building. The County Data Book: Selected Characteristics and 2000 Census Data can be viewed or downloaded in the Demographics & Statistics section of this site.

Aging Issues
State Aging Issues
NYS Assembly Aging Committee 
NYS Senate Aging Committee

Professional References
Code of Federal Regulations from the Government Printing Office
General Accounting Office GAO- All GAO reports are online and can be downloaded as PDF, HTML, or ASCII text.
Social Security  Facts and Figures from the U.S. Social Security Administration

Aging in the News- Articles & Reports
The Gerontologist
The American Geriatrics Society

Publications
NYSOFA publications for use in creating trainings, proposals, and brochures.

 

Initiatives

New York State Plan on Aging 2011-2015

Caregiving Program

For Caregiving Introduction and Important Program Resources Select the Programs Tab above. 

Health Promotion, Wellness, Healthy Aging

Prevention and wellness programs are cost effective methods of maintaining independence for older persons. The Network has been involved in prevention and is now accelerating activities and actions. This includes: increasing emphasis on health and wellness through focused/targeted program initiatives; coordinating these activities with the chronic disease prevention initiatives;  the AoA-funded, evidence-based, chronic disease self-management program; and establishing a new NYSOFA Senior Health Check-Up program that promotes the use of Medicare screenings for chronic diseases. See 08-IM-02 Senior Health Check-up (March 7, 2008)

08-IM-07 Planning Guidance on Public Health Priorities for Local Health Departments(August 19,2008);
08-IM-06
A Report entitled “A Summary of Good Practices on Health Promotion and Disease Prevention Programs: Results of a Statewide Survey"(July 29,2008);
08-IM-03 Senior Health Check-Up – Focus on Diabetes Risk Assessment and Diabetes Coalitions(May 30,2008)

Prevention Agenda Toward the Healthiest State - Ten Priorities for Improving the Health of all New Yorkers  This recent new site includes the NYS Department of Health 's ten priorities for preventive health, all but one affects New York State's older population. Each section describes the objectives and a link to indicators to track these priorities. There is also a section entitled "Prevention Works" that links to Return on Investment articles and reports on the effectiveness of prevention. Also see the section entitled " Community Health Planning Approach" that describes the work that local health departments are required to do including a Community Health Assessment and addressing at least two to three prevention priorities.

Supporting Materials:
Senior Health Check-Up Call 1-800-Medicare, or visit www.medicare.gov for a complete overview of Medicare's preventative benefits and other relevant publications. Medicare's preventive benefits.

Screening for Colorectal Cancer: Colorectal cancer is largely preventable through screening, which is recommended for all adults ages 50 and older. Screening can also detect cancer early, when it is easiest to treat and cure. Medicare covers various types of screens for both men and women so please refer to the following websites for more information.
National Cancer Institute Website: www.cancer.gov/cancertopics/types/colon-and-rectal 

Glaucoma Screening: Medicare covers one Glaucoma screen every 12 months for those individuals at high- risk for developing the disease.  These risk- factors include: having diabetes, a family history of Glaucoma, and being over 50 years old and African American. The following websites have more information on Glaucoma screens, as well as general information about the disease.
Medicare Screening Glaucoma Information Glaucoma Foundation: www.glaucomafoundation.org/index.php


NY Connects: Choices for Long Term Care
The goal of NY Connects is to provide locally accessible, consumer-centered access points that provide comprehensive information about long term care options and linkages to services for individuals of all ages with long term care needs. For More information select the Programs tab above, select State Programs and then NY Connects: Choices for Long Term Care.

Project 2015  History of the Project 2015 initiative, its current status, and action steps and developments that New York State government agencies have undertaken during 2005 as they prepare for the impact of an aging, more diverse population through this initiative.

Third Age Committee & Conference - "The Third Age Committee sponsors an annual conference and is dedicated to focusing on issues for aging persons with developmental disabilities."

Geriatric Mental Health Council -June 2007

Family Caregiver Council

NYSOFA is to organize and lead a Family Caregiver Council. This council should address and include five basic elements:

(a) a strong statement of support for family caregivers;
(b) a comprehensive mapping and evaluation of existing services and family caregiver needs;
(c) a review of key policies and practices;
(d) the establishment of a mechanism to coordinate these activities and to propose new and expanded services and policy implementation; and
(e) a focus on strengthening local agencies to reach, assess, and
support caregivers. There is no language on how to organize, whom to invite, etc. It is open to development through our collective wisdom.

Family Caregiver Council Guidelines      


Most Integrated Setting Coordinating Council (MISCC) May 2007  The  (MISCC) was established in 2003. The MISCC was charged with producing a set of guidelines and recommendations designed to enhance New York's commitment toward providing services to individuals with disabilities in the most integrated setting.

Fiscal

NYSOFA FISCAL CONTACTS
Grants & Contract Administration Section   Fiscal Team Staffing Assignments  --- June 2015

08-TAM-01 Fiscal Options Available to Area Agencies on Aging See Issuances

FISCAL REFERENCE MATERIALS 
NYSOFA E-Learning  Center

Index of Fiscal Laws, Regulations and Policies

Elder Law click link and follow instructions below
On this page, the last hyperlink at the bottom is "Laws of New York".  The visitor will click on that hyperlink.  
On the next page, the visitor will click on the hyperlink "ELD" Elder Law  
The next page brings the visitor to the Articles and Titles of the Elder Law.  The visitor would then click on the hyperlink for the Article or Title that he/she wants to view.  By clicking on the Title 1, the visitor can then view each section of the Elder Law.  
If the visitor is interested in viewing the Laws that govern EPIC, they would click on Title 3.

Official Compliation of Codes, Rules & Regulations of the State Office for the Aging
State regulations have been adopted to provide program guidance to area agencies on aging The regulations define and describe programs and establish rules for delivery AAA directors should be familiar with the regulations. The regulations serve as a reference guide and should be the first place to look when you have programmatic questions.

NYSOFA Regulations click link and follow instructions below
Once the Visitor clicks on the above link, they should then click on TITLE 9 - EXECUTIVE DEPARTMENT.
The visitor should then click on the "expansion box" in front of Subtitle Y New York State Office for the Aging.  
By clicking on the "expansion box", it brings the visitor to the Chapters of NYSOFA's regulations.  The visitor would then click the "expansion box" to view the Parts inside of each chapter.  
By clicking the "expansion box" in front of each Part, the visitor can then view the sections contained in each part.  
To view a particular section, the visitor would click the hyperlink for the section that the visitor would like to view. 

 

EISEP Program Standards

Federal Administration on Aging
The Older Americans Act (OAA) of 1965, as amended. 

Code of Federal Regulations (CFR)
45CFR Part 1321, Subparts A-D - Grants to State and Community Programs on Aging   http://www.access.gpo.gov/nara/cfr/waisidx_02/45cfr1321_02.html

45CFR Part 74 (Administration of Grants)  http://www.access.gpo.gov/nara/cfr/waisidx_99/45cfr74_99.html

45CFR Part 92 (Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments) http://www.access.gpo.gov/nara/cfr/waisidx_02/45cfr92_02.html

20CFR Part 641 - Senior Community Service Employment Program; Final Rule Part 641 - http://www.access.gpo.gov/nara/cfr/waisidx_02/20cfr641_02.html

Single Audit Act of 1984 - Amended by PL 104-156 (1996)

Office of Management and Budget
OMB Circular A-133 Audits of States,Local Governments and Non-Profit Organizations Compliance Supplement - A-133

OMB Circular A-87   Cost Principles - Local Governments 

OMB Circular A‑102  Uniform Admin.Req.Grants-Local Governments http://www.whitehouse.gov/omb/circulars/a102/a102.html

OMB Circular A‑110  Uniform Admin.Req.-Not-for-Profits http://www.whitehouse.gov/omb/circulars/a110/a110.html

OMB Circular A-122  Cost Principles-Not-for-Profits http://www.whitehouse.gov/omb/circulars/a122/a122_2004.html


NYSOFA Communications of Fiscal Significance (i.e. PIs, IMs, TAMs) Issuances
Matching and other Program Requirements
Schedule of Document Due Dates ‑‑ Major Programs VOUCHER DUE DATES
Fiscal Requirements for Administration of Grants

PROCESS AND IMPORTANT DUE DATES  
Annual Grant Process
Due Dates for Major Grant Programs
Timeline for Administrative Actions for Federal and State Aid Grants

APPLICATIONS AND BUDGET FORMS 
03-PI-05  NYSOFA Policy on Program Income (April,2003). Review NYSOFA's Program Income Policy and recommended cash management controls(attached) against local policies to ensure that income received from program participants is appropriately collected, protected and used to expand and support services thereby providing the maximum benefit to older New Yorkers and their caregiver.

SFY Annual Implementation Plan (AIP) See Issuances

NYConnects Forms and Instructions are available by selecting Programs from the tabs above then selecting State Programs.

ALLOCATION SCHEDULES: See Issuances listed by year allocations schedules listed under Program Instructions.

VOUCHERING PROCEDURES AND VOUCHERING FORMS
State Programs
08-PI-03 State Funded Programs: EISEP,CSE,SNAP,CSI,LTCOP.  See Forms for Fiscal Reporting Forms in Excel or Word format.
08-PI-22 Vouchering Procedures – AAA Costs Incurred Under NY Connects(October14, 2008)
16-PI-05Direct Care Worker Worksheet

Federal Programs
01-PI-20  Title III, VII & Miscellaneous Program Vouchering Procedure:  Title III-B,Title III-C-1,Title III-C-2,Title III-D,Title III-E,LTCOP  NOTE: When NYSOFA intends to use these forms for a miscellaneous program, we will advise the grantee(s) in their award letter(s).
01-PI-21 Revised Federal Cost Classification and Cost Categories and Revised Vouchering Procedures for Title V
06-2012 AoA Nutrition Services Incentive Program Vouchering Procedure   

Miscellaneous Programs:  Alzheimers, Evidence Based Health  Promotion

Programs Administered by the Accounting Unit

  • Foster Grandparents Program (FGP)
  • Naturally Occuring Retirement Communities (NORC-SSP)
  • Neighborhood Naturally Occuring Retirement Communities-(NNORC)Respite
  • Retired and Senior Volunteer Program (RSVP)
  • Social Adult Day Services Program (SADS)
  • Regional LTCOP PRogram
  • Independent Living Centers (CILCs)
  • Managed Care Consumer Assistance Program (MCCAP)

BUDGET MODIFICATION PROCEDURES 
05-PI-09 Modification Procedures for Grant Applications (June 15) Title III-B, Title III-C-1, Title III-C-2, Title III-D, Title III-E, CSE, SNAP, Energy, EISEP, Title V, HIICAP, LTCOP Other: CSI, CRC and all other miscellaneous NYSOFA programs

CLOSE-OUT INFORMATION AND REPORTS  

FISCAL MONITORING FORMS 

08-PI-15 Single Audit Sanction Policy(August 5, 2008)  Area Agencies on Aging (AAAs) are responsible for ensuring their compliance with the applicable federal audit requirements. Area agencies are also responsible for ensuring that their subcontractors receiving federal funds comply with the audit requirements.

Reporting

Reporting Systems: Consolidated Area Agency Reporting System (CAARS) & Client Data System: Updated CAARS and Client Data Forms and Instructions.

Web Site Access NYSOFA has instituted a secure system for access to our web pages and applications. What does this mean for AAA users? It means that the user name and password first established for use with the AAARIN site will now be used for all NYSOFA web pages and applications. For those who do not have one and need it, a request can be made by the AAA Director through their ASR. User IDs and passwords are sent via US mail.

NYSOFA Budgeting and Reporting Systems The CAARS Data Entry page has been revised. Area Agency staff will no longer be choosing a county and logging in with that county's password. Instead, staff will use their individual NYSOFA IDs and passwords to log in. Additionally, while the CAARS and AIP forms themselves will remain the same, the "look and feel" of the system will be changing. These changes will make the system more user-friendly, accessible, and secure. The new link for this is: https://reporting.aging.ny.gov. For further instructions review Budgeting and Reporting document .

NYSOFA Data Exchange This site is used when submitting the associated client files to NYSOFA (The three required client and the three optional client data files.) This site will be used when NYSOFA needs to transmit a file to an AAA that exceeds e-mail size limits. It will also be used to house the AAA’s approved AIP in their county folder to make them available for download. The link for this site is: https://datax.aging.ny.gov . For further instructions review Data Exchange document.

NYSOFA Report Viewer NYSOFA has long had a policy of providing reports using the data submitted using the CAARS, AIP, and recently the client files. Currently these reports are created after the majority of reports have been received from the AAAs and made available as a PDF file on the AAARIN site under Reporting. In the past users were able to run units of service and expenditures reports from the CAARS Data Entry pages. Using this site allows authorized users to select a report, select their county and time period and run the report. These reports can be printed or exported to a PDF file or MS Excel format. The link for this site is: http://reportviewer.aging.ny.gov:8080/InfoViewApp/logon.jsp. For further instructions review NYSOFA Report Viewer document.

In order to fulfill NYSOFA's monitoring responsibilities, NYSOFA must collect data on local program activities. Data is used by the New York State Office for the Aging (NYSOFA) for a wide range of purposes including: support for advocacy and increased funding at the state and federal level and for accountability to federal and state control agencies and the legislature. Data is also useful for grants management activities at the state and Area Agency on Aging (AAA) level. It is essential that all data reported is accurate and reliable.

Planning and Monitoring
Annual Implementation Plans (AIP)

Forms

Consolidated Area Agency Reporting System Forms
Reporting System

Fiscal Reporting Forms
STATE PROGRAMS
The following forms are included in the State Vouching Procedures [Excel file] (01/2008) 
08-PI-03 Vouchering Procedures for State Funded Programs

  • Fiscal Reporting Form  (OFA No. 236) (Excel) Description:Used to report cash expenditure data,compare expenditures to approved budget amounts, and track status of any advance received.For EISEP, it requires completion of the cumulative amounts for services for compliance with minimum/maximum percentage requirements. 
  • Fiscal Reporting Form Supporting Schedule OFA No.257 Description:Provides more detail on expenditures in the Equipment and Other Expense line items.Describes any local matching cash and program income expended during the report period.
  • Subcontract Expenditure Report OFA No.53 Description:Used to report payments made to contractors during the reporting period.
  • In-Kind Certification Record OFA No.54 Description:Used to report any third party in-kind received during the period.
  • Equipment Inventory & Disposition Form OFA No.29 Description:Used for reporting purchase of equipment that is,items having a unit cost of $1,000 or more and a useful life of more than one year. Also contains a section to be completed when disposing of equipment.
  • Budget Program Modification Request OFA No.409

Claim for Payment AC3253-S (01/12) (Excel) (PDF) Description:Standard claim form used for requesting either an initial advance payment or reimbursement for program expenditures.

FEDERAL PROGRAMS
Title III,Title VII and Miscellaneous Program Reporting Forms

Federal Vouchering Forms (Excel) ;  01-PI-20 Title III, VII & Miscellaneous Program Vouchering Procedure

Final Accounting Statement -Must be completed by the area agency and submitted in duplicate with the final State of New York - State Aid Voucher for Title III-B, III-C-1, III-C-2 and III-E.

Health Insurance Information Counseling and Assistance Program (HIICAP) and Medicare Improvements for Patients and PRoviders Act (MIPPA)
HIICAP Vouchering Procedure  (07/2016)
HIICAP Vochering Form (Excel)
MIPPA Form (Excel)

Nutrition Services Incentive Program (NSIP)
Subcontractor/Caterer Expenditure Report OFA No. 271 (12/2006)

Senior Community Service Employment Program (Title V)
Title V Vouchering Procedures  (07/2007)
Title V Non-Federal In-Kind Certification Record OFA No.85 (08/2005)