Area Agencies on Aging - Important Dates

This list of important dates is for Area Agency on Aging (AAA) Directors, Fiscal Officers, 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 31; January 1 to March 31; and April 1 to June 30.

This list of important AAA submission dates to CDA covers the following program areas:

  • Title III/VII (Older Americans Act)
  • Title V (Senior Community Service Employment Program)
  • Health Insurance Counseling and Advocacy Program (HICAP)
  • Long-Term Care Ombudsman Program
  • Medicare Improvements for Patients and Providers Act (MIPPA)
  • Appropriations Act (AA) Senior Community Service Employment Program

For more AAA performance data reporting instructions and forms please visit Area Agencies on Aging - Performance Data Reporting Instructions and Forms.

For additional AAA fiscal forms and documents please visit Fiscal Forms and Documents.

For more HICAP information for personnel and volunteers please log in at HICAP.

July Event
1 Beginning of Fiscal Year
1 Fully executed contracts in place (all programs)
1 MIPPA Closeout (CDA 230m)
15 Title V Monthly Expenditure Report/Request for Funds (CDA 29)
15 Appropriations Act Monthly June Expenditure Report (CDA 29AA)
15 Title V (SCSEP) SPARQ 4th Quarter QPR and Year End Final SPARQ QPR
15 Statewide HICAP Automated Reporting Program (SHARP) Quarterly Performance Submission
20 MIPPA Monthly Reporting Tool
30 HICAP Monthly Expenditure Report/Request for Funds (CDA 245)
30 2MIPPA Monthly Expenditure Report/Request for Funds (CDA 245 2m)
30 Title III/VII Monthly Detailed Expenditure/Request for Funds Submission (CARS)
30 2MIPPA Financial Closeout (CDA 230 2m)
31 Ombudsman SDF/SNFQAF Monthly Expenditure Report/Request for Funds (CDA-OMB-300)
31 California Aging Reporting System (CARS) NAPIS SPR (Title III/VII) Quarterly Performance Submission
31 CA Legal Services (Title III B) Quarterly Report (CDA 1022)
31 OmbudsManager Quarterly Report (OSLTCO S301)
31 Elder Abuse Prevention (Title VII B) Quarterly Activity Report (CDA 1037)
August
1 Title V Financial Closeout (CDA 90 )
1 Appropriations Act (AA) Financial Closeout (CDA 90AA)
15 Title V Monthly Expenditure Report/Request for Funds (CDA 29)
15 HICAP Financial Closeout (CDA 230 )
20 MIPPA Monthly Reporting Tool
30 HICAP Monthly Expenditure Report/Request for Funds (CDA 245)
30 2MIPPA Monthly Expenditure Report/Request for Funds (CDA 245 2m)
30 Title III/VII Monthly Detailed Expenditure/Request for Funds Submission (CARS)
30 Area Plan Title III/VII Financial Closeout (CDA 180)
31 OVRI/SNF QAF Closeout (OMB-CDA 002)
September
15 Title V Monthly Expenditure Report/Request for Funds (CDA 29)
15 HICAP SHIP Grant Mid-Term Report Responses
20 MIPPA Monthly Reporting Tool
30 HICAP Monthly Expenditure Report/Request for Funds (CDA 245)
30 2MIPPA Monthly Expenditure Report/Request for Funds (CDA 245 2m)
30 Title III/VII Monthly Detailed Expenditure/Request for Funds Submission (CARS)
30 Ombudsman SDF/SNFQAF Monthly Expenditure Report/Request for Funds (CDA-OMB-300)
30 California Aging Reporting System (CARS) NAPIS SPR (Title III/VII) annual performance submission through NAPISCare
30 End of Federal Fiscal Year (FFY)
October
1 Beginning of Federal Fiscal Year (FFY)
1 Start Planning for possible Area Plan One-Time-Only (OTO) Expenditures
15 Title V Monthly Expenditure Report/Request for Funds (CDA 29)
15 Title V (SCSEP) SPARQ 1st Quarter QPR
15 Statewide HICAP Automated Reporting Program (SHARP) Quarterly Performance Submission
15 HICAP Semi-Annual Unique ID Attestation
20 MIPPA Monthly Reporting Tool
30 HICAP Monthly Expenditure Report/Request for Funds (CDA 245)
30 2MIPPA Monthly Expenditure Report/Request for Funds (CDA 245 2m)
30 Title III/VII Monthly Detailed Expenditure/Request for Funds Submission (CARS)
31 Ombudsman SDF/SNFQAF Monthly Expenditure Report/Request for Funds (CDA-OMB-300)
31 OmbudsManager Quarterly Report (OSLTCO S301)
31 California Aging Reporting System (CARS) NAPIS SPR (Title III/VII) Quarterly Performance Submission
31 CA Legal Services (Title III B) Quarterly Report (CDA 1022)
31 Elder Abuse Prevention (Title VII B) Quarterly Activity Report (CDA 1037)
November
1 Area Plan End of Cycle Report
15 Title V Monthly Expenditure Report/Request for Funds (CDA 29)
20 MIPPA Monthly Reporting Tool
30 HICAP Monthly Expenditure Report/Request for Funds (CDA 245)
30 2MIPPA Monthly Expenditure Report/Request for Funds (CDA 245 2m)
30 Title III/VII Monthly Detailed Expenditure/Request for Funds Submission (CARS)
30 Ombudsman SDF/SNFQAF Monthly Expenditure Report/Request for Funds (CDA-OMB-300)
30 Director Verification of Annual Reports & Explanation/Correction for Logic/Questionable Error Reports
December
1 Area Plan Budget (CDA 122) Revision #1 (estimated date)
1 HICAP Budget (CDA 229) Revision #1 (estimated date)
1 2MIPPA Budget (CDA 229 2M) Revision #1 (estimated date)
1 Title V Budget (CDA 35) Revision #1 (estimated date)
15 Title V Monthly Expenditure Report/Request for Funds (CDA 29)
15 Request Annual Disaster Affirmation
20 MIPPA Monthly Reporting Tool
30 HICAP Monthly Expenditure Report/Request for Funds (CDA 245)
30 2MIPPA Monthly Expenditure Report/Request for Funds (CDA 245 2m)
30 Title III/VII Monthly Detailed Expenditure/Request for Funds Submission (CARS)
30 Ombudsman SDF/SNFQAF Monthly Expenditure Report/Request for Funds (CDA-OMB-300)
January
1 Annual Disaster Affirmation Due
15 Title V Monthly Expenditure Report/Request for Funds (CDA 29)
15 Title V (SCSEP) SPARQ 2nd Quarter QPR
15 Statewide HICAP Automated Reporting Program (SHARP) Quarterly Performance Submission
20 MIPPA Monthly Reporting Tool
22 HICAP SHIP Grant Application Responses
30 HICAP Monthly Expenditure Report/Request for Funds (CDA 245)
30 2MIPPA Monthly Expenditure Report/Request for Funds (CDA 245 2m)
30 Title III/VII Monthly Detailed Expenditure/Request for Funds Submission (CARS)
31 Ombudsman SDF/SNFQAF Monthly Expenditure Report/Request for Funds (CDA-OMB-300)
31 OmbudsManager Quarterly Report (OSLTCO S301)
31 Planning Estimates sent to AAAs (for next fiscal year) (estimated date)
31 California Aging Reporting System (CARS) NAPIS SPR (Title III/VII) Quarterly Performance Submission
31 CA Legal Services (Title III B) Quarterly Report (CDA 1022)
31 Elder Abuse Prevention (Title VII B) Quarterly Activity Report (CDA 1037)
February
1 Prior Year Area Plan Unearned Funds into CARS
15 Title V Monthly Expenditure Report/Request for Funds (CDA 29)
20 MIPPA Monthly Reporting Tool
28 HICAP Monthly Expenditure Report/Request for Funds (CDA 245)
28 2MIPPA Monthly Expenditure Report/Request for Funds (CDA 245 2m)
28 Title III/VII Monthly Detailed Expenditure/Request for Funds Submission (CARS)
28 Ombudsman SDF/SNFQAF Monthly Expenditure Report/Request for Funds (CDA-OMB-300)
March
15 Title V Monthly Expenditure Report/Request for Funds (CDA 29)
20 MIPPA Monthly Reporting Tool
30 HICAP Monthly Expenditure Report/Request for Funds (CDA 245)
30 2MIPPA Monthly Expenditure Report/Request for Funds (CDA 245 2m)
30 Title III/VII Monthly Detailed Expenditure/Request for Funds Submission (CARS)
30 Ombudsman SDF/SNFQAF Monthly Expenditure Report/Request for Funds (CDA-OMB-300)
April
1 Beginning of Federal SHIP-HICAP grant cycle
15 Title V Monthly Expenditure Report/Request for Funds (CDA 29)
15 Title V (SCSEP) SPARQ 3rd Quarter QPR
15 Statewide HICAP Automated Reporting Program (SHARP) Quarterly Performance Submission
15 HICAP Semi-Annual Unique ID Attestation
20 MIPPA Monthly Reporting Tool
30 HICAP Monthly Expenditure Report/Request for Funds (CDA 245)
30 2MIPPA Monthly Expenditure Report/Request for Funds (CDA 245 2m)
30 Title III/VII Monthly Detailed Expenditure/Request for Funds Submission (CARS)
30 Ombudsman SDF/SNFQAF Monthly Expenditure Report/Request for Funds (CDA-OMB-300)
30 OmbudsManager Quarterly Report (OSLTCO S301)
30 Last Date to Submit All Program Budget Revisions
30 California Aging Reporting System (CARS) NAPIS SPR (Title III/VII) Quarterly Performance Submission
30 CA Legal Services (Title III B) Quarterly Report (CDA 1022)
30 Elder Abuse Prevention (Title VII B) Quarterly Activity Report (CDA 1037)
May
1 Area Plan/Area Plan Updates Due
1 All Program Original Budget (estimated date)
15 Title V Monthly Expenditure Report/Request for Funds (CDA 29)
20 MIPPA Monthly Reporting Tool
30 HICAP Monthly Expenditure Report/Request for Funds (CDA 245)
30 2MIPPA Monthly Expenditure Report/Request for Funds (CDA 245 2m)
30 Title III/VII Monthly Detailed Expenditure/Request for Funds Submission (CARS)
30 End of Federal SHIP-HICAP Grant Cycle
31 Ombudsman SDF/SNFQAF Monthly Expenditure Report/Request for Funds (CDA-OMB-300)
June
15 Contract sent by AAAs to CDA with full documentation
15 Title V Monthly Expenditure Report/Request for Funds (CDA 29)
20 MIPPA Monthly Reporting Tool
30 HICAP Monthly Expenditure Report/Request for Funds (CDA 245)
30 2MIPPA Monthly Expenditure Report/Request for Funds (CDA 245 2m)
30 Title III/VII Monthly Detailed Expenditure/Request for Funds Submission (CARS)
30 Ombudsman SDF/SNFQAF Monthly Expenditure Report/Request for Funds (CDA-OMB-300)
30 End of State Fiscal Year (SFY)

Updated August 18, 2011

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