Financial Reporting and Auditing Procedures for Governor's Office of Elderly Affairs

 
Governor’s Office of Elderly
Affairs
 
Financial Report Training
September 18-20, 2023
Pineville, LA
Presented By: Ebony Green
 
Functions of GOEA Auditors
 
Review monthly, quarterly and annual financial reports
 
Review and approve Original and Revised Budgets
 
Review Independent CPA Audit Reports
 
Conduct on-site audit
 
Provide technical assistance and training
 
History of Funds
 
Federal Funds and Standard State Match
Title III
AAA  - Admin
IIIB – Supportive Services
IIIC-1 – Congregate Meals
IIIC-2 – Home Delivered Meals
IIID – Preventive Health
IIIE – National Family Caregiver Support
Ombudsman
Title V
Special Federal Grants
ARP - American Rescue Plan (funding ends FY
2024)
STPH - Expanding the Public Health Workforce
within the Aging Network for States (funding
ends FY2024)
 
 State Funds
-
State Homemaker
-
State Transportation
-
State Home-Delivered Meals
-
PCOA - Senior Center
-
Supplemental Senior Center
 
• General (Local) Funds
 
Financial Reports
 
Due Monthly:
 
Title IIIC-1 Area Agency Administration
Title IIIB – Supportive Services
• Title IIIC-1 Congregate Meals
• Title IIIC-2 Home-Delivered Meals
• Title IIID Preventive Health
• Title IIIE National Family Caregiver Support
• Ombudsman
• SeniorRx
• Title V
 
 
 
 
ARP IIIC-1 Area Agency Administration
ARP IIIB – Supportive Services
ARP IIIC-1 Congregate Meals
ARP IIIC-2 Home-Delivered Meals
ARP IIID Preventive Health
ARP IIIE National Family Caregiver Support
 
 
Note: Please make sure the title of the financial
report reflects American Recovery Plan in the
 
Financial Reports Contd.
 
Quarterly Reports
• Senior Center
• Supplemental Senior Center (1&2)
• Parish Council on Aging (PCOA)
STPH
 
Annual Reports
• Nutritional Services Incentive Program (NSIP)
• Inventory Schedule
• In-Kind Support
 
Financial Reports Contd.
 
Program Income Supplement Report
 
– Due on October 15
th
 and July 31st
 
– Must include Participant Contributions Only
 
– Must agree with the amounts shown on the Title III Financial
    
 
  Reports as Participant Contributions
 
Financial Reports Contd.
 
Monthly/Quarterly Financial Reports are due by the 15
th 
 of the month following the end of the
reporting period.
 
Final and Annual Financial Reports are due by July 31
st
 .
 
Signed copies may be emailed or faxed.
 
Accurate information.
 
Negative fund balances are not recommended, except at June 30th if the agency has been cash
managed. Please transfer funds monthly from local Funds.
 
Excess fund balances are not recommended, transfer the amount of Local Funds needed to
bring the cash on hand to zero (0). Cash on Hand balances in excess of 1,000 may result in
being cash managed.
 
Funds Carried Forward
 
 
Participant contributions may be carried forward; however, a request
must be submitted and approved by GOEA by June 30
th
.
 
Nutrition Supplemental Incentive Program (NSIP)
 
Nutritional Supplement Incentive Program (NISP) Funds
may be carried forward for a period of one fiscal year not to exceed
the contract amount for the current fiscal year
 
Program Income
 
Participant Contributions
 
Sale of Meals
 
Generated Revenues
 
Fund Balances
 
Positive Cash on  Hand balances at June 30
th
 may result in funds
being returned.
 
Accounting Practices
 
Composition of Cost
Direct
Salaries
Operating Cost
Travel
Operating Supplies
Capital Outlay
Indirect
Benefiting more than one program
 
Priority Services
 
Title IIIB Supportive Services
Access 
>
 30%
Assisted Transportation
Case Management
Transportation
Information & Assistance
Outreach
 
Priority Services
 
Homemaker
Chore
Telephoning
Visiting
Adult Day Care
 
Adult Health Day Care
Personal Care
Home Repair/Modification
Sitter Service
 
Title IIIB Supportive Services
In-Home 
>
 15%
 
Priority Services
 
Title IIIE National Family Caregiver Support
Respite Services 
>
 40%
 
Adult Day Care
Adult Day Health Care
In-Home Respite
Individual Care Support
Institutional Respite
 
Priority Services
 
Title IIIE National Family Caregiver Support
Supplemental Services  
<
 20%
 
Material Aid
Sitter Service
Chore
Home Repair/Modification
 
Waiver
 
If you are unable to meet the minimum or maximum percentage
requirements, a waiver must be received from the Home and
Community Based Services Unit prior to the end of the fiscal year.
 
Failure to meet the percentage requirements will result in
disallowed costs and funds required to be returned to GOEA at the
end of the year.
 
Dates to Remember
 
Monthly Financial Reports are due on the 15
th
 of each month
following the close of the previous month.
Quarterly Reports are due on the 15
th
 of the month following the
close of each quarter (October, January, April).
Final Financial Reports and Annual Reports are due July 31
st
 .
Program Income Reports are due October 15
th
 and July 31
st .
CPA Audit reports are due December 31
st
 .
 
Questions/Comments
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This document outlines the financial reporting and auditing procedures followed by the Governor's Office of Elderly Affairs (GOEA). It includes details on monthly, quarterly, and annual financial reports, budget approvals, audit reviews, funding history, and specific requirements for various programs. The GOEA auditors review and approve financial reports, conduct audits, and provide technical assistance and training. Various federal and state funds are utilized for programs supporting the elderly, with reporting deadlines and specific guidelines for program income supplements.


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  1. Governors Office of Elderly Affairs Financial Report Training September 18-20, 2023 Pineville, LA Presented By: Ebony Green

  2. Functions of GOEA Auditors Review monthly, quarterly and annual financial reports Review and approve Original and Revised Budgets Review Independent CPA Audit Reports Conduct on-site audit Provide technical assistance and training

  3. History of Funds Federal Funds and Standard State Match Title III AAA - Admin IIIB Supportive Services IIIC-1 Congregate Meals IIIC-2 Home Delivered Meals IIID Preventive Health IIIE National Family Caregiver Support Ombudsman Title V Special Federal Grants ARP - American Rescue Plan (funding ends FY 2024) STPH - Expanding the Public Health Workforce within the Aging Network for States (funding ends FY2024) State Funds - State Homemaker - State Transportation - State Home-Delivered Meals - PCOA - Senior Center - Supplemental Senior Center General (Local) Funds

  4. Financial Reports Due Monthly: ARP IIIC-1 Area Agency Administration ARP IIIB Supportive Services ARP IIIC-1 Congregate Meals ARP IIIC-2 Home-Delivered Meals ARP IIID Preventive Health ARP IIIE National Family Caregiver Support Title IIIC-1 Area Agency Administration Title IIIB Supportive Services Title IIIC-1 Congregate Meals Title IIIC-2 Home-Delivered Meals Title IIID Preventive Health Title IIIE National Family Caregiver Support Ombudsman SeniorRx Title V Note: Please make sure the title of the financial report reflects American Recovery Plan in the

  5. Financial Reports Contd. Quarterly Reports Senior Center Supplemental Senior Center (1&2) Parish Council on Aging (PCOA) STPH Annual Reports Nutritional Services Incentive Program (NSIP) Inventory Schedule In-Kind Support

  6. Financial Reports Contd. Program Income Supplement Report Due on October 15th and July 31st Must include Participant Contributions Only Must agree with the amounts shown on the Title III Financial Reports as Participant Contributions

  7. Financial Reports Contd. Monthly/Quarterly Financial Reports are due by the 15th of the month following the end of the reporting period. Final and Annual Financial Reports are due by July 31st . Signed copies may be emailed or faxed. Accurate information. Negative fund balances are not recommended, except at June 30th if the agency has been cash managed. Please transfer funds monthly from local Funds. Excess fund balances are not recommended, transfer the amount of Local Funds needed to bring the cash on hand to zero (0). Cash on Hand balances in excess of 1,000 may result in being cash managed.

  8. Funds Carried Forward Participant contributions may be carried forward; however, a request must be submitted and approved by GOEA by June 30th. Nutrition Supplemental Incentive Program (NSIP) Nutritional Supplement Incentive Program (NISP) Funds may be carried forward for a period of one fiscal year not to exceed the contract amount for the current fiscal year

  9. Program Income Participant Contributions Sale of Meals Generated Revenues

  10. Fund Balances Positive Cash on Hand balances at June 30th may result in funds being returned.

  11. Accounting Practices Composition of Cost Direct Salaries Operating Cost Travel Operating Supplies Capital Outlay Indirect Benefiting more than one program

  12. Priority Services Title IIIB Supportive Services Access > 30% Assisted Transportation Case Management Transportation Information & Assistance Outreach

  13. Priority Services Title IIIB Supportive Services In-Home > 15% Homemaker Chore Telephoning Visiting Adult Day Care Adult Health Day Care Personal Care Home Repair/Modification Sitter Service

  14. Priority Services Title IIIE National Family Caregiver Support Respite Services > 40% Adult Day Care Adult Day Health Care In-Home Respite Individual Care Support Institutional Respite

  15. Priority Services Title IIIE National Family Caregiver Support Supplemental Services < 20% Material Aid Sitter Service Chore Home Repair/Modification

  16. Waiver If you are unable to meet the minimum or maximum percentage requirements, a waiver must be received from the Home and Community Based Services Unit prior to the end of the fiscal year. Failure to meet the percentage requirements will result in disallowed costs and funds required to be returned to GOEA at the end of the year.

  17. Dates to Remember Monthly Financial Reports are due on the 15th of each month following the close of the previous month. Quarterly Reports are due on the 15th of the month following the close of each quarter (October, January, April). Final Financial Reports and Annual Reports are due July 31st . Program Income Reports are due October 15th and July 31st . CPA Audit reports are due December 31st .

  18. Questions/Comments

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