AIDD Guidance and Information Memorandums

  • AIDD-IM-19-01: Administrative Requirements of Federal Grant Funds pertaining to Obligation, Liquidation, and Date of Completion: WordPDF
  • AIDD-PI-19-01: Liquidation waiver process, eligibility, and instructions for unliquidated obligations at the end of the liquidation period for State Councils on Developmental Disabilities (DD Councils or SCDD) and Protection & Advocacy (P&A) grant awards: Word, PDF
  • FAQs: Frequently Asked Questions on Obligation and Liquidation: WordPDF
  • AIDD-IM-16-1: Protection & Advocacy Program Guidance on FY 2016 Appropriations Language: PDF
  • AIDD IM-15-1: Formula Grants (for Councils and P&As): PDF
  • ADD PI-01-1: Lobbying: PDF
ADD-IM-08-01: Changes in format and medium (electronic) for Financial Status Reporting for State Councils on Developmental Disabilities (Councils) and Protection and Advocacy Systems (P&As)

Issued 10/31/07

To:

State Councils on Developmental Disabilities
Designated State Agencies
Protection and Advocacy Systems
Regional Office ADD Liaisons

Subject:

Changes in format and medium (electronic) for Financial Status Reporting for State Councils on Developmental Disabilities (Councils) and Protection and Advocacy Systems (P&As)

Discussion:

This is to share with you the formats and procedures for gaining access on OLDC and electronically submitting the financial status reports in the required formats:

  • for P&As: SF-269;
  • for Councils/DSAs: ADD-02 and also ADD-02B.
    • Councils work with Designated State Agencies (DSAs) in financial reporting.
    • Councils/DSAs are no longer required to submit either the SF269 or the SF269A (short form).

You will need to identify two people (plus backups) in your organization to have this OLDC access:

  • Data Entry Person (one plus a backup)
  • Authorized Official: a person to vouch for the accuracy of the data and who is an official authorized to submit the report (one plus a backup).
    • Additionally, you may optionally request that an employee be given authority to create one or more read-only accounts, and that person may be one of the above persons.

Please submit by email the completed request forms for OLDC access for financial status reporting, which can be obtained by contacting Syed Rafiuddin at syed.rafiuddin@acl.hhs.gov. One request form will be completed for each of the people being granted this OLDC access. These completed request forms are to be emailed to the Regional Office OLDC contact.

If you wish to have a person with authority to create read-only accounts, that person may be one of the above two people (i.e., Data Entry or Authorized Official), or may be some third person.

For each request form you submit, please provide the following information:

  • Name (of staff person for whom access is being requested)
  • Phone number
  • Title (only for the Authorized Official)
  • E-mail address
  • Browser name (the browser on the PC of this person, such as Internet Explorer)
  • Browser version (e.g., 4.0.1)
  • Person Type: indicate “Grantee Staff”
  • Do you currently have an OLDC account? (Yes/No)
  • For which State(s)/Territory(s)/Tribe(s)/Grant do you need access?... write the name of your State/Territory/Tribes
  • Program: Council/DD or P&A/DD
  • Form:
    • P&As: SF-269
    • Councils: both ADD-02 and ADD-02B
  • Job Type: Either “Data Entry” or “Authorized Official”
  • Additional Roles: you may optionally request “Read-Only Account Manager”
  • E-mail notification upon Submit (Yes/No)... we recommend that you select “Yes”

For Councils only: it is important that you discuss the above with staff from the DSA, and negotiate who will carry which roles. Please note that you will need access to both the old ADD-02 as well as to the new ADD-02B. The ADD-02 will be used to report FY2005 and FY2006 funding, while the ADD-02B will be used to report FY2007 (and later) funding.

For both Councils and P&As: If you have Program Income, please report it only once, even if you submit financial status reports for more than one year of federal funding. Please report your Program Income in your first-year report (i.e., the report for funding awarded in the most recent fiscal year). For example, this autumn you will report Program Income in the report for funding awarded in FY2007... a year from now you will report Program Income in the report for funding awarded in FY2008), etc... Please note that the reporting of Program Income is cumulative only over the course of the reporting year... it represents total expenditures during only the reporting year, and the status of balances as of the end of that fiscal year.

Change in Reporting Requirements:

As noted in an earlier information memorandum (ADD-IM-06-01), the Council and P&A programs submit their reports annually, having 90 days to report, beginning October 1 following the end of the fiscal year being reported (i.e., the reporting year).

Beginning this autumn (i.e., reporting of expenditures through September 30, 2007), these programs are also to make changes in reporting medium (electronic) and format.

The electronic medium will be On-Line Data Collection (OLDC) system, managed by ACF. Designated staff can get OLDC accounts by having an OLDC request form, obtained by contacting Syed Rafiuddin at syed.rafiuddin@acl.hhs.gov, submitted by email to the OLDC Contact in their region (List of OLDC Contacts By Region) by an authorized grant program official.

With regard to format, the P&A program will continue to use the SF269. The Council program/DSA will discontinue using the SF269 and SF269A, and will commence using the following forms:

  • for reporting of FY2005 funding: ADD-02
  • for reporting of FY2006 funding: ADD-02
  • for reporting of FY2007 funding: ADD-02B
  • for reporting of funding awarded after FY2007: ADD-02B.

These formats can all be found on the OLDC system.

Inquiries To:

ADD:

Jocelin Gridley
202-690-8776
jgridley@acf.hhs.gov

or

Office of Grants Management:

Joseph Lonergan
joseph.lonergan@acf.hhs.gov


Thanks for your cooperation as we take this critical step in managing our financial reporting.

Faith T. McCormick
Director, Office of Programs
Administration on Developmental Disabilities
Administration for Children and Families
200 Independence Avenue, SW, Room 405-D
Washington, DC 20201
faith.mccormick@acf.hhs.gov
202-401-6970

ADD-IM-06-01: Changes in Frequency of Financial Status Reporting for State Councils and Protection and Advocacy Systems

Issued 10/25/05

To:

State Councils on Developmental Disabilities
Designated State Agencies
Protection and Advocacy Systems
Regional Office ADD Liaisons

Subject:

Changes in Frequency of Financial Status Reporting for State Councils and Protection and Advocacy Systems

Legal and Related References:

The Developmental Disabilities Assistance and
Bill of Rights Act of 2000 (42 U.S.C. 15001, est seq.)
P.L. 106-402 Final Rule, 45 CFR Part 1386

Discussion:

Two state-designated recipients of federal financial support authorized under the Developmental Disabilities Assistance and Bill of Rights Act of 2000 (the DD Act) are the State Councils on Developmental Disabilities (Councils) authorized under Subtitle B of the DD Act and Protection and Advocacy Systems (P&As) authorized under Subtitle C. Regulations covering both of these programs are found in 45 CFR, Part 1386, and require that financial status reports be submitted to the Administration for Children and Families (ACF).

The regulations in Part 1386.32 provide the requirement for the Councils, specifying that the “Governor or appropriate State financial officer” must submit this report. The DD Act, in Section 125(d)(3)(C)(i), specifies the “Designated State Agency (DSA) as being responsible to “receive, account for, and disburse funds.” Thus it is the DSA that is responsible on behalf of the Governor and the state to submit the financial status report forms. In practice it is noted that the significant authorities granted to the Council to implement the program require its parallel involvement with the DSA in financial status reporting. Under Information Memorandum ADD-IM-03-02, the financial status reporting comprises the use of the ADD-02 in combination with the SF-269A (Short Form).

The regulations in Part 1386.23 provide the requirement for the P&A’s, specifying that the agency implementing the P&A System must submit the financial status report, the SF-269 (Long Form).

Both of these paragraphs in the regulations specify that the frequency interval for reporting will be specified by ACF, but not more frequently than quarterly. Currently both programs are required to report every six months.

Change in Reporting Requirements

The required schedule for reporting will change October 1, 2005. To reduce the financial reporting burden, the reporting requirement for both programs [DSAs (with Councils) and P&As] will change to annual financial status reporting. The reporting period will be October 1 through September 30 for each open federal fiscal year and your report must be submitted within 90 days of the end of the period (December 30). Note the change to annual financial status reporting provides additional time for submission; formerly it was only 30 days.

Inquiries To:

Jocelin Gridley
Office of Programs
Administration on Developmental Disabilities
Mail Stop HHH, 405-D
370 L'Enfant Promenade, SW., Aerospace Building
Washington, D.C. 20447
Telephone: (202) 690-8776

Patricia Morrissey
Commissioner
Administration on Developmental Disabilities

ADD-IM-03-02: Announcing State Councils on Developmental Disabilities, ADD-02/SF-269 Financial Status Reporting Format (No. 0980-0212)

Issued 8/5/03

To:

State Councils on Developmental Disabilities
Designated State Agencies
Regional Office ADD Liaisons

Subject:

Announcing State Councils on Developmental Disabilities, ADD-02/SF-269 Financial Status Reporting Format (No. 0980-0212)

Legal and Related References:

The Developmental Disabilities Assistance and Bill of Rights Act of 2000 (42 U.S.C. 15001, est seq.) P.L. 106-402 Final Rule, 45 CFR Part 1386

Discussion:

The ADD-02 in combination with the SF-269 is the required financial status reporting form for the State Council on Developmental Disabilities program funded under Subtitle B of the Developmental Disabilities Assistance and Bill of Rights Act of 2000 (DD Act), Public Law 106-402. The ADD-02/SF-269 supersedes the old ADD-01/SF-269 that was formerly used to report financial status information. This new form is designed for reporting on a single form the financial status of funding provided during the current fiscal year together with the financial status of one-year prior and two-years prior fiscal years funding.

Inquiries To:

Jocelin Gridley
Division of Program Operations
Administration on Developmental Disabilities
Mail Stop HHH, 300F
370 L’Enfant Promenade, SW., Aerospace Building
Washington, D.C. 20447
Telephone: (202) 690-8776

Patricia Morrissey
Commissioner
Administration on Developmental Disabilities

Attached:

Form ADD-02 Front
Form ADD-02 Back

ADD-02: Instructions on Use

What is the ADD-02?

The ADD-02 in combination with the SF-269 is the required financial status reporting form for the State Council on Developmental Disabilities program funded under Subtitle B of the Developmental Disabilities Assistance and Bill of Rights Act of 2000 (DD Act), Public Law 106-402. The ADD-02/SF-269 supersedes the old ADD-01/SF-269 that was formerly used to report financial status information. This new form is designed for reporting on a single form the financial status of funding provided during the current fiscal year together with the financial status of one-year prior and two-years prior fiscal years funding.

Submitting the ADD-02

Two reports are to be submitted to the Regional Office annually using this form: the Mid-Year Report and the Year-End Report.

  • Mid-Year Report:Submit this report to cover the report period of October 1 through March 31
  • Year-End Report:Submit this report to cover the report period of April 1 through September 30.

These reports must be submitted within 30 days after the end of the period, based on then available data. If data are missing for some transactions at the time of these deadlines for these reports, then the additional data should be incorporated in later reports.

Four other financial status reports are submitted using this form:

  • Revised Reports
  • Waiver Reports
  • Final Reports and
  • DSA Redesignation Interim Reports

These additional reports are described below.

Completing the ADD-02

The numbered items below refer to numbered parts of ADD-02.

Item 1. Designated State Agency: Official name of the agency designated by the Governor to carry out Section 125(d) of the Act.

Item 2. State: Provide the name of the State or territory.

Item 3. Report Period: __/__/_____ to __/__/______

Provide the beginning and end dates of the period being reported, in the form of MM/DD/YYYY. In these directions, “current Federal fiscal year” refers to the Federal fiscal year of the “Report Period.” The report period for these reports are as follows:

  • for a Mid-Year report: For FFY 2004: 10/01/2003 to 03/31/2004.
  • for a Year-End report: For FFY 2004: 4/01/2004 to 9/30/2004.
  • for a Revised Report: Same as the report it revises.
  • for a Waiver Report: Provide dates of the beginning and end of the waiver period (see “Waiver Report”).
  • for a Final Report: Provide dates for the beginning of the award-fiscal-year and the end of the last period in which the funding was expended.
  • for an Interim report during a change in the designated State agency: Use effective date of re-designation.
Financial Status:

Provide the following data, rounded to the nearest dollar, for each of these rows.

Rows a. through g.

a. “Goal Activities, undertaken by Council/staff”: Subtitle B Federal funding for activities related to the goals referenced in Section 124(c)(5)(B)(i) undertaken in-house by State Council members or State Council staff

b. “Goal Activities, Poverty Area”: Subtitle B Federal funding for activities related to the goals referenced in Section 124(c)(5)(B)(i) not done in-house, benefiting persons with developmental disabilities residing in poverty areas

c. “Goal Activities, Other”: Subtitle B Federal funding for activities related to the goals referenced in Section 124(c)(5)(B)(i) other than above

d. ”General Management”: Subtitle B Federal funding for personnel, budget/finance/reporting not included as part of Goal Activities nor Functions of the Designated State Agency

e. ”Functions of Designated State Agency (FDSA), Federal Participation”: Subtitle B Federal funding for Federal participation in the Functions of the Designated State Agency, as referenced in Section 124(c)(5)(B)(vi)

f. “Total Federal (a. through e.)”: For each column, sum of the lines a. through e., described above (see SF-269, Col.III)

g. “State Match (including FDSA + Prog.Inc.)”: Total funding (or in-kind value) from State or local sources

row h.

“Functions of Designated State Agency (FDSA), State Participation”: Report only funding actually expended (or estimated to be expended) in the reported Federal fiscal year... report only one number (expenditures) for each previous year

Example:

The State has an annual allotment in excess of $1 million. As of April 25 when the Mid-Year Report is prepared, State records indicate the following data for FDSA for the period October 1 through March 31:

 

Expended

Obligated

Planned

Total FDSA (actual cost):

$60,000

$10,000

$50,000

Federal Partic.(Row e, column 4):

$25,000

$4,167

$20,833

State Partic.(Row h, column 4):

$35,000

$5,833

$29,617

Records show State Participation in FDSA last Federal Fiscal Year came to $68,000 (reported on row h, column 5); this is in compliance since State Participation increased to $70,000.

In the later half of October when the Year-End Report is prepared, State records indicate the following data for FDSA for the period October 1 through September 30:

 

Expended

Obligated

Planned

Total FDSA (actual cost):

$115,000

$0

$0

Federal Partic.(Row e, column 4):

$47,000

$0

$0

State Partic.(Row h, column 4):

$68,000

---

---

Note that there is only $47,000 Federal Participation, due to maintenance of State participation ($68,000, State Participation during previous Federal Fiscal Year). The unused $3,000 of current year Federal funding planned for FDSA can be used elsewhere in the program.

row i.

“Program Income(including used as match)”: Program income is reported by semiannual (6 month) period only (expenditures during and balance at end of). Report program income by: 1. total expended during the period (a half year); 2. balance of unliquidated obligations; and 3.balance remaining unobligated and unexpended (in the “Estimates” column). If reported program income data are found to be in error after submission of the report, then correct by adjusting the next period’s program income reported, and indicate the correction in the “Remarks” section. Please contact the regional office about significant errors.

Example:

The periods in this example are semiannual.

Period 1 (Mid-Year Report)
The Council does not have a history of program income.

 

Expended

Obligated

Planned

i. Program Income

-0-

-0-

-0-

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Last modified on 06/19/2020


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