Skip Navigation  
acfbanner  
blueline
Department of Health and Human Services Administration for Children and Families
          
ACF Home   |   Services   |   Working with ACF   |   Policy/Planning   |   About ACF   |   ACF News   |   HHS Home

  Questions?  |  Privacy  |  Site Index  |  Contact Us  |  Download Reader™Download Reader  |  Print Print      

Administration on Developmental Disabilitiesskip to primary page content

ADD-IM-08-01

Issued 10/31/07
Changes in format and medium (electronic) for Financial Status Reporting for State Councils on Developmental Disabilities (Councils) and Protection and Advocacy Systems (P&As).

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 (see OLDC Request Form) for financial status reporting. 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 (see List of OLDC Contacts By Region, which also lists the States assigned to each region).

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 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:

or

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

/s/

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