Title III Administrative and Financial Requirements Policy #13: Data Collection and Reporting Requirements

This content is part of a public comment period. For more information, refer to Minnesota Board on Aging – State Plan on Aging.

Note: We updated content on this page on April 22, 2025. Changed content is indicated with [add] and [delete].

Authority Reference	45 CFR 1321.9(b) Minnesota Statutes 256.975
Operating Category	Title III Administrative and Financial Requirements

Policy

1. The MBA is required to report various programmatic and financial data to state and federal agencies; therefore, the MBA needs to gather programmatic and financial data from AAAs, who in turn need similar data from service providers.

2. The MBA also performs essential monitoring functions based on data, including (but not limited to) monitoring of grant spending, units of service provided, and populations served.

3. This policy is intended to describe data submission requirements from AAAs to the MBA outside of the Area Plan submission process. The policy includes monthly, quarterly, semi-annual, annual, and periodic data reporting requirements.

Procedures

1. AAAs must submit certain data on a monthly basis to the MBA by the close of business on the 15th of each month. MBA will provide AAAs with the form(s) to report the required information at least 10 days prior to the applicable reporting deadline.

A. Payment request workbooks must be submitted on a monthly basis [add] between the first and 15th of each month if the AAA wishes to be paid on a monthly basis. AAAs may submit payment request workbooks on a quarterly basis if they prefer to get paid on a quarterly basis [end add]. The MBA will provide updated payment request workbooks to each AAA in advance of their reporting deadline. Payment request workbooks include critical information on AAA expenditures.

B. [add] For most registered services, [end add] PeerPlace data for the prior month of services must be complete and updated by the 15th of each month. For example, data on individuals served and the services they received for the period of June 1 – June 30 must be updated and complete in PeerPlace by July 15th. [add] PeerPlace data for nutrition services, however, must be submitted on a weekly basis as outlined in the Provision of Title III Services Policy #6: Nutrition. [end add] Please [add] also [end add] refer [add] to [end add] Provision of Title III Services Policy #2: Client Eligibility and Periodic Assessment for more information [add] about ensuring client data are entered into PeerPlace in a timely manner [end add].

C. Grant Utility data, including match and program income.

2. AAAs must submit certain data on a quarterly basis to the MBA.

A. AAAs shall submit the 305A report to MBA through the Foundant portal 30 days after the end of each quarter. MBA will provide AAAs with the form(s) in Foundant to report the required information 30 days prior to the applicable reporting deadline.

B. Legal reporting Performance Measures must be submitted to MBA through the Foundant portal 30 days after the end of each quarter.

3. Report progress outlined in the Area Plan on a semi-annual basis through Foundant. Half Year Area Plan Program Reports shall be completed in the MBA’s Foundant website and submitted via that portal by the [add] 20th [end add] [delete] 15th [end delete] of July for the period of January 1 through June 30 and by the [add] 20th [end add] [delete] 15th [end delete] of January for the period of July 1 through December 31.

4. AAAs must submit certain data, information, and reports annually to the MBA.

A. AAAs must upload their contracts and grant agreements with service providers to Grant Utility within five business days of when those agreements are executed. Payments to AAAs will not be approved until agreements are uploaded into Grant Utility so that MBA can reference them as part of the payment review and approval process.

B. AAAs shall submit Performance Measures to MBA through the Foundant portal 30 days after the end of quarter 3.

C. AAAs must submit their federally required Single Audit report to the MBA within ten business days after the audit is completed and the AAA receives the audit report.

5. AAAs must share significant updates with the MBA as they occur on an ad hoc basis.

A. When staff changes occur involving senior level positions at the AAA, such as the transition or departure of the Executive Director or grants manager.

B. When the AAA receives a formal complaint. Please refer to the Title III Administrative and Financial Requirements Policy #19: Grievance Process for more information.

C. Submission of information for applicants for certain positions within the AAA.

6. AAAs must establish policies and procedures for service providers that allow AAAs to meet their obligations under this policy.