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Title VI Support Frequently Asked Questions

Title VI Support FAQ Section
  1. I cannot get logged on to the online reporting. Who do I contact to help me?
  2. I already have a login and password but I do not know how to get to the online reporting website.
  3. Can I send my reports in the mail?
  4. What is unduplicated count?
  5. Are volunteers counted in my unduplicated count for congregate meals?
  6. Do I count eligible elders from other Tribes that eat at our meal site?
  7. We get additional funds from other agencies to provide meals for native (and in some cases non-native elders). Do I include these counts in my meal count?
  8. How do I count carryout meals?
  9. How do I count guest meals?
  10. What is the cost of a guest meal?
  11. My transportation count seems high (or low). What do I count as a transportation unit?
  12. How do I count meals that are delivered to the caregiver?
  13. Does a caregiver that brings an eligible elder to the congregate meal qualify for a meal?
  14. What if the counts in my report don't match my application?
  15. Now that financial reports are entered online, is it necessary to mail a hardcopy of the signature page?
  16. How do we request a carryover of the money we were not able to spend this year?
I cannot get logged on to the online reporting. Who do I contact to help me?

Contact your Goldbelt Raven representative and they will assist you in getting logged in. Click on the following link to find the rep for your region; Title VI Reporting Support

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 I already have a login and password but I do not know how to get to the online reporting website.

If you already have a login and password for online reporting, click on the following link to login to the online reporting website; Title VI Online Reporting

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 Can I send my reports in the mail?

AoA prefers that you use the online Program Performance Reporting System if you have access to the Internet. You can use over night mail (including U.S. Postal over night) or fax the report to Stephen Daniels:

Stephen Daniels
Director, Contracts Management Division, Administration on Aging
EMAIL: stephen.daniels@aoa.hhs.gov
FAX: (202) 357-3560
ADDRESS: 1 Massachusetts Avenue, NW
Washington, DC 20201


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 What is unduplicated count?

Unduplicated count is the number of individuals receiving services, not units of service. An eligible participant's name can be counted only once each year per each section - supportive services, congregate and home delivered meals. The count starts on April 1st and ends on March 31st. An eligible participant can be counted in more than one section, but only once in each section. Each program must keep a separate unduplicated list for: congregate, home delivered, and supportive services.

Unduplicated Count for Congregate Meals is the unduplicated number of eligible persons served one or more congregate meals. An eligible person is: an Indian elder; a spouse of an Indian elder; individuals providing volunteer services during meal hours; and non-elderly handicapped or disabled person who reside at home with and accompany an elder or who reside in housing facilities occupied primarily by the elderly.

Unduplicated Count for Home Delivered Meals is the number of eligible persons served one or more home-delivered meals. An eligible person is: an Indian elder; a spouse of an Indian elder; individuals providing volunteer services during meal hours; and non-elderly handicapped or disabled persons who reside at home with and accompany an elder or who reside in housing facilities occupied primarily by the elderly.

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 Are volunteers counted in my unduplicated count for congregate meals?

YES, as well as the cooks. None of the other Title VI staff can be counted in the congregate meals.

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 Do I count eligible elders from other Tribes that eat at our meal site?

Elders from another Tribe(s) whether living in the grantee Tribe's service area or outside the service area are not eligible grantees for services from your Tribe's Title VI program. These elders from another Tribe may eat as "guests" paying a donation when your policies permit it. Elders from another Tribe (s) who eat at your Tribe's Title VI program are not counted in the unduplicated count but are counted in the total meal count.

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 We get additional funds from other agencies to provide meals for native (and in some cases non-native elders). Do I include these counts in my meal count?

No, if these meals are provided by other federal or state grants they are not counted on the Title VI performance report. However, you should include this information in your application. As an example, meals that are paid for via other funding, i.e. the New Mexico State Dev. Office, are NOT recorded in either the unduplicated count, or the total meal count. (These meals would be reported directly to the funding agency. We don't want to report meals twice.) However, there must be a note put in the application that this service is provided.

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 How do I count carryout meals?

Carryout meals are not allowed under the program.

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 How do I count guest meals?

Do not add to the unduplicated count but you must count in the total meals.

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 What is the cost of a guest meal?

The cost of a guest meal is calculated as the actual total cost of the meal.

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 My transportation count seems high (or low). What do I count as a transportation unit?

Anytime you transport a client from one location to another, it is counted as a unit of transportation. Round trips are always counted as two units. For example, transporting a client from their home to the meal site and then back to their home is two units. Transporting an elder from their home and taking them shopping and then to the meal site and then home is three units. Delivering meals to a home-bound client is NOT a transportation unit.

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 How do I count meals that are delivered to the caregiver?

If a meal is provided for a caregiver and it is sent along with the meal that is delivered to the frail elder, the caregiver's meal is considered a guest meal. It needs to be paid for and counted as a guest meal. Do not add it to the unduplicated count but you should count it in the total meals. The only exception is if the caregiver is an eligible elder in which case he or she can receive a meal without charge and it should be counted in both the unduplicated count and total meals. A meal to a caregiver is NOT covered under Part C caregiver program services.

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 Does a caregiver that brings an eligible elder to the congregate meal qualify for a meal?

A caregiver, if they are too young to be considered an elder themselves, must pay the guest price for their meal. It would count as a guest meal. The caregiver who ate the meal would NOT be counted in the program's unduplicated count, but the meal WOULD be counted towards their total meal count for the year.

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 What if the counts in my report don't match my application?

You need to make a modification or revision to your application anytime you see a major discrepancy between the services delivered and the services estimated in your application. (This means 50% under or over reporting.) You can do this by submitting a letter via email or FedEx

To: Yvonne Jackson, PhD
Director, Office for American Indian, Alaskan Native and Native Hawaiian Programs
PHONE: 202-357-3501
FAX: 202-357-3560
EMAIL: yvonne.jackson@aoa.hhs.gov
ADDRESS: 1 Massachusetts Avenue, NW
Washington, DC 20201


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 Now that financial reports are entered online, is it necessary to mail a hardcopy of the signature page?

AoA does not require a separate signature page for the reports, but if you mail in a hard copy, the report itself should be signed. When submitting online, there is no signature page required. It is expected that financial and program reports be submitted online if a grantee has internet access.

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 How do we request a carryover of the money we were not able to spend this year?

You must send a letter via FedEx or EMAIL to Yvonne Jackson which includes (1) an explanation for why you have unexpended funds, (2) a specific plan of how you will spend the money within the current budget period and (3) assurance that the funds will be spent on services consistent with the application. It is essential that the money get spent by the end of the three year grant period. Unexpended funds cannot be carried over from one grant period to the next grant period, but can be carried over from one budget period to the next budget period within the three-year grant. Approval of carry-over funds is official when you receive approval in writing.

Contact information is
Yvonne Jackson, PhD
Director, Office for American Indian, Alaskan Native and Native Hawaiian Programs
PHONE: 202-357-3501
FAX: 202-357-3560
EMAIL: yvonne.jackson@aoa.hhs.gov
ADDRESS: 1 Massachusetts Avenue, NW
Washington, DC 20201

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