PROGRAM REPORTING GUIDANCE – COVID 

RESPONSE

AMERICAN RESCUE PLAN ACT OF 2021: GRANTS TO ENHANCE 

ADULT PROTECTIVE SERVICES

August 6, 2021

Contents

ABOUT THIS GUIDANCE ................................................................................................................................1

FISCAL REPORTING........................................................................................................................................2

PROGRAM PERFORMANCE REPORTING .......................................................................................................2

Performance Report Template .................................................................................................................3

Performance Report Format.....................................................................................................................3

Reporting Activities & Accomplishments..................................................................................................3

Submitting Performance Reports .............................................................................................................4

APPENDIX 1: Sample Program Logic Model..................................................................................................6

APPENDIX 2: APS Process Logic Model Map.................................................................................................7

APPENDIX 3: Common Home and Community-Based Services Definitions and Units................................8

ABOUT THIS GUIDANCE

ACL is issuing this guidance regarding programmatic reporting on the “American Rescue Plan Act of 

2021” grant funds provided to state Adult Protective Services (APS) programs. ACL understands that 

grantees may be tracking these funds in a variety of ways depending on grantee reporting system and 

administration of funds. ACL urges states to work closely with their local APS programs to update them 

on programmatic reporting information and to coordinate the timing and format in accordance with this 

guidance. This reporting guidance mirrors that provides for the Coronavirus Response & Relief 

Supplemental Appropriations Act of 2021: Grants to Enhance APS to Respond to COVID-19, except for 

the reporting periods. Separate reports are required for each of these awards.

ACL intends to use the data collected in the Program Performance and Fiscal Reports to show 

accountability for the funding received, as well as to demonstrate the scope and reach of APS
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August 6, 2021

involvement in the nation’s COVID response. ACL thanks each member of the state and local APS 

network for their efforts to report accurate, complete data regarding the individuals they serve.

FISCAL REPORTING

In terms of fiscal reporting, States are required to submit a financial report SF-4251 on a semi-annual 

basis (every 6 months). Reports are due within 30 days for the periods ending September 30 and March 

31 (i.e., due October 31 and April 30), through September 30, 2023. The first SF-425 report should be 

submitted for 8 months, covering the period from August 1, 2021 to March 31, 2022. A final PMS 

drawdown and a final SF-425 are due within 120 days after September 30, 2023. If a final SF-425 report 

will be submitted January 31, 2024, a semi-annual report is not required to be filed for report ending 

September 30, 2023. For this opportunity, there will be four (4) SF-425 reports due:

• April 30, 2022,

• October 31, 2022, 

• April 30, 2023, and a

• Final Financial Report January 31, 2024.

On the SF-425 form, lines 10 a. through c. are reported on a quarterly calendar year basis (for the 

periods ending 12/31, 3/31, 6/30, 9/30) at the HHS’ Payment Management System (PMS). Reconciliation 

of advances and disbursements is required for each quarter and the report must be completed within 30 

days of the end of each quarter (i.e., by 1/30, 4/30, 7/30, 10/30). This reporting requirement is separate 

from completing the entire SF-425 as denoted in the financial reporting term.

The SF-425 shall be submitted using the HHS’ Payment Management System (PMS). PMS website is 

located at: https://pms.psc.gov.

The reporting requirements are set by the length of the project period. Even if funding is completely 

expended before the end of the project period, grantees are still required to adhere to the reporting 

requirements. In this case, the reports would indicate $0.

PROGRAM PERFORMANCE REPORTING

ACL is giving guidance and examples below for states to use the existing Discretionary Grantee 

Performance Report template to report COVID response activities. As these grants fall under ACL’s 

mandatory grants program, programmatic reports are due annually beginning with 12 months from the 

date of the notice of award. A final report will be due 90 days after the projected project end date, and 

should cover activities for the entire project period. For awards made on August 1, 2021, there will be 2 

annual reports and 1 Final Report due:

• Annual Report August 31, 2022 (covering activities from August 1, 2021 – July 31, 2022).

• Annual Report August 31, 2023 (covering activities from August 1, 2022 – July 31, 2023) and the 

• Final Program Performance Report November 30, 2023 (covering all activities from August 1, 

2021 – September 30, 2023).

1 https://www.grants.gov/forms/post-award-reporting-forms.html
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The reporting requirements are set by the length of the project period. Even if funding is completely 

expended before the end of the project period, grantees are still required to adhere to the reporting 

requirements. In this case, the Program Performance Report would indicate there were no activities for 

the covered period.

Performance Report Template

ACL instructs states to use the Current Guidelines for Preparing Performance Reports for Grants (PDF, 

332KB)2. ACL asks states to do their best under challenging conditions to include detail on how COVID 

has affected program operations in the Program Performance Report (PPR), as well as explanations of 

variance, as appropriate. Instructions from the template are included below, and additional reporting 

guidance specific to this funding opportunity are in Italics.

Performance Report Format

The length of a Performance Report will be determined by the reporting period and subject matter. Final 

Reports will cover the entire project period rather than the 1-year reporting period.

Guidance:

See Template page 4. You may provide this information as a narrative, or use any other format 

that you think best conveys the information. For example, grantees have found it helpful to 

organize their project using a logic model format, such as the example in Appendix 1, listing the 

planned activities in Column 1 and using Column 2 to map their activities to the simplified APS 

Logic Model Map in Appendix 2. The simplified map includes the sample activities ACL outlined 

in the Federal Register Notice.

Reporting Activities & Accomplishments

On page 6 of the PPR template cited above, Section “E” provides four questions for grantees to answer 

in reporting their grant activities. The template questions and additional guidance are below.

1. What did you accomplish during this reporting period and how did these accomplishments help you 

reach your stated project goal(s) and objective(s)? Please note any significant project partners and 

their role in project activities.

Guidance:

Some states have found it helpful to report this information in Column 3 in the Sample Logic 

Model in Appendix 1. Ideally, states will report their activities under this opportunity as they 

map to the APS Process Logic Model (Appendix 2). 

2. What, if any, challenges did you face during this reporting period and what actions did you take to 

address these challenges? Please note in your response changes, if any, to your project goal(s), 

objective(s), or activities that were made as a result of challenges faced.

2 https://acl.gov/sites/default/files/grants/0985-0006%20Discretionary%20ACL%20Grantees%20%20PPR.pdf
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Guidance:

For example, describe any issues or barriers in using the funding, and/or implementing the 

planned activities, and/or alterations made to the plans submitted to ACL during the pre-award 

phase. Some grantees have found it helpful to record this information in the area at the bottom 

of the table of the Sample Logic Model in Appendix 1.

3. How have the activities conducted during this project period helped you to achieve the measurable 

outcomes identified in your project proposal?

Guidance:

In this section, you are free to add information on measurable outcomes achieved to date. For 

instance, what impact did the accomplishments have on the program and program clients? How 

has the APS program been improved? How has client risk been decreased, or safety increased? 

In the simplified Logic Model, this would be recorded in Column 5.

4. What was produced during the reporting period and how have these products been disseminated? 

Products may include articles, issue briefs, fact sheets, newsletters, survey instruments, sponsored 

conferences and workshops, websites, audiovisuals, and other informational resources.

Guidance:

Column 4 of the sample logic model could be used to capture this information. In this section, 

only record what was produced/acquired/purchased during the current reporting period. You 

should also report:

• Your expenditures from the COVID-19 funds

• The total number of clients served by the funds, and the number who are over the age of 

60

• Any goods that were acquired for APS program/staff (i.e., technology, equipment, 

vehicles, etc.)

• Acquisition of staff, consultants, etc. (i.e., number, hours, purpose, etc.)

• Services purchased for clients (cost and units).

Submitting Performance Reports

The PPR will be submitted using ACL’s National Adult Maltreatment System (NAMRS). State APS 

programs will use the “upload function” in the Agency Component. To upload a file:

1. Log-in to NAMRS (every state, territory, and the District of Columbia has at least 1 user who has 

access to NAMRS).

2. Navigate to the “Agency Component”.

3. Select the “Attachments” tab.

4. Once on the “Attachments” tab, click the “File to Upload” button and follow the on-screen 

directions.
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States have a number of file type options for submitting their PPR:

File Types Accepted by NAMRS System

• Csv • .mp4 • .pptx • .xlsx

• .doc • .pdf • .txt • .zip

• .docx • .ppt • .xls

All PPR files should use this naming protocol: [State]_ARPAFY21_P[#]_[MMDDYY]. The explanation of 

this naming protocol follows:

PPR File Naming Protocol

Code Meaning

[State] 2 letter Postal Abbreviation

ARPAFY21 Report on FY21 Funding from American Rescue Plan Act

P[#] Indicates which Period of Reporting, i.e. P1 for Period 1

[MMDDYY] Date Report Submitted using 2 digit Month/Day/Year format

For example, Alabama’s first program performance report submitted to ACL on August 31, 2022 would 

have the file name: AL_ARPAFY21_P1_083122.
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APPENDIX 1: Sample Program Logic Model

EXAMPLE STATE LOGIC MODEL

REPORTING PERIOD: AUGUST 1, 2021 – JULY 31, 2022

Overall Goal: 

Objectives/Activities

(Updated MM/DD/YY)

APS Process Model 

Topic

Description of Accomplishments 

(Q1) Outputs (Q4) Description of Impact (Q3)

Challenges, Barriers, Alterations (Q2):
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APPENDIX 2: APS Process Logic Model Map

Mapping to the APS Process Model

Inputs/Resources Intake Investigation Post-Investigation Quality Assurance

APS Staff:

• Training/Education

• Personnel costs, including hazard pay

• Travel for in-person investigations

• Costs for PPE and supplies for in-person 

visits

Community/Interagency Partnerships

• Public Awareness and community outreach

• Costs for and associated with establishing 

new, or improving existing, processes for 

responding to COVID-19 scams and frauds

Consult Support

Create New/Enhance Existing Operational 

Supports

• Purchase of equipment and associated 

technologies that will allow for secure 

remote work and enhance APS workers’ 

ability to interview and investigate while 

they cannot physically visit during to 

COVID-19 crisis. 

Legal and ethical processes

Screening and 

Assessment Tools

Case Planning Tools

Create New/Enhance 

Existing Reporting 

Systems

• Purchase of new, or 

improvements to 

existing, data 

systems and/or 

technology 

infrastructure 

related to 

REPORTING

Assessment

Interviews

Collecting Physical 

Evidence

Consult Support

Determinations and 

Service 

Recommendations

Obtaining client 

agreement and 

Implementing Service Plan

Referring clients to 

community partners or 

Services:

• Purchasing Goods and 

Services 

• Purchase/provision of 

PPE for clients, and/or 

expenses for COVIDrelated cleanup/sanitation services

• Paying for the least 

restrictive option for 

emergency or 

alternative housing

Monitor Status of Victim 

and Services

Documentation of 

investigation/services 

• Purchase of new, or 

improvements to 

existing, data systems 

and/or technology 

infrastructure related to 

case management

Expand Data Capacity

Customer Satisfaction

Quality Assurance Review
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APPENDIX 3: Common Home and Community-Based Services Definitions and Units

The following table contains existing service categories and definitions used by the National Adult Maltreatment Reporting System (NAMRS) and Older 

Americans Act programs for a range of home- and community-based services. This list is provided to assist in tracking and reporting goods and services 

purchased/obtained for APS clients being served by COVID-19 related funding. We encourage grantees to use this table to facilitate analysis and reporting.

SERVICE NAME SERVICE DEFINITION UNIT NAME UNIT DEFINITION

Assistive 

Technology,

Durable 

Equipment 

Durable Medical Equipment (chair lifts, wheelchairs, walkers, emergency response 

systems), anything given to or lent on a short-term basis, including technology or 

equipment, such as tablet computers, cellphones, or other devices, for use by client 

in their home to maintain safety, allow for socialization, and/or promote 

participation in activities from the older adult’s home

Note: Please report any expenditures related to cell phone or internet access plans

under Consumable Supplies.

1) Expenditure

2) Units

Cost and quantity of items of 

assistance.

Care/Case 

Management 

Services 

Development and implementation of a service plan to mobilize the formal and 

informal resources and services identified in the assessment to meet the needs of 

the client. Includes the development and oversight of a plan to ensure the safety 

and well-being of the client; developing a safety plan with a person’s support 

network; referring and arranging support services, etc.

1) Expenditure

2) Hours

The cost and amount of time 

(measured in hours) to 

provide assistance.

Caregiver 

Support Services 

Assistance to family and other informal caregivers to improve or sustain capacity for 

caring for the older adult or adult with disabilities. Includes counseling, support 

groups, training, respite, etc.

1) Expenditures

2) Units

The cost and number of units 

or sessions.

Community Day 

Services 

Services or activities provided to adults who require care and supervision in a 

protective setting for a portion of a 24-hour day. Includes out of home supervision, 

health care, recreation, and/or independent living skills training offered in centers 

most commonly known as Adult Day, Adult Day Health, Senior Centers, and 

Disability Day Programs.

1) Expenditure

2) Hours

The cost and amount of time 

(measured in hours) to 

provide assistance.
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SERVICE NAME SERVICE DEFINITION UNIT NAME UNIT DEFINITION

Consumable 

Supplies 

Provision of consumable supplies or material aid to meet basic necessities, such as: 

groceries, cleaning supplies, personal hygiene supplies (including soap, toothpaste, 

toilet paper, sanitary wipes, incontinence supplies), cell phone or internet access, or 

other items purchased

1) Expenditure

2) Type

3) Quantity

Type, quantity, and costs of 

purchased items.

Education, 

Employment, 

Training Services 

Services and activities to assist people in achieving or maintaining economic selfsupport. Includes training programs, job coaches, supported employment, senior 

employment programs, and public school individualized education plans. 

1) Expenditure

2) Sessions

Cost and number of sessions 

per client.

Emergency 

Assistance

Providing, arranging for, or facilitating rental assistance, energy/utility assistance, 

environmental clean-up of client’s home including but not limited to removal of 

trash, extermination services and cleaning.

1) Expenditure

2) Units

Cost and number of 

units/services provided per 

client.

Emergency

Housing

Providing, arranging for, or facilitating emergency housing or emergency shelter. 1) Expenditure

2) Units

Cost and number of nights 

purchased/arranged/provided 

per client.

Financial 

Planning 

Services 

Services or activities to assist in managing finances or planning for future financial 

needs. Includes meeting with bank officials, financial planning, estate planning, 

money management, and retirement income planning.

1) Expenditure

2) Sessions

Cost and number of sessions 

per client.

Health 

Promotion and 

Disease 

Prevention

Activities related to the prevention and mitigation of chronic disease and other 

health conditions that would reduce the length or quality of life of the person, such 

as: the effects of chronic disease (including osteoporosis, hypertension, obesity, 

diabetes, and cardiovascular disease); alcohol and substance abuse reduction; 

smoking cessation; weight loss and control; stress management; falls prevention; 

physical activity, and improved nutrition. 

Services include health screenings and assessments; organized physical fitness 

activities; evidence-based health promotion programs; medication management; 

home injury control services; screening for the prevention of depression, and/or 

information, education, and prevention strategies.

1) Expenditure

2) Sessions

The cost and number of 

sessions to provide 

assistance, regardless of the 

length of each session.
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SERVICE NAME SERVICE DEFINITION UNIT NAME UNIT DEFINITION

Home 

Modifications

Making changes to a client’s home to increase independence, safety, and health, 

and even delay the need to move to institutional settings. Modifications may be 

minor (i.e., adding grab bars, removing tripping hazards), or major (i.e., installing 

roll-in showers, installing access ramps).

1) Expenditure

2) Type

3) Quantity

Cost, whether it was a major 

or minor modification, and 

number of modifications 

purchased/provided.

In-home 

Assistance 

Services 

Services or activities provided to clients to achieve or maintain self-sufficiency. 

Includes homemakers and home health aides; visiting and telephone reassurance; 

chore maintenance; personal care services, etc. 

1) Expenditure

2) Hours

The cost and amount of time 

(measured in hours) to 

provide assistance.

Legal Assistance Legal advice, counseling and representation by an attorney or other person acting 

under the supervision of an attorney for the client.

1) Expenditure

2) Hours

The cost and amount of time 

(measured in hours) to 

provide assistance.

Meals Meals provided via home delivery, pick-up, carry-out or drive-through, and includes 

congregate meals and senior farmers’ market program.

1) Expenditure

2) Meals

Cost of number of prepared

meals.

Medical and 

Dental Services 

Services and activities designed to assist individuals and families to attain and 

maintain a favorable condition of health; includes evaluations.

1) Expenditure

2) Sessions

Cost and number of sessions 

per client.

Medical 

Rehabilitation 

Services 

Services and activities for persons with developmental or physical disabilities, or 

persons with visual or auditory impairments, are services or activities to maximize 

the potential of persons with disabilities, help alleviate the effects of physical, 

mental or emotional disabilities, and to enable these persons to live in the least 

restrictive environment possible. Includes training in mobility, communication skills, 

the use of special aids and appliances, self-sufficiency skills for people with 

disabilities, occupational therapy, physical therapy, speech and language pathology, 

early intervention and other therapies that help people learn the skills they need to 

live, learn, work and play in their communities.

1) Expenditure

2) Sessions

Cost and number of sessions 

per client.

Mental Health 

Services 

Services and activities, including commitment, assessment, and evaluations, for 

people with behavioral health conditions characterized by dysregulation of mood, 

thought, and/or behavior, as recognized by the DSM-5. Includes services and 

activities that apply therapeutic processes to personal, family, situational, or 

occupational problems in order to bring about a positive resolution of the problem 

or improved individual or family functioning or circumstances. 

1) Expenditure

2) Sessions

Cost and number of sessions

per participant.
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SERVICE NAME SERVICE DEFINITION UNIT NAME UNIT DEFINITION

Nutrition 

Counseling or 

Education

Counseling: Individualized guidance to individuals who are at nutritional risk 

because of their health or nutrition history, dietary intake, chronic illnesses, or 

medications use.

Education: A program to promote better health by providing accurate and culturally 

sensitive nutrition, physical fitness, or health (as it relates to nutrition) information 

and instruction to participants 

1) Expenditure

2) Sessions

Cost and number of sessions

per participant.

Personal Care Personal assistance, stand-by assistance, supervision or cues with Activities of Daily 

Living (ADLs) and/or health-related tasks provided in a person’s home and may 

include assistance with Instrumental Activities of Daily Living (IADLs).

1) Expenditure

2) Hours

The cost and amount of time 

(measured in hours) to 

provide assistance.

Relocation 

Services 

Services or activities designed to assist in the obtaining of suitable or safe housing 

and living arrangements, not on an emergency basis. Includes tenant counseling; 

helping to identify and correct substandard housing conditions; making moving 

arrangements; and relocating to institutional care or facility care. May include costs 

to assist client with security deposits.

1) Expenditures

2) Units

Cost and number of sessions 

or assistance provided per 

client.

Substance Use 

Services 

Services and activities primarily designed to deter, reduce, or eliminate substance 

abuse or chemical dependence. Includes a comprehensive range of personal and 

family counseling methods, methadone treatment for opiate abusers, or 

detoxification treatment for alcohol abusers. Services and activities may be 

provided in alternative living arrangements such as institutional settings and 

community-based halfway houses.

1) Expenditure

2) Sessions

Cost and number of sessions

per participant.

Transportation Transportation from one location to another. Does not include any other assistance

activity.

1) Expenditure

2) Trips

Cost and number of 1 oneway trips.

Victim Services Services and activities provided to, or on behalf of, victims at any stage of the 

criminal justice process, including post sentencing services and support. Includes 

programs supporting victims of domestic violence, sexual assault, abuse of older 

women, violence against women, and general crimes which are being handled by 

the police or prosecutors’ offices. 

1) Expenditure

2) Sessions

Cost and number of sessions

per participant.