June 7, 2022

Title: Guidance for Reporting Services Provided to Older Adults for the State Performance Report (SPR) in the Older 

Americans Act Performance System(OAAPS) in Response to the COVID Pandemic

Overview:

The Administration for Community Living (ACL) awarded COVID supplemental grant funds and provided guidance on the 

availability of flexibilities during a Major Disaster Declaration (MDD) to State Units on Aging (SUA) to assist with 

responding to the needs of older adults and their families and caregivers during the COVID pandemic. The COVID

supplemental grant funds that relate to this document include Title III American Rescue Plan (ARP), i.e.

2101XXSSC6/CMC6/HDC6/PHC6/FCC6 including Public Health Workforce grants (PHW), i.e. 2101XXSTPH, Vaccine 

Access-VAC5, i.e. 2101XXVAC5, Nutrition Supplemental 5-HDC5, i.e. 2101XXHDC5, Title III Families First Coronavirus 

Response Act, i.e. 2001XXHDC2/CMC2 (FFCRA), and Title III CARES Act supplemental grant funds, i.e. 

2001XXSSC3/HDC3/FCC3 (collectively hereafter referred to as “COVID supplemental funding”). 

Purpose:

ACL is issuing this programmatic reporting guidance to assist states withreporting (in OAAPS) OAA services/activities 

commonly provided in response to the COVID pandemic and sustainability beyond. ACL intends to use the data 

collected to show accountability for the supplemental funding received and MDD flexibilities utilized, as well as to 

demonstrate the scope and reach of the aging network’s involvement in the COVID response. ACL thanks the members 

of the national aging network for their efforts to report accurate, complete data regarding servicesfor older adults and 

family caregivers.

Reporting Guidance:

COVID Response Examples/Activities:

Examples of COVID related services/activities and the corresponding data element for reporting the service/activity in 

the OAAPS are listed in Appendix A of this document. The examples are not an exhaustive list. SUAs should contact the 

OAAPS helpdesk at OAAPSHelpdesk@acl.hhs.gov and copy their ACL Regional Administrator with additional questions 

about where to report OAA services/activities as needed. 

COVID Supplemental Funding Required Reporting:

SUAs must report all SPR data requirements in OAAPS for COVID supplemental and MDD flexibility funding, which 

includes client and service units by service. Covid supplemental funding and MDD flexibilities should be reported in 

the expenditure category “other: non-state expenditures” in OAAPS. Additionally, the SUAs must report detailed 

expenditures by COVID supplemental funding source and MDD flexibilities in an upload in OAAPS by either uploading the 

Optional – FFY2022 SPR Supplemental Funds Template into OAAPS or uploading a document with the required 

expenditure information by COVID supplemental funding source and MDD flexibilities. ACL is not requiring SUAs to 

report client and service units separately by COVID supplemental funding source or MDD flexibilities in the Optional –

FFY2022 SPR Supplemental Funds Template or upload, however the SUA has the option to report additional client and 

service units in the notes column of the Optional – FFY2022 SPR Supplemental Funds Template by funding source.
Guidance for Reporting Services Provided to Older Adults in the (OAAPS) in Response to the COVID Pandemic · Page 2

The Optional – FFY2022 SPR Supplemental Funds Template has multiple Tables. See Appendix B of this document for 

additional information.

Vaccine Access for the Aging Network (VAC5) Reporting Guidance:

VAC5 grant funds are not Title III B grants; expenditures and service type are reported as Vaccine Access-VAC5. 

Additionally, the Major Disaster Declaration (MDD) of the Older Americans Act is not applicable to the Vaccine AccessVAC5 grant, for more information see ACL-CDC partnership to increase vaccine access: Funding FAQ for Older Americans 

Act programs. VAC5 grants should be reported in the OAAPS as “other: non-state expenditure” and in the Optional –

FFY2022 SPR Supplemental Funds Template into OAAPS or upload a document with the required expenditure 

information in the VAC5 funding source.

Public Health Workforce (PHW) Reporting Guidance:

The ARP provided PHW funding to recruit, hire, and train public health professionalsto respond to the COVID pandemic 

and prepare for future public health challenges. PHW funded salaries and wages for OAAPS reportable activities for 

direct services should be reported in OAAPS. However, if the salaries and wages for PHW activities were not used for

OAAPS reportable activities, expendituresshould not be reported in OAAPS.

SUAs should use the tab titled “Public Health Workforce” of the Optional – FFY2022 SPR Supplemental Funds Template

to report the number of full-time and part time equivalents (FTEs), type of public health professional(s) hired, and the 

activities they are engaged in to advance public health. Alternatively, SUAs may upload a document with the required 

information into the OAAPS. SUAsshould use the definition of Full Time Employee and Part Time Employee as defined 

in the SPR Appendix A to determine reporting. Full Time Employee is defined as persons who works 35 hours or more 

per week in a compensated, paid, position as of September 30th of the reporting year, federal fiscal year. Part Time 

Employee is defined as persons who works less than 35 hours per week in a compensated, paid, position as of 

September 30th of the reporting year, federal fiscal year. See Appendix C of this document for an example of the annual 

data reporting required for the PHW grant.

FFY2022 NSIP Reporting:

The COVID pandemic has completely skewed traditional meal service and meal counts. As a result, States are not 

required to report NSIP meal counts in OAAPS for FFY 2022 and ACL is holding harmless meal counts from FFY2019 and 

will apply them to FFY2023 NSIP grant award allocations. 

Additional Resources:

SPR Appendix A

Previous Reporting Guidance

MDD Flexibilities Guidance

PHWF Info/Guidance

Nutrition Funding Flexibilities

Nutrition Reopening Considerations
Guidance for Reporting Services Provided to Older Adults in the (OAAPS) in Response to the COVID Pandemic · Page 3

Appendix A

Select SPR Data Elements, Service Definitions, Service Units and Examples of 

Services/Activities Commonly Provided in Response to the COVIDPandemic

1 For State Performance Report (SPR) purposes, nutrition counseling and education shall be captured under those specific service 

categories rather than under health promotion and disease prevention services.

2 OAA Section 102(14)(D) has been deleted from this definition as it refers to the evidence-based programs that are reported 

elsewhere.

Data Element Definition Service Unit

Congregate Nutrition A meal provided by a qualified nutrition project provider to a 

qualified individual in a congregate or group setting. The meal is 

served in a program that is administered by SUAs and/or AAAs and 

meets all the requirements of the Older Americans Act and 

State/Local laws. Meals provided to individual through means-tested 

programs may be included. (Source: OAA).

COVID Example: Meals provided in a congregate or group setting 

and eaten with another person (in-person or virtually), such as 

coordinating a buddy system or virtual congregate site via Zoom, 

FaceTime, GoToMeeting, etc. where people dine together. 

SUAs may report expenditures like rent and utilities for vacant 

congregate sites and/or purchase items such as vehicles, hot and 

cold holding units etc. under congregate meals to reflect such 

expenditures resulting from COVID response and sustainability 

needs. Such expenditures may be described in the notes section of 

the FFY 2022 SPR Supplemental Funds Template.

Note: Please report all congregate nutrition meals regardless of 

whether the meals meet DRI/DGA requirements. 

Meal

Health Promotion: 

Non-Evidence Based

Health promotion and disease prevention activities that do not meet 

ACL/AoA’s definition for an evidence-based program as defined at the 

ACL website. Activities may include those defined in the OAA (Section 

102(14)) for example:

(A) health risk assessments; (B) routine health screening; (C) 

nutritional counseling and educational services for individuals and 

their primary caregivers1; 2(D) programs regarding physical fitness, 

group exercise, and music therapy, art therapy, and dance-movement 

therapy; (E) home injury control services; (F) screening for the 

prevention of depression, coordination of community mental and 

behavioral health services, provision of educational activities, and 

referral to psychiatric and psychological services; (G) educational 

programs on the availability, benefits, and appropriate use of 

preventive health services covered under title XVIII of the Social 

N/A
Guidance for Reporting Services Provided to Older Adults in the (OAAPS) in Response to the COVID Pandemic · Page 4

Security Act (42 U.S.C. 1395 et seq.); (H) medication management 

screening and education; (I) information concerning diagnosis, 

prevention, treatment, and rehabilitation concerning age-related 

diseases and chronic disabling conditions; (J) gerontological 

counseling; and (K) counseling regarding social services and follow-up 

health services based on any of the services described in 

subparagraphs (A) through (K). The term shall not include services for 

which payment may be made under titles XVIII and XIX of the Social 

Security Act (42 U.S.C. 1395 et seq., 1396 et seq.). (Source: OAA)

COVID Example: Sessions provided in-person or virtually to conduct 

an exercise program or health education activity.

Note: Please report Nutrition Education, Nutrition Counseling, 

Health Promotion and Disease Prevention (evidence-based), etc. 

under their normal categories. Use this category only if there is no 

more appropriate place to report.

Home Delivered 

Nutrition

A meal provided to a qualified individual in his/her place of residence. 

The meal is served in a program that is administered by SUAs and/or 

AAAs and meets all the requirements of the Older Americans Act and 

State/Local laws. Meals provided to individual through means-tested 

programs may be included. (Source: OAA)

COVID Example: Meals provided to be consumed in a person’s place 

of residence via home delivery, pick-up, carry-out or drive-through. 

Note: Please report all home delivered nutrition meals regardless of 

whether the meals meet DRI/DGA requirements. SUAs may report 

rent and utilities and/or purchase of items such as vehicles, hot and 

cold holding units etc. under home delivered nutrition to reflect 

such expenditures to meet COVID response and sustainability

needs. Such expendituresmay be described in the notes section of 

the FFY 2022 SPR Supplemental Funds Template.

Meal

Homemaker Performance of light housekeeping tasks provided in a person’s home 

and possibly other community settings. Task may include preparing 

meals, shopping for personal items, managing money, or using the 

telephone in addition to light housework. (Source: HCBS Taxonomy)

COVID Example: Hours of staff or volunteer time to aid, including 

delivery of groceries, prescriptions, or other supplies to client’s 

residence.

Note: Report the amount of time spent in providing the assistance 

and/or delivery. If the program is purchasing groceries, supplies, or 

other items, please see the Other Services definition below for 

reporting on items purchased.

Hours 

(partial hour 

may be 

reported to 

two decimal 

places, e.g. 

0.25 hours.)
Guidance for Reporting Services Provided to Older Adults in the (OAAPS) in Response to the COVID Pandemic · Page 5

Information Services 

(public) (Caregiver)

A public and media activity that conveys information to caregivers 

about available services, which can include an in-person interactive 

presentation to the public conducted; a booth/exhibit at a fair, 

conference, or other public event; and a radio, TV, or Web site event. 

(Source: SHIP)

Unlike Information and Assistance, this service is not tailored to the 

needs of the individual.

COVID Example: Activity by staff or volunteers in putting together a 

social media post, radio, or automated call announcement that is 

shared with caregivers or the care recipients regarding how you are 

providing services during COVID.

Activity

Nutrition Counseling A standardized service as defined by the Academy of Nutrition & 

Dietetics (AND) that provides individualized guidance to individuals 

who are at nutritional risk because of their health or nutrition history, 

dietary intake, chronic illness, or medication use, or to caregivers. 

Counseling is provided one-on-one by a registered dietitian and 

addresses the options and methods for improving nutrition status 

with a measurable goal. (Source: Input Committee)

Covid Example: Sessions provided in-person or virtually to counsel 

older adults on an individual basis (via phone, email, video chat, or 

other means).

Hours 

(partial hour 

may be 

reported to 

two decimal 

places, e.g. 

0.25 hours.)

Nutrition Education An intervention targeting OAA participants and caregivers that uses 

information dissemination, instruction, or training with the intent to 

support food, nutrition, and physical activity choices and behaviors 

(related to nutritional status) in order to maintain or improve health 

and address nutrition-related conditions. Content is consistent with 

the Dietary Guidelines for Americans; is accurate, culturally sensitive, 

regionally appropriate, and considers personal preferences; and is 

overseen by a registered dietitian or individual of comparable 

expertise as defined in the OAA. (Source: National Nutrition 

Monitoring and Related Research Act of 1990 and Input Committee)

COVID Example:

Sessions, including distribution of printed materials, provided inperson or virtually by conducting a group call or online meeting (via 

phone, text, email, webinar, video chat, or other means) around 

how to continue to eat healthy and stay physically active during 

COVID. Virtual nutrition education cooking demonstrations, “Ask

the Dietitian” nutrition education conference calls, participating in 

online nutrition classes, etc.

Sessions 

(which may 

be delivered 

in-person or 

via video, 

audio, online 

or the 

distribution 

of hardcopy 

materials)

Other Services A service provided using OAA funds under Titles III-B or C in whole 

or in part, that do not fall into the previously defined service 

categories. Other Services will be reported by service domain in 

OAAPS. A service domain is a category of service that describes the 

state/territorydefined service, which does not fall into the previously 

N/A
Guidance for Reporting Services Provided to Older Adults in the (OAAPS) in Response to the COVID Pandemic · Page 6

defined service categories. Domains for “other services” provided 

under Title III-B or C include assistive technology/durable 

equipment/emergency response, consumable supplies, home 

modifications/repairs, elder abuse prevention/elder rights, health, 

outreach, public education, socialization, access not reported 

elsewhere, and other. 

COVID Example: Groceries, food boxes, cleaning supplies, personal 

hygiene supplies (including soap, toothpaste, toilet paper, sanitary 

wipes, incontinence supplies), cell phone or internet access, or other 

consumable items purchased for use by an older adult may be 

reported under the consumable supplies domain.

Note: Report purchasing groceries, food boxes, supplies, cell phone 

or internet access or other items with program funds under the 

consumable supplies domain. For reporting the amount of time 

spent in providing the delivery, please see Homemaker definition 

above.

COVID Example: Items such as tablet computers, cellphones, other 

technology or devices purchased for use by an older adult may be 

reported under the assistive technology/durable 

equipment/emergency response domain.

Note: Items may be reported here if providing the item itself is the 

service (e.g., a personal emergency response system) or if the item 

can easily be individually reported. If an item is already included as 

part of a direct service expenditure (e.g., a program includes a tablet 

computer as part of their larger program design and is reimbursed 

on a contracted unit rate basis), the expenditure for the item can be 

included in the other program’s expenditure and does not have to 

be separately reported here.

COVID Example: Contacts by staff or volunteers between two 

people via phone, text, email, webinar, video chat, or other means 

to provide a well-being check, reassurance, and/or socialization to 

an older adult may be reported under the socialization domain.

COVID Example: Activity by staff or volunteers in putting together a 

social media post, radio, or automated call announcement that is 

shared with the broader community regarding how you are 

providing services during COVID may be reported under the public 

education domain.

Supplemental Services 

(Caregiver)

Goods and services provided on a limited basis to complement the 

care provided by caregivers. Caregiver Services (Title III-E) will be 

reported by service domain in OAAPS. A service domain is a category 

of service that describes the state/territorydefined service, which 

does not fall into the previously defined service categories. Domains 

N/A
Guidance for Reporting Services Provided to Older Adults in the (OAAPS) in Response to the COVID Pandemic · Page 7

for “supplemental services” provided under Title III-E include assistive 

technology/durable equipment/emergency response, consumable 

supplies, home modifications/repairs, legal and/or financial 

consultation, in-home services (e.g. homemaker/chore/personal 

care), transportation, nutrition services, and other. 

COVID Example: Groceries, food boxes, cleaning supplies, personal 

hygiene supplies (including soap, toothpaste, toilet paper, sanitary 

wipes, incontinence supplies), cell phone or internet access, or other 

consumable items purchased to benefit a family caregiver (whether 

used by the caregiver or by the care receiver) may be reported 

under the consumable supplies domain.

Note: Report purchasing groceries, supplies, cell phone or internet 

access or other items with program funds under the consumable 

supplies domain. For reporting the amount of time spent in 

providing the delivery, please use the In-Home Services domain. 

Report the amount of time spent in providing the delivery, in hours 

(partial hour may be reported to two decimal places, e.g. 0.25 

hours.)

COVID Example: Items such as tablet computers, cellphones, other 

technology or devices purchased to benefit a family caregiver 

(whether used by the caregiver or by the care receiver) may be 

reported under the assistive technology/durable 

equipment/emergency response domain.

Note: Please report any expenditures related to cell phone or 

internet access plans under Consumable Supplies definition above.

Items may be reported here if providing the item itself is the service 

(e.g., a personal emergency response system) or if the item can 

easily be individually reported. If an item is already included as part 

of a direct service expenditure (e.g., a program includes a tablet 

computer as part of their larger program design and is reimbursed 

on a contracted unit rate basis), the expenditure for the item can be 

included in the other program’s expenditure and does not have to 

be separately reported here. 
Guidance for Reporting Services Provided to Older Adults in the (OAAPS) in Response to the COVID Pandemic · Page 8

Appendix B

The Optional – FFY2022 SPR Supplemental Funds Template has multiple tables 

Table 1: Service Expenditures should be reported by populations served: older adults, caregivers of older adults, and 

older relative caregivers. 

Table 2: Capital Expenditures should be reported by COVID supplemental expenditure type. Any capital COVID 

supplemental expenditures should be included in Table 1: Service-Specific Expenditures. Examples of a “Capital 

Expenditure Type” include: delivery vehicles or walk-in coolers; and the corresponding “Capital Expenditure Description” 

would be Home Delivered Meals, see below screen shots for examples. 

Tables 3 and 4: Descriptions of Capacity Issues and Unusual Spending, SUAs should report descriptions of any capacity 

issues and unusual spending due to the COVID pandemic. Some examples are expenses for senior centers that have 

been temporarily closed, capacity issues of hiring direct care workforce, ramp up of virtual programing, and availability 

of food items. 
Guidance for Reporting Services Provided to Older Adults in the (OAAPS) in Response to the COVID Pandemic · Page 9

Appendix C

Annual Program Report for Expanding the Public Health Workforce within the Aging Network Grant

FFY: 2022:

State/Tributary/Tribe:

Example PHW Reporting:

If “other positions “selected above, please describe here.

Activities performed to advance public health

Type of FTE Number of 

Full Time FTE

Number of 

Part Time FTE

Community health worker 

Program manager 

Public health nurse 

Communication and policy experts 

Case investigator 

Contact tracer

Social support specialist

Disease intervention specialist 

Epidemiologist

Laboratory personnel

Informaticians

Other positions required to prevent, 

prepare for, and respond to COVID

19**

Total FTE