This page is to provide detailed policies and procedures which are applicable to funds administered by the Agency on Aging Northeastern Illinois, including those provided under the Older Americans Act, State appropriations, and other related programs. These policies and procedures are intended to:
Describe the procedures that AgeGuide will follow in monitoring grant activities and identify the fiscal compliance responsibility of grantees.
Prescribe fiscal and program policies and procedures that will safeguard public funds being used in the Older Americans Act and related grants administered by AgeGuide.
If you have any questions or need technical support, contact Jody Stoops, Fiscal Analyst at (815) 939-0727 or [email protected].
Monitoring and Special Reviews
AgeGuide has the responsibility to ensure that all agencies receiving Older Americans Act or other Agency-administered funds operate effectively and in compliance with the terms and conditions of their award documents. As a result, AgeGuide has a system for monitoring and conducting special reviews of funded agencies.
Monitoring is the ongoing process by which AgeGuide systematically gathers provider program and fiscal data. Monitoring can be conducted through the use of on-site visits and/or desk reviews. Activities include (but are not limited to) the following:
- Review of provider reports submitted to AgeGuide, audit reports, financial statements, cost allocation plans, and other written documentation, as appropriate.
- Review of Illinois Department on Aging performance monitoring and evaluations reports, including discussion and follow-up with IDOA staff regarding provider performance.
- Telephone/Email/Online discussion between AgeGuide’s staff and providers.
- Periodic joint meetings with providers.
- Periodic on-site monitoring.
Given the ongoing nature of monitoring, providers will not be notified of the results of every monitoring activity. However, when AgeGuide’s monitoring indicates significant issues, the provider will receive written notice within a reasonable time period of the monitoring results and any actions needed to achieve compliance.
Special Reviews are on-site visits in response to specific AgeGuide concerns or issues. The results of the Special Review will be formalized in a report and will be issued to the provider within a reasonable time period. The report will detail the findings and actions necessary to resolve the concerns.
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