APPENDIX A(1)

APPENDIX A

SUGGESTED SERVICE AND ADMINISTRATIVE ACTIVITY
CODE DEFINITIONS FOR TITLES III AND VI

SERVICE ACTIVITIES*

(01) Advocacy--To plead and/or support the case of an individual or group to obtain a service (usually follows referral).

(02) Assessment-To collect necessary information about a client to determine need and/or eligibility for a service. Information collected may include demographics, health status, financial status, etc. and may also include routine tests such as blood pressure, hearing, vision, etc.

(03) Chore Services-To handle household chores such as running errands, simple household tasks, heavy cleaning, yard and walk maintenance, which the older person(s) is unable to handle on his own and which do not require the services of a trained homemaker or other specialists.

(04) Counseling-Uses the casework mode of relating to a client (via interview, discussion, or lending a sympathetic ear) to advise and to enable the older person and/or his family to resolve problems (concrete and emotional) or to relieve temporary stresses encountered by them. May be done on a one-to-one basis or on a group basis and may be conducted by paid, donated and/or volunteer staff.

Should be distinguished from other "services" where counseling is not the sole activity.

(05) Diagnosis-Investigation or analysis by a medical or health professional to determine the cause or condition, situation or problem confronting a patient. (For medical, dental and psychiatric program areas only.)

(06) Discount-A reduction made on goods or services from a regular or list price. (07) Escort Service-Accompanying and personally assisting a client to obtain service.

(08) Evaluation-Determining quality and/or effectiveness of a service provided to an individual client. Usually performed as a follow-up to referral or case management activity, and distinguished from Assessment, above, or project evaluation.

Based on Uniform Descriptions Of Services For The Aging; National Association of Area Agencies on Aging, National Association of State Units On Aging and TSDI, Inc., May 1981, pp. 13–17.

APPENDIX A(2)

(09) Guardianship/Conservatorship--Performing legal and financial transactions on behalf of a client based upon a legal transfer of responsibility (protective services).

(10) Homemaking-Training individuals, working under the supervision of an agency, go into homes as substitute homemakers and assume responsibility for routine household tasks such as menu preparation and general household management, including some light housekeeping. (Used only for an assignment which does not include personal care.) (Use "Housekeeping", below, only if performed as a separate activity by other than "Homemaker" personnel.)

(11) Housekeeping--Provides help for housecleaning, laundry, essential shopping, errands and meal preparation. Does not require trained personnel since emphasis is on tasks usually performed by domestic workers.

(12) Income Support/Material Aid--Aid in the form of money or goods.

(13) *Information-Providing concrete information to a client about available public and voluntary services and resources (including name, address and telephone number).

(14) Instruction/Training-Providing the experience and/or knowledge for clients to acquire skills, in a formal or informal, individual or group situation.

(15) Interpreting/Translating--To explain the meaning of oral and/or written communication to non-English speaking and/or handicapped persons unable to perform the function.

(16) Letter Writing/Reading--To interpret and/or translate business and personal correspondence.

(17) Meals-Providing one hot or other appropriate meal per day, which assures a minimum of one-third of the R.D.A.

(18) Ombudsman-To investigate and resolve disputes between, or on behalf of consumers who reside in long-term care facilities, and the providers without necessarily ascribing blame to any of the involved parties.

(19) Outreach--A variety of interventions, initiated by a provider to identify clients and to encourage the use of existing services and benefits.

(20) Personal Care--Assisting a client with bathing, medication, dressing, personal appearance, feeding and toileting under the direction of a medical professional.

(21) Physical Fitness-Activities which sustain and/or improve physical and mental health.

I&R are separate in order to provide a basis for collecting accurate data about what are frequently two separate activities.

APPENDIX A(3)

(22) Placement-Assisting a person in obtaining a suitable place or situation such as employment, housing, institution, etc.

(23) Recreation-To participate in activities, such as sports, performing arts, games, and crafts, either as a spectator or as a performer, facilitated by a provider.

(24) *Referral-Linkage with appropriate community resource(s) to ensure necessary service will be delivered to the client. Must include contact and follow-up with the provider and/or client, and usually includes advocacy.

(25)

Repairs/Maintenance/Renovations-Improving or maintaining residence,

appliances, etc.

(26) Shopping-Providing assistance in the purchase of food, clothing, medical supplies, household items and/or recreational materials for a client.

(27) Supervision-Overseeing actions and/or behavior of a client to safeguard his rights and interests; protection against harm to self or others. (Usually part of a compound service, protective services, adult day care, etc.

(28) Telephone--Phoning in order to provide comfort or help.

(29) Transportation-Taking client from one location to another and transport of food under Title III C-1 and 2.

(30) Treatment-Providing service in support of a specific physical (medical), dental or psychiatric problem.

(31) Visiting-Going to see a client in order to comfort or help.

ADMINISTRATIVE ACTIVITIES

(32) Compensation Time-Self-explanatory.

(33) Down Time-Time not spent in any activity. This is a legitimate activity code and includes such activities as lunch breaks, non-work related conversations, etc.

(34) Holiday-Self-explanatory.

(35) Annual Leave-Self-explanatory.

(36) Sick Leave-Self-explanatory.

(37) Other Leave-Self-explanatory.

I&R are separate in order to provide a basis for collecting accurate data about (what is frequently) two separate activities.

APPENDIX A(4)

(38) Administrative Travel-Staff time spent traveling when unaccompanied by client or not on route to deliver client service.

(39) Administrative Record Keeping-Not client specific.

(40) Personnel Administration-Recruiting, hiring, evaluation, grievances, files, and staff scheduling.

(41) In-Service Training--Orientation and training of new staff, on-going staff training, literature review.

(42) Training Received Outside The Program-Attendance at training sessions and conferences provided by other organizations or agencies.

(43) External Meetings-MH/MR Administrative Offices, DEA Commission, HSA, meetings with schools, courts, etc., regarding programs or other issues, (these meetings are not client-specific).

(44) Staff Administration Meetings-Staff meetings concerned with policies, reports, and business planning.

(45) Board And Advisory Committee Meetings-Regular and special meetings.

(46) Community Development Meetings-Developing working relationships with the network of governmental and private human service commissions, institutions and agencies.

(47) Media-Working with newspapers, radio, and TV regarding program promotion.

(48) Public Speaking Meetings-Face-to-face contact with groups: religious bodies, service organizations, professional societies, etc.

(49) Seminars and Workshops-Experiential and/or presentation of a "theme" by one or more staff to a group.

(50) Information Services Meetings-Information exchange and correspondence with other agencies and individuals.

(51) Other Administrative Functions-Office maintenance, mail handling/ correspondence, filing, typing, maintenance of program vehicles, etc.

(52) Program Planning and Evaluation-Design, development, or critique of program; program evaluation; staff scheduling.

(53) Fundraising--Research, proposal writing, development of strategies.

(54) Fiscal Activities-Payroll, purchasing, check preparation, reporting, journal and ledger entries, etc.

(55) Staff Supervision-Clearly defined, organized time for the purpose of staff supervision; includes preparation time, but does not include case-centered consultation; also includes staff scheduling.

APPENDIX B

GENERAL LEDGER ENTRIES
AND ACCOUNT BALANCES

APPENDIX B (1)

A description of each general ledger account, sample debit and credit journal entries, and account balances of the accounting system follow. Notations to support financial statement worksheet accrual entries should be in general journal format.

1. ASSETS

An asset is any physical object or intangible right from which the organization expects future benefits.

Cash. Shown as the first asset on the Balance Sheet, this account includes cash on deposit in checking and savings accounts, petty cash, and cash on hand.

A cash account code is needed for each checking or savings account held by the AAA. One checking account is adequate for internal control over multiple fund sources unless segregation of assets is legally required.

Debit the respective cash accounts for all money deposited in the bank.

Credit the respective cash accounts for all checks issued, savings account withdrawals, service charges, returned checks, and transfers to other cash accounts.

Balance-A debit balance represents cash available for use. A credit balance reflects an overdraft.

The AAA may choose to establish a separate checking account solely to handle payroll transactions. An advance is made to this imprest account from a separate checking account to cover each payroll. (This account will generally have a zero or minimal balance in between payroll periods.)

Debit this payroll account to deposit the funds needed for the pay period.

Credit this account to reflect payroll checks issued, withholding taxes paid, and bank service charges incurred.

Balance-A debit balance in this account represents cash available to meet payroll obligations. A credit balance indicates an overdraft in this account.