(Oct. 8, 2024) The State Department of Health sent a communication to Assisted Living Programs (ALPs) that have recently received American Rescue Plan Act (ARPA) funding. Programs have been waiting for reporting forms and spending guidance clarifications from the Department.   

According to initial guidance, the first quarterly spending reports were due Oct. 15th. DOH has now stated that reporting surveys will be released to programs the week of Oct. 7, 2024 and should be completed and returned to the department no later than Oct. 21, 2024. 

Programs can reach out to the Department at ALP_ARPA@health.ny.gov with questions on reporting and the below supplemental FAQ.  

 Please find DOH communication to Assisted Living Programs below: 

Supplemental American Rescue Plan Act (ARPA) Funding Guidance: Assisted Living Program (ALP) 

The following are reinforced guidance from the Department’s Initial and Subsequent ARPA Funding Guidance and additional FAQs for ALPs 

1. The Department identified the following category of expense on which eligible program sites can choose to spend their awards: 

a. Workforce: Workforce retention strategies, recruitment, and retention of a racially and ethnically diverse and culturally competent workforce and development, implementation and promotion of trainings for staff. 

2. Program sites may use their awards to fund recruitment, retention, and training for nurses and staff who directly provide or supervise the provision of services. Funding cannot be used to pay current wage levels, including overtime, for any employees or salary increases for administrative staff, managers, and executive staff. 

a. Funding cannot be used to supplant current or already planned expenses. For example, a site cannot use this funding to cover existing trainings or monthly payments on technology purchased prior to the receipt of the award. 

b. Eligible program sites may begin spending their awards once received. Any expenses incurred prior to this date are not eligible for funding. 

3. Eligible program sites must use their awards to develop and implement the programs and strategies outlined in their spending narratives submitted to the Department as part of the attestation and survey.  

4. Eligible program sites may adjust their spending plans and budgets by resubmitting a new ARPA ALP Spending Plan to the Department. Subsequent guidance indicated that programs could redistribute the amount or timing of funds to accommodate additional funding and revised timeline once final awards were made without prior approval, as long as the approved spending categories did not change. If your program site must submit an adjusted spending plan, it may be sent to: ALP_ARPA@health.ny.gov. Any adjustments must comply with the spending guidelines in this document. 

5. Funds must be expended by July 31, 2025. All sites must report their activities and submit requested documentation quarterly beginning Oct. 15, 2024. The first report will cover the period from receipt of award to Sept. 30, 2024. Surveys will be released to programs the week of October 7 and should be completed and returned no later than October 21, 2024. Previous guidance indicated that training materials would have to be approved by the Department, however, subsequent guidance indicated that training materials may be submitted with quarterly reports. 

The goal of providing these funds is to ensure that Assisted Living Programs are well staffed with highly qualified and well-trained aides, nurses, home care providers and support staff to provide covered services and supports in compliance with the HCBS Final Rule. 

FAQs 

Q: My administrators serve multiple roles, including direct care. Why are they not eligible for workforce enhancements like retention or end of year bonuses? 

A: The goal of this funding is to ensure an adequate, well trained, culturally competent workforce to support ALP sites across the state. In no case can these grant funds be used to pay salaries or overtime, but if your administrative staff spends at least 80% of their time in direct care roles with residents (including providing nursing, OT, PT, Speech/Language therapy; supporting ADL or IADL needs or supervising any of these activities), they may receive enhanced benefits including bonuses and participate in training to enhance their direct care skills. 

Q: Can I include my maintenance staff in the direct care workforce for purposes of this grant? 

A: Yes, as long as the staff works exclusively for the ALP or devotes at least 80% of their time supporting the ALP and its residents. 

Q: Can I support the education and certification of my current staff to become PCAs or HHAs to work in my program? 

A: Yes. 

Q: Can I provide a comprehensive training course to my staff? 

A: Yes, as long as it is relevant to the work of the ALP and supplements existing required or offered trainings and is provided by an external entity. An update to previous guidance is that training materials do not have to be cleared by the Department prior to use but should be included in documentation submitted as part of quarterly reporting for the period in which they are implemented. Covered topics may include person-centered planning, cultural competency, and trauma informed support, among other options. 

Q: Can I purchase bus passes, metro cards or other transportation supports to assist my employees in getting to and from the ALP? 

A: Yes, you may cover these items as new employee benefits but may not purchase a car or van or hire a driver for this purpose. 

Contact: Diane Darbyshire, ddarbyshire@leadingageny.org, 518 867-8828.