Reporting Requirements
ADS funded providers submit invoices, activity/outcome and demographic reports on a monthly basis. ADS uses this information to monitor performance, analyze service area trends, and report to our funders at the State, Federal and local levels.
For most contracts, invoices and reports are due on the 10th working day of the month following the month of service. Please consult your contract or your Program Specialist for all required reports and deadlines.
Invoices
- Contact your Program Specialist for an Excel version of the invoice.
- Submit a hard copy with an original signature in blue pen.
Monthly Activity Reports
- Monthly and YTD totals of services delivered and achieved outcomes
- Contact your Program Specialist for an Excel version of this report.
- Complete the column for the current reporting month and confirm that YTD tally is accurate
- Retain the original file name, and e-mail the updated report to your Program Specialist.
- This report is back-up documentation for the invoice. Some contracts will require additional back-up documentation.
Demographic Reports
- Providers will submit aggregate demographic reports via the Online Client Profile Report application or through secure client level data files.
- Specifications for data files are available in Service Area Forms & Resources.
- Client level data files are required for all National Aging Program Information System (NAPIS) Cluster I programs. Encrypted versions of this report should be sent to: AdsReports@seattle.gov.
- ADS demographic reports meet NAPIS requirements and are consistent with the standards established by the Outcome Alignment Group (OAG), a coalition of King County, United Way, the City of Seattle and Suburban Cities.
- See the OAG Definition of Terms for a description of required demographic fields.
Encryption
- Reports and documents that include client information must be encrypted before attaching to an e-mail message.
- Providers may use either PGP or Cryptainer software to secure their reports.
