Georgia’s Uniform Cost Methodology Policies, Definitions, and Procedures

The provider, Area Agency on Aging and the Division of Aging Services must know full costs of services so the aging network can track funding needs to assure quality aging services for older Georgians.

General Policies, Procedures and Definitions:

  1. Providers and Area Agency on Aging (AAAs) shall use the spreadsheet developed by the Division of Aging Services. Please note that the term “providers” in this manual and in other UCM training materials refers to both local service providers and AAAs.

  2. This Uniform Cost Methodology is a costing system to be used by all providers in response to Request for Proposal for aging services to calculate costs in the same fashion, treating costs in a consistent manner. 3. AAAs are required to complete the UCM inclusive of all services at the AAA level.

  3. AAAs are required to complete the UCM inclusive of all services at the AAA level.

  4. This Uniform Cost Methodology is a costing system to be used by providers and AAAs.

  5. Allowability of costs must adhere to all Office of Management and Budget (OMB) Circulars, as appropriate, including A-87 “Costs for Principles for State, Local and Indian Tribal Governments” and A-122 “Cost Principles for Non-Profit Organizations”. Note: These circulars may be obtained at the following web address: Circulars | OMB | The White House.

  6. Documentation of Cost will be determined on a prospective or budget basis and will consist of prior actual year costs to justify direct assignment of costs.

  7. Each Area Agency on Aging will evaluate the costs, negotiate contracts and enter appropriate data in the Division of Aging Services Data System (DDS).

  8. All services shall be subject to the Uniform Cost Methodology, but not all services will be reimbursed on a unit cost basis. Always reference the current DAS Taxonomy of Service for the correct “Method of Reimbursement”for each service. In addition, for services reimbursed based in a line-item budget, the AAA must complete the Uniform Cost Methodology Excel Spreadsheet and the billing units for these will be listed as “1” unit.

  9. During the first year of a new service, AAAs may request a waiver to contract for a line-item budget if the service is normally reimbursed on a unit cost basis. This will allow for start-up costs for a new service. This waiver requires prior approval from the DAS.

  10. When excluding a provider from the Uniform Cost Methodology, AAAs must request a waiver and justify why the provider should be excluded. This waiver requires prior approval from the DAS.

  11. The Area Agency on Aging shall exempt commercial food vendors who are submitting sealed bids for meals from completing the Uniform Cost Methodology spreadsheet.