Resource Center › Funders › NYC DFTA (NYC Aging)
NYC DFTA (NYC Aging) · New York City · older adult centers, home-delivered meals, NORCs, caregiver programs and other DFTA-contracted programs
Your DFTA PS Billing Ledger and Use of Contributions Report, from one payroll file.
DFTA bills personnel on the city's own biweekly cycle — two pay dates a month — and everything on the voucher has to serve participants aged 60 and over. Prove It builds the PS Billing Ledger from AI-read payroll, using the same title-code mapping DYCD uses, and the Use of Contributions Report from the program and amount collected you enter once. You review every line before anything posts.
10 founding-pilot seats for NYC nonprofits · No card · We set it up with you on a 30-minute call
What DFTA checks before it pays
Everything must serve participants aged 60+
Staff time spent on non-eligible participants is not chargeable.
$5,000–$25,000 needs three written estimates
At or above $25,000: five solicitations, minimum three bids, plus DFTA review.
- Participants must be 60 or older
- Also operates publicly as "NYC Aging" — DFTA remains the name on contracts and fiscal documents
- $5,000–$25,000 requires three written estimates; $25,000 and above requires five solicitations, a minimum of three bids, plus DFTA review
- Criminal background checks required for all program staff
What Prove It does about it
Imports payroll from ADP, Paychex, Gusto, Paylocity, TriNet, QuickBooks and anything else that exports a file. Common layouts are read instantly; anything else, Claude AI finds the names, gross pay and pay date. You confirm every name before anything posts.
- Download DFTA PS Billing Ledger — DFTA's PS billing ledger — up to 30 staff rows and two pay-date columns per month, title codes from the same mapping card DYCD uses.
- Download Use of Contributions Report — DFTA's contributions report with the program and amount collected from the setup card.
- Download VIVE Unit-of-Service Report (blank) — DFTA's VIVE report as a blank — the app doesn't track units of service.
- Download voucher Excel (voucher number) — Four sheets — Voucher Summary, PSA (monthly), OTPS detail and Certification — laid out by this funder's own categories, from your approved payroll and coded invoices.
Title code mapping
DFTA's ledger reuses DYCD's title-code list. Match each role you've used in Budget Builder once — it's remembered for every future voucher.
DFTA contributions
Program and Amount Collected for the Use of Contributions Report.
Coded invoices flow into the OTPS detail: the month's expenses are auto-included in this voucher, you uncheck an item to hold it for a later voucher, and earlier-dated invoices count as prior claims automatically. Categories follow DFTA's own list — Meals / Nutrition, Supplies — Program, Transportation — Participants, Fees — Staff Training, Program Consultants, Equipment, Recreation & Social Activities, Printing, Postage, Utilities — Program Site.
The free voucher checker is a fixed set of rules, not AI: costs DFTA's manual lists as unallowable, fringe above the 35% review threshold the app uses for DFTA, allocations that don't total 100%, totals that don't reconcile, blank contract, provider or period identifiers — plus DFTA's own recurring errors: Everything must serve participants aged 60+; $5,000–$25,000 needs three written estimates. The file is read in your browser and never uploaded. Check a DFTA voucher.
Ask a CFO answers "can I charge this?" from DFTA's current fiscal manual, with the source and date cited. AI guidance grounded in your live platform data, 2 CFR 200, and live lookups of current funder manuals — not legal, tax, or audit advice. Confirm consequential decisions with your funder or auditor.
Every voucher Excel carries four sheets — Voucher Summary, PSA (monthly), OTPS detail and Certification — so the backup travels with the claim, and the Print / PDF view gives you the same voucher for a signature.
DFTA at a glance
Free DFTA resources
Your next DFTA voucher, built in Prove It — with us on the call
We're taking 10 New York nonprofits into a founding pilot. You get the full platform for 60 days at no charge, and we set it up with you: in one 30-minute working session we load your contracts, your staff and your last payroll file, then rebuild your most recent DFTA voucher in DFTA's own format. If it doesn't match what you filed — or catch something you missed — you've spent half an hour and owe nothing.
DFTA questions
Why two pay dates and not three?
DFTA's ledger follows the city's biweekly cycle, so two pay dates fit a month (HRA's template, by contrast, allows three). Verify the pay-period boundaries before you submit — a payday that lands on the first of the month can belong to either voucher.
Does the app fill the VIVE unit-of-service report?
No. Units of service aren't tracked by the app, so the VIVE download is DFTA's blank for you to complete.
What is the three-estimate rule?
Purchases between $5,000 and $25,000 need three written estimates under DFTA's manual. The checker's DFTA advisory reminds you before an OTPS line in that range goes out.
Does Prove It submit my DFTA voucher for me?
No. Prove It builds the voucher and the backup from your live numbers; a person on your team reviews every line and submits it the way you do today. Nothing is filed automatically, and nothing guarantees acceptance — what you get is the funder's own format, filled from the same payroll and invoices you already have, with the recurring errors flagged before you send it.
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