---------------- ----------------------------- -------------------------
  ACF              U.S. DEPARTMENT OF HEALTH AND 
                   HUMAN SERVICES                

  Administration   1**. Log No:**                2\. **Issuance Date:**
                   CCDF-ACF-PI-2008-04           May 27, 2008

  for Children     3\. **Originating Office:**   
                   Child Care Bureau, Office of  
                   Family Assistance             

  and Families     4\. **Key Words**: Child Care 
                   and Development Fund (CCDF);  
                   Data Reporting Requirements   
                   and Instructions for Indian   
                   Tribes; Revised ACF-700       
                   Report; FFY 2008 Tribal Data  
                   Reporting                     
  ---------------- ----------------------------- -------------------------

**PROGRAM INSTRUCTION**

+------------+---------------------------------------------------------+
| TO:        | Child Care and Development Fund (CCDF) Tribal Lead      |
|            | Agencies and Other Interested Parties                   |
+------------+---------------------------------------------------------+
| SUBJECT:   | Child Care and Development Fund (CCDF) Annual Report    |
|            | (ACF-700 Report and Supplemental Narrative Report) for  |
|            | Tribal Lead Agencies                                    |
+------------+---------------------------------------------------------+
| R          | The Child Care and Development Block Grant (CCDBG) Act  |
| EFERENCES: | of 1990, as amended (45 CFR 98.70(c)).                  |
+------------+---------------------------------------------------------+
| PURPOSE:   | This Program Instruction provides the Tribal Lead       |
|            | Agency with the instructions for completing the         |
|            | recently revised ACF-700 Report.                        |
+------------+---------------------------------------------------------+
| B          | Tribal aggregate information on services provided       |
| ACKGROUND: | through CCDF must be submitted annually, as required by |
|            | the CCDF regulations at 45 CFR 98.70(c).                |
+------------+---------------------------------------------------------+
|            | The CCDF Annual Report consists of two parts:           |
|            |                                                         |
|            | 1\) ACF-700 Report; and                                 |
|            |                                                         |
|            | 2)  Supplemental Narrative Report.                      |
+------------+---------------------------------------------------------+
|            | The Administration for Children and Families' (ACF)     |
|            | ACF-700 Report collects data on all children and        |
|            | families receiving direct CCDF-funded child care        |
|            | services during the period October 1, 2007 through      |
|            | September 30, 2008 (i.e., Federal Fiscal Year (FFY)     |
|            | 2008). The data reflect services provided during FFY    |
|            | 2008 [regardless]{.underline} of whether the services   |
|            | were paid for with FFY 2008 funds or prior years' CCDF  |
|            | funds. For example, all services provided during FFY    |
|            | 2008 that are paid for with FFY 2006, 2007 or 2008 CCDF |
|            | funds (i.e., Tribal Mandatory and Discretionary         |
|            | Funds---including funds for resource and referral and   |
|            | school-age care) are to be reported.                    |
+------------+---------------------------------------------------------+
| REVISED    | In addition, if a program uses other funds to further   |
| REPORT AND | support direct child care services for the children     |
|            | being reported on the ACF-700, Tribes should indicate   |
| INST       | the use of those funds and identify the funding source  |
| RUC-TIONS: | in the \"Comments\" field of the ACF-700 report.        |
|            |                                                         |
| DUE DATES: | The Supplemental Narrative Report requests descriptions |
|            | of the results of specific CCDF-funded activities       |
|            | available on the Tribal Lead Agency's reservation or    |
|            | Tribal service area during FFY 2008.                    |
|            |                                                         |
|            | The Office of Management and Budget (OMB) has extended  |
|            | approval for the ACF-700 Report through February 28,    |
|            | 2011 (OMB Approval Number 0980-0241).                   |
|            |                                                         |
|            | The newly-approved report includes two key changes:     |
|            |                                                         |
|            | -   Additional selection options for Data Element \# 4  |
|            |     -- Reason for Receiving Care -- to address          |
|            |     circumstances where Tribal Lead Agencies may be     |
|            |     providing care in response to, or associated with,  |
|            |     Federally Declared Emergencies.                     |
|            |                                                         |
|            | -   A new element, Data Element \# 8 -- Number of       |
|            |     Children Served by Payment Type, which includes     |
|            |     grant/contract with provider, certificate or        |
|            |     voucher, cash payments to parents, and              |
|            |     tribally-operated centers.                          |
|            |                                                         |
|            | There are also some minor wording revisions to provide  |
|            | greater clarity.                                        |
|            |                                                         |
|            | Attached is an updated *Tribal Annual Report: Guide for |
|            | CCDF Tribal Lead Agencies* (ACF-700 Help Guide) that    |
|            | contains detailed guidance for completing and           |
|            | submitting the ACF-700 and Supplemental Narrative       |
|            | Report. The Guide is available at the Child Care        |
|            | Bureau's website                                        |
|            | (<http://www.acf.                                       |
|            | hhs.gov/programs/ccb/report/formhelp/acf700/index.htm>) |
|            | under the heading "Additional Information and Help      |
|            | Available." The Guide was developed by the Child Care   |
|            | Automation Resource Center (CCARC), under contract to   |
|            | the Child Care Bureau.                                  |
|            |                                                         |
|            | The ACF-700 Report for FFY 2008 is due by December 31,  |
|            | 2008.                                                   |
+------------+---------------------------------------------------------+
| WHO MUST   | All Tribal Lead Agencies (i.e., Tribes, Tribal          |
| REPORT:    | organizations, and Tribal consortia) that received FFY  |
|            | 2008 (or prior year) CCDF funds---[and]{.underline}     |
| PENALTIES  | expended these funds during FFY 2008---must submit a    |
|            | complete ACF-700 Report by the December 31, 2008 due    |
| FOR NON-   | date. It is each Tribal Lead Agency's responsibility to |
|            | ensure that child care program data are collected and   |
| REPORTING: | reported to the Child Care Bureau in a timely manner    |
|            | each year.                                              |
|            |                                                         |
|            | The statute provides that the Secretary of Health and   |
|            | Human Services may impose sanctions on a Lead Agency    |
|            | for non-compliance with any requirement of the CCDF     |
|            | program (CCDBG Act, Section 658I(b)(2)(B)). For         |
|            | example, the regulations provide that the Secretary may |
|            | impose a penalty of not more than four percent of the   |
|            | discretionary funds for a fiscal year, if it is         |
|            | determined that a Lead Agency has failed to implement a |
|            | provision of the Act, the regulations, or the Lead      |
|            | Agency's Biennial Plan (Section 98.92(b)(2)). Tribes    |
|            | failing to provide reports may be subject to this       |
|            | penalty (63 FR 39980) or other sanctions.               |
+------------+---------------------------------------------------------+
| DATA USES: | The data received through this collection provides the  |
|            | Child Care Bureau with the means to analyze and         |
|            | evaluate the CCDF program and the extent to which       |
|            | Tribal Lead Agencies are assisting families in          |
|            | addressing child care needs. This information will      |
|            | provide ACF with information for its biennial report to |
|            | Congress, address national child care needs, offer      |
|            | technical assistance to grantees, meet performance      |
|            | measures, and conduct research.                         |
+------------+---------------------------------------------------------+
| ACF-700    | The Child Care Bureau encourages Tribal Lead Agencies   |
| SUBMISSION | to submit both the ACF-700 Report and Supplemental      |
| OPTIONS:   | Narrative by electronic means.                          |
|            |                                                         |
|            | [Internet Submission of the ACF-700                     |
|            | Report]{.underline}:                                    |
|            |                                                         |
|            | ACF-700 Reports can be submitted through the ACF-700    |
|            | Data Submission Center on the Child Care Bureau website |
|            | (<ht                                                    |
|            | tps://extranet.acf.hhs.gov/acf700/login/login700.jsp>). |
|            | This page contains a password-protected web-based form  |
|            | that checks the data for compliance with data standards |
|            | at the time of submission. These built-in               |
|            | error-checking features make it easier for Tribes to    |
|            | identify and correct errors. Use of the paperless       |
|            | Internet data entry site streamlines submission         |
|            | processing and improves data quality.                   |
+------------+---------------------------------------------------------+
|            | The submission web page requires a login and password.  |
|            | Some Tribes have already designated individuals to      |
|            | access the ACF-700 Data Submission Center. The login    |
|            | and password carry over to each new reporting period,   |
|            | so there is no need to register each year to use the    |
|            | submission site.                                        |
+------------+---------------------------------------------------------+
|            | To register new staff or otherwise modify registration  |
|            | information, submit the ACF-700 Internet Registration   |
|            | form (found in the back of the attached ACF-700 Help    |
|            | Guide) by [mail]{.underline} or [fax]{.underline} to:   |
+------------+---------------------------------------------------------+
|            | > Child Care Automation Resource Center                 |
|            | >                                                       |
|            | > 2600 Tower Oaks Boulevard, Suite 600                  |
|            | >                                                       |
|            | > Rockville, Maryland 20852                             |
|            | >                                                       |
|            | > Fax: 301-692-0700                                     |
+------------+---------------------------------------------------------+
|            | CCARC will contact the staff identified on the          |
|            | registration form to provide further instructions and   |
|            | guidance. For assistance with the login or password,    |
|            | the Tribal Lead Agency may contact CCARC at their       |
|            | toll-free number: 1-877-249-9117, weekdays from 9:00    |
|            | a.m. to 5:00 PM, (Eastern Time), or by email at         |
|            | <ccarc@childcaredata.org>.                              |
|            |                                                         |
|            | [Alternate Electronic Submission of the ACF-700 Report  |
|            | and Supplemental Narrative]{.underline}:                |
|            |                                                         |
|            | Tribal Lead Agencies may submit an electronic copy of   |
|            | the ACF-700 Report and the Supplemental Narrative       |
|            | Report using compatible electronic media, such as email |
|            | or a disk. The ACF-700 Report is in Excel® 2003 and can |
|            | easily be transmitted as an attachment to an email      |
|            | message. (An electronic version of ACF-700 Report is    |
|            | available on the Child Care Bureau's website at         |
|            | [ww                                                     |
|            | w.acf.hhs.gov/programs/ccb/](http://www.acf.hhs.gov/pro |
|            | grams/ccb/law/guidance/current/pi2007-06/acf700fm.htm). |
|            | ACF Regional Offices can also provide a blank version   |
|            | of the ACF-700 Report, if requested. The Supplemental   |
|            | Narrative Report can be transmitted by attaching an     |
|            | electronic Word® or text file to an e-mail.             |
|            |                                                         |
|            | Both the ACF-700 Report and the Supplemental Narrative  |
|            | Report should be sent to the ACF Regional Office with a |
|            | copy to CCARC at <ccarc@childcaredata.org>.             |
+------------+---------------------------------------------------------+
|            | [Mailed Submissions]{.underline}:                       |
|            |                                                         |
|            | A Tribal Lead Agency without access to the Internet or  |
|            | email may submit its ACF-700 Report and the             |
|            | Supplemental Narrative on paper through the mail. The   |
|            | original should be mailed to the ACF Regional Office    |
|            | (see contact information in attached Guide) and a copy  |
|            | should be sent to CCARC at the following address:       |
|            |                                                         |
|            | > Child Care Automation Resource Center                 |
|            | >                                                       |
|            | > 2600 Tower Oaks Boulevard, Suite 600                  |
|            | >                                                       |
|            | > Rockville, Maryland 20852                             |
|            | >                                                       |
|            | > Fax: 301-692-0700                                     |
|            |                                                         |
|            | Faxes are acceptable only if followed by a paper copy   |
|            | sent through the mail.                                  |
+------------+---------------------------------------------------------+
| TECHNICAL  | CCARC was established by the Child Care Bureau to       |
| A          | provide technical assistance related to the grantee     |
| SSISTANCE: | reporting requirements.  Assistance related to the      |
|            | submission of the ACF-700 Report also is available on   |
|            | the Internet at                                         |
|            | <http://www.acf.hhs.gov/pro                             |
|            | grams/ccb/report/formhelp/acf700/helpdocs/context.htm>. |
|            | CCARC Technical Assistance Specialists can answer       |
|            | questions and provide guidance in preparation of the    |
|            | program information and submission of the ACF-700       |
|            | Report. CCARC can be reached toll-free at               |
|            | 1-877-249-9117 weekdays from 9:00 a.m. to 5:00 p.m.     |
|            | (Eastern Time).                                         |
+------------+---------------------------------------------------------+
| REPORTING  | Tribal Lead Agencies anticipating problems in complying |
| PROBLEMS   | with the reporting requirements should contact Child    |
| OR POLICY  | Care staff in the ACF Regional Office. Tribes should    |
| QUESTIONS: | also contact the Regional Office for policy questions.  |
|            | Contact information for Child Care Program Managers in  |
|            | the ACF Regional Offices is attached to this Program    |
|            | Instruction and also included in the Tribal Annual      |
|            | Report: Guide for CCDF Tribal Lead Agencies (ACF-700).  |
+------------+---------------------------------------------------------+
| PAPERWORK  | An agency may not conduct or sponsor, and a person is   |
|            | not required to respond to, a collection of information |
| REDUCTION  | unless it displays a currently valid OMB control        |
| ACT:       | number. The information collection required under this  |
|            | Program Instruction is approved under OMB Number        |
|            | 0980-0241, which expires February 28, 2011.             |
+------------+---------------------------------------------------------+

Your help in providing timely and accurate data about the valuable child
care services you provide children and families in your Tribe or Tribal
organization through the CCDF is important. These data help to document
the work that you do and are essential for demonstrating the
accomplishments of Tribal child care programs.

> /s/
>
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> Sidonie Squier
>
> Director
>
> Office of Family Assistance

Attachments:

ACF-700 Report

Supplemental Narrative Report

Tribal Annual Report: Guide for CCDF Tribal Lead Agencies

Child Care Bureau Regional Program Managers List

### Supplemental Narrative Report

The **Supplemental Narrative Report** (to the ACF 700 Form) requests
descriptions of the results of specific CCDF-funded activities available
on the Tribal Lead Agency's (TLA) reservation or Tribal service area. 
This information will be included in the CCDF Report to Congress, as
appropriate, and will be shared with other TLAs to inform them of
CCDF-funded activities in other Tribal programs.  There is no required
format for the supplemental narrative report.  TLAs are encouraged to
include any related materials to accompany the narrative, including
brochures, pamphlets or news articles. 

The **Supplemental Narrative Report** requires all TLAs to describe:

1.  Any efforts to improve the quality of child care (e.g., early
    learning and literacy activities, which support school readiness).

2.  A description of unmet child care needs, if applicable. For example,
    a TLA might cite the number of eligible children on a waiting list
    as of a specific date.  A TLA could also cite the unmet need by
    providing the number of months child care services are not available
    due to a lack of funds.  

3.  A description of collaborative activities which promote
    comprehensive early care and education services, encourage increased
    quality, business participation, and coordination with State or
    Tribal agencies responsible for health, education, employment
    services or workforce development and the State or Tribal agencies
    responsible for providing Temporary Assistance to Needy Families
    (TANF).

4.  A description of efforts to improve the quality of data collected
    about families and children served and the types of care provided. 
    If a TLA is using the *Child Care Data Tracker*, a description of
    the use of the Child Care Data Tracker must be included.

# [Child Care Bureau Regional Program Managers ]{.underline}

+-------+--------------------------+--------+-------------------------+
| **R   | Stan Gardner             | **     | Gwendolyn Jones         |
| egion |                          | Region |                         |
| I**   | HHS/ACF                  | VI**   | HHS/ACF                 |
|       |                          |        |                         |
|       | JFK Federal Building     |        | 1301 Young Street       |
|       |                          |        |                         |
|       | Room 2025                |        | Suite 914               |
|       |                          |        |                         |
|       | Boston, MA 02203         |        | Dallas, TX 75202        |
|       |                          |        |                         |
|       | Phone: (617) 565-2454    |        | Phone: (214) 767-3849   |
|       |                          |        |                         |
|       | Fax: (617) 565-1578      |        | Fax: (214) 767-8890     |
|       |                          |        |                         |
|       | E-mail:                  |        | E-mail:                 |
|       | stan.gardner@acf.hhs.gov |        | gwen                    |
|       |                          |        | dolyn.jones@acf.hhs.gov |
+-------+--------------------------+--------+-------------------------+
| **R   | Nitza Lopez-Munoz        | **     | Betty Lammle            |
| egion |                          | Region |                         |
| II**  | HHS/ACF                  | VII**  | HHS/ACF                 |
|       |                          |        |                         |
|       | 26 Federal Plaza         |        | Federal Office Building |
|       |                          |        |                         |
|       | Room 4114                |        | Room 276                |
|       |                          |        |                         |
|       | New York, NY 10278       |        | 601 East 12th Street    |
|       |                          |        |                         |
|       | Phone: (212) 264-2890    |        | Kansas City, MO 64106   |
|       | X182                     |        |                         |
|       |                          |        | Phone: (816) 426-2264   |
|       | Fax: (212) 264-4881      |        |                         |
|       |                          |        | Fax: (816) 426-2888     |
|       | E-mail:                  |        |                         |
|       | nitz                     |        | E-mail:                 |
|       | a.lopezmunoz@acf.hhs.gov |        | b                       |
|       |                          |        | etty.lammle@acf.hhs.gov |
+-------+--------------------------+--------+-------------------------+
| **R   | Jennifer McGraw          | **     | Karen Knoll-Moran       |
| egion |                          | Region |                         |
| III** | HHS/ACF                  | VIII** | HHS/ACF                 |
|       |                          |        |                         |
|       | 150 S. Independence      |        | Federal Office Building |
|       | Mall, West               |        |                         |
|       |                          |        | 1961 Stout Street       |
|       | Public Ledger Building,  |        |                         |
|       | Suite 864                |        | 9th Floor               |
|       |                          |        |                         |
|       | Philadelphia, PA         |        | Denver, CO 80294-3538   |
|       | 19106-3499               |        |                         |
|       |                          |        | Phone: (303) 844-1164   |
|       | Telephone: (215)         |        |                         |
|       | 861-4053                 |        | Fax: (303) 844-3642     |
|       |                          |        |                         |
|       | Fax: (215) 861-4070      |        | E-mail:                 |
|       |                          |        | karen                   |
|       | E-mail:                  |        | .knollmoran@acf.hhs.gov |
|       | Jen                      |        |                         |
|       | nifer.McGraw@acf.hhs.gov |        |                         |
+-------+--------------------------+--------+-------------------------+
| **R   | Darrel McGhee            | **     | Robert Garcia           |
| egion |                          | Region |                         |
| IV**  | HHS/ACF                  | IX**   | HHS/ACF                 |
|       |                          |        |                         |
|       | Atlanta Federal Center   |        | 90 7th Street, Ninth    |
|       |                          |        | Floor                   |
|       | 61 Forsyth Street, S.W.  |        |                         |
|       |                          |        | San Francisco, CA       |
|       | Suite 4 M60              |        | 94103-6710              |
|       |                          |        |                         |
|       | Atlanta, GA 30303        |        | Phone: (415) 437-8439   |
|       |                          |        |                         |
|       | Phone: (404) 562-2892    |        | Fax: (415) 437-8444     |
|       |                          |        |                         |
|       | Fax: (404) 562-3088      |        | E-mail:                 |
|       |                          |        | ro                      |
|       | E-mail:                  |        | bert.garcia@acf.hhs.gov |
|       | d                        |        |                         |
|       | arrel.mcghee@acf.hhs.gov |        |                         |
+-------+--------------------------+--------+-------------------------+
| **R   | Kathleen Penak           | **     | Paul Noski              |
| egion |                          | Region |                         |
| V**   | HHS/ACF                  | X**    | HHS/ACF Blanchard Plaza |
|       |                          |        |                         |
|       | 233 N. Michigan Ave.     |        | 2201 Sixth Avenue       |
|       |                          |        |                         |
|       | Suite 400                |        | Room 300-MS 74          |
|       |                          |        |                         |
|       | Chicago, IL 60601        |        | Seattle, WA 98121       |
|       |                          |        |                         |
|       | Phone: (312) 353-3270    |        | Phone: (206) 615-2609   |
|       |                          |        |                         |
|       | Fax: (312) 353-2629      |        | Fax: (206) 615-2574     |
|       |                          |        |                         |
|       | E-mail:                  |        | E-mail:                 |
|       | ka                       |        | paul.noski@acf.hhs.gov  |
|       | thleen.penak@acf.hhs.gov |        |                         |
+-------+--------------------------+--------+-------------------------+