## OVERVIEW

## 

## Congress conceived the national data collection that is now known as the ACF-801 during welfare reform deliberations in 1996. When Congress created the Child Care and Development Fund (CCDF) in the Personal Responsibility and Work Opportunity Reconciliation Act, it also created the requirement that case-level data on families receiving CCDF services be collected on a monthly basis[^1]. States and territories were charged with submitting specific information so that Congress would have some empirical basis for assessing the new program. Although "ACF-801" is actually only a number that the Office of Management and Budget assigned to the data collection form that the Administration on Children and Families designed to meet the statutory reporting requirements, today the term is used to describe the entire reporting system for case-level CCDF data.

The ACF-801 case-level data is collected monthly and reported either
monthly or quarterly. Quarterly data is reported 60 days after the end
of each quarter and monthly data is due 90 days after the reported
month. All lead agencies in the states, the District of Columbia, and
territories (including Puerto Rico, American Samoa, Guam, Northern
Marianna Islands, and the US Virgin Islands) are responsible for
collecting and reporting ACF-801 data.

The collection of case-level data has occurred since April 1998 with the
first case-level report (ACF-801) submitted by August 31, 1998. States
and territories submit their records electronically, monthly or
quarterly, to the Child Care Bureau via CONNECT:Direct.

The Child Care Bureau Information System allows states to submit either
a full population or a small (approximately 200 families) monthly sample
of subsidized child care recipients each quarter (Form ACF-801) and
population values for all families and children in care annually
(ACF-800) for federal reporting purposes.

States are encouraged to develop quality child care reporting systems
that provide sufficient flexibility to produce both required reports to
Congress and a variety of analyses needed to continually improve child
care policy and practice at local, statewide and national levels.

Data from the reports will be reported to Congress every two years.
Additionally, the data will be used in a variety of tables and charts to
assist in addressing national child care needs, performance measures,
and in providing technical assistance to improve the quality of child
care for low-income families. Data will be aggregated into tables and
made available to the public through the [Child Care
Bureau](../../../../Childcare/08_CCBWeb/Web%20site/Mirror%20site/index.htm)'s
Internet web site
([ACYF-PI-CC-01-02](../../../../../../../../common/Groups/Childcare/08_CCBWeb/Web%20site/Mirror%20site/policy1/current/pi0102/pi0102.htm)).

Data from the data reports sent by the states will be used for research
to provide a summary and analysis of the status of child care in the
United States, which the Secretary of the Department of Health and Human
Services is required to report biennially to Congress^2^ under the
Personal Responsibility and Work Opportunity Reconciliation Act of 1996
(PRWORA)^3^. The findings will be used in the aggregate solely for
research purposes, in accordance with the Privacy Act of 1974^4^

# 

The ACF-801 is a collaborative effort, between the States and
Territories and the Federal Government, that tells the story of Child
Care. This data collection is required by Sec. 658K of the Child Care
Development Block Grant Act (CCDBG). Program information that is
collected and reported at the case-level, is processed and compiled by a
National Child Care Information System where it is aggregated into a
variety of reports that can be immediately accessed on local, statewide
and national levels. This information becomes the National Child Care
Database and tells the experiences of low-income families receiving
Child Care subsidies.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

^4^ "For implementing the verification requirements mandated by Title IV
of PRWORA, only the citizenship and immigration status of the child, who
is the primary beneficiary of the child care benefit is relevant for
eligibility purposes."

##### NEW REQUIREMENTS

## This technical document provides guidance for ACF-801 reporting. Tables detailing definitions of each data element, data standards and guidance specific to each element are included to help States and Territories meet Federal reporting requirements. Prior technical bulletins and technical documents have been incorporated into this document, including the social security number guidance and the new ACF-801 PI and standards for the additional data element collection. (Also see [**Changes in ACF-801 Reporting**](../acfreg01.ppt) in PowerPoint or as a text version below). 

## 

## As of report period January 2002, a new data element will be included in ACF-801 data files. (Refer to [ACYF-PI-CC-01-02]{.underline}: Revised ACF-801 Case-Level Reporting Form and Definitions). This new element is Element #16 (Number in Eligible Family). This element is needed to compute poverty levels of subsidized families and to compute High Performance Bonuses.

##  The ACF-801 file for report period January 2002 will be the first ACF-801 file requiring the new data element. The new element will be two digits placed at the end of the family record. The value must be greater than or equal to the number of children receiving services plus the head of the household. For most families, the smallest acceptable value is 2, the child and the caretaker. The only exception is when the child is considered the head of the household, or when Element #5 (Single Parent) = 9 (not applicable: child is reported as head of household). For additional guidance, [**Technical Bulletin 3 (Revised)**](http://www.acf.dhhs.gov/programs/ccb/report/formhelp/techbull/tb03r.htm) has been modified to include Data Element #16, and [**Technical Bulletin 4 (Revised)**](http://www.acf.dhhs.gov/programs/ccb/report/formhelp/techbull/tb04r.htm) has been modified to include new formatting requirements based on the additional data element.

## 

The other recent clarification for ACF-801 data states that eligibility
may not be denied because a parent chooses not to provide an SSN
(Reference
[ACYF-PI-CC-00-04](http://www.acf.dhhs.gov/programs/ccb/policy1/current/pi0004/pi0004.htm):
Use of SSNs under CCDF and the Privacy Act of 1974 issued October 27,
2000). Therefore, Element #3 (Head of Household SSN) is not required.
However, Element #2 (Unique State Identifier) must be included if
Element #3 is not provided, and Element #2 must uniquely identify the
family over time.

This requirement change for SSNs has changed some other data standards
as well. There is no longer a consistency standard between Element #5
(Single Parent), Element #17 (Child SSN) and Element #3 (Head of
Household SSN). The other consistency standard stating that if Element
#5 (Single Parent) = 9, then Element #6 (Reason for Receiving Subsidy)
must equal 4 (Protective Services) still applies. Element #17 (Child
SSN) no longer has a consistency standard since social security numbers
are not required.

## 

## ACF-801 DATA ELEMENT DICTIONARY

The table below lists the data categories and specific data elements
found in the ACF-801 report. The table is followed by a detailed
definition of each data element, including data standards and guidance
specific to that element.

##### 1. Data Elements in the ACF-801 Report

+-----------+----------+----------------------------------------------+
| # ACF-801 |          |                                              |
|  Elements |          |                                              |
+-----------+----------+----------------------------------------------+
| **Summary | **Ca     | **Data Element**                             |
| Record**  | tegory** |                                              |
+-----------+----------+----------------------------------------------+
| Delimiter | Family   | Element 1 Sample month/year of report period |
|           | Inf      |                                              |
|           | ormation |                                              |
+-----------+----------+----------------------------------------------+
| Report    |          | Element 2 Unique state identifier/unique     |
| period    |          | identification case number                   |
+-----------+----------+----------------------------------------------+
| Families  |          | Element 3 Family Social security number      |
| receiving |          |                                              |
| s         |          |                                              |
| ubsidized |          |                                              |
| child     |          |                                              |
| care      |          |                                              |
+-----------+----------+----------------------------------------------+
| Number of |          | Element 4 FIPS code                          |
| children  |          |                                              |
| in Pre-K  |          |                                              |
| child     |          |                                              |
| care      |          |                                              |
+-----------+----------+----------------------------------------------+
| Delimiter |          | Element 5 Single parent                      |
+-----------+----------+----------------------------------------------+
| State     |          | Element 6 Reason for receiving subsidized    |
| contact   |          | child care                                   |
| name      |          |                                              |
+-----------+----------+----------------------------------------------+
| Delimiter |          | Element 7 Total monthly child care           |
|           |          | co-payment by family                         |
+-----------+----------+----------------------------------------------+
| State     |          | Element 8 Month/year child care assistance   |
| contact   |          | to family started                            |
| telephone |          |                                              |
| number    |          |                                              |
+-----------+----------+----------------------------------------------+
| Delimiter |          | Element 9 Total monthly income for           |
|           |          | determining eligibility                      |
+-----------+----------+----------------------------------------------+
| State     |          | Element 10 Employment income, including      |
| contact   |          | self-employment                              |
| fax       |          |                                              |
| number    |          |                                              |
+-----------+----------+----------------------------------------------+
| Delimiter |          | Element 11 Cash or other monetary assistance |
|           |          | under Title IV of the Social Security Act    |
+-----------+----------+----------------------------------------------+
| State     |          | Element 12 State program for which state     |
| contact   |          | pending is counted towards TANF MOE          |
| email     |          |                                              |
| address   |          |                                              |
+-----------+----------+----------------------------------------------+
| Record    |          | Element 13 Housing voucher or cash           |
| delimiter |          | assistance                                   |
+-----------+----------+----------------------------------------------+
|           |          | Element 14 Assistance under the Food Stamps  |
|           |          | Act of 1977                                  |
+-----------+----------+----------------------------------------------+
|           | [        | Element 15 Other Federal cash income         |
|           | ]{.mark} |                                              |
+-----------+----------+----------------------------------------------+
|           |          | Element 16 Family Size                       |
+-----------+----------+----------------------------------------------+
| Delimiter | Child    | Element 17 Child social security number      |
|           | Inf      |                                              |
|           | ormation |                                              |
+-----------+----------+----------------------------------------------+
| []{.mark} |          | Element 18 Hispanic or Latino (Ethnicity)    |
+-----------+----------+----------------------------------------------+
| []{.mark} |          | Element 19 American Indian or Alaskan Native |
|           |          | (race)                                       |
+-----------+----------+----------------------------------------------+
| []{.mark} |          | Element 20 Asian (race)                      |
+-----------+----------+----------------------------------------------+
| []{.mark} |          | Element 21 Black or African American (race)  |
+-----------+----------+----------------------------------------------+
| []{.mark} |          | Element 22 Native Hawaiian or other Pacific  |
|           |          | Islander                                     |
+-----------+----------+----------------------------------------------+
| []{.mark} |          | Element 23 White (race)                      |
+-----------+----------+----------------------------------------------+
|           |          | Element 24 Child gender                      |
+-----------+----------+----------------------------------------------+
|           |          | Element 25 Month/year of birth               |
+-----------+----------+----------------------------------------------+
|           | Setting  | Element 26Type of child care                 |
|           | Inf      |                                              |
|           | ormation |                                              |
+-----------+----------+----------------------------------------------+
|           |          | Element 27 Total expected dollar amount per  |
|           |          | month to be received by the provider         |
+-----------+----------+----------------------------------------------+
|           |          | Element 28 Total hours of child care during  |
|           |          | the month                                    |
+-----------+----------+----------------------------------------------+

**2. ACF-801 Summary Record**

The Summary Record of an ACF-801 file includes the report period,
contact information, the number of families receiving subsidized child
care for that state, and the number of children receiving subsidized
Pre-K child care for the state.

*The Monthly Summary Record:\
*Each month's data file begins with a record, called a Summary Record.
An example of a Summary Record follows:

M20000400723840004629#Jane Smith#(703) 555-1234 ext 654#(703)
555-9876#<jsmith@dhr.anystate.us>\$

A Monthly Summary Record contains the following data:

+------------------+-----------------------+--------------------------+
| #######          |                       |                          |
| ## REPORT PERIOD |                       |                          |
+------------------+-----------------------+--------------------------+
| **Definition:**  |                       |                          |
| element          |                       |                          |
| identifies the   |                       |                          |
| month being      |                       |                          |
| reported. The    |                       |                          |
| month and year   |                       |                          |
| being reported.  |                       |                          |
| The report       |                       |                          |
| should include   |                       |                          |
| information      |                       |                          |
| about the        |                       |                          |
| families and     |                       |                          |
| children who     |                       |                          |
| actually         |                       |                          |
| received child   |                       |                          |
| care services    |                       |                          |
| during the       |                       |                          |
| reporting month, |                       |                          |
| irrespective of  |                       |                          |
| when payment is  |                       |                          |
| made for those   |                       |                          |
| services.        |                       |                          |
+------------------+-----------------------+--------------------------+
| ##               |                       |                          |
| # Data Standards |                       |                          |
+------------------+-----------------------+--------------------------+
| [Miss            | [Out of               | [Internal                |
| ing]{.underline} | Range]{.underline}    | In                       |
|                  |                       | consistency]{.underline} |
| Always required  | Format YYYYMM:        |                          |
|                  |                       | > This Element must be:  |
|                  | 1998 \<= YYYY \<=     |                          |
|                  | current year          | -   later than or equal  |
|                  |                       |     to the date entered  |
|                  | 01 \<= MM \<= 12      |     in Element 8         |
|                  |                       |     (Month/Year Child    |
|                  | (for 1998, 04 \<= MM  |     Care Assistance      |
|                  | \<= 12)               |     Started)             |
|                  |                       |                          |
|                  |                       | > \- later than or equal |
|                  |                       | > to the date entered in |
|                  |                       | > Element 25 (Month/Year |
|                  |                       | > of Birth).             |
+------------------+-----------------------+--------------------------+
| **Field Size:**  |                       |                          |
| 6                |                       |                          |
|                  |                       |                          |
| Format (YYYYMM): |                       |                          |
| **Number**       |                       |                          |
+------------------+-----------------------+--------------------------+
| **Guidance:**    |                       |                          |
| The four-digit   |                       |                          |
| year is listed   |                       |                          |
| first and the    |                       |                          |
| two-digit number |                       |                          |
| representing the |                       |                          |
| month follows.   |                       |                          |
| For example, if  |                       |                          |
| the report       |                       |                          |
| covers April     |                       |                          |
| 2000, this       |                       |                          |
| element would be |                       |                          |
| \"200004\"       |                       |                          |
+------------------+-----------------------+--------------------------+

+---------------------+-----------------------+------------------------+
| ### NUMBER OF FA    |                       |                        |
| MILIES RECEIVING SU |                       |                        |
| BSIDIZED CHILD CARE |                       |                        |
+---------------------+-----------------------+------------------------+
| **Definition:** The |                       |                        |
| number of families  |                       |                        |
| receiving           |                       |                        |
| subsidized child    |                       |                        |
| care in the state   |                       |                        |
| for the reporting   |                       |                        |
| month.              |                       |                        |
+---------------------+-----------------------+------------------------+
| **Data Standards:** |                       |                        |
+---------------------+-----------------------+------------------------+
| [M                  | [Out of               | [Internal              |
| issing]{.underline} | Range]{.underline}    | Inco                   |
|                     |                       | nsistency]{.underline} |
| Required            | Accepts all numbers   |                        |
|                     |                       | > None                 |
+---------------------+-----------------------+------------------------+
| **Field Size:** 7   |                       |                        |
|                     |                       |                        |
| **Format            |                       |                        |
| (**NNNNNNN**)**:    |                       |                        |
| Number              |                       |                        |
+---------------------+-----------------------+------------------------+
| **Guidance:** The   |                       |                        |
| number should be    |                       |                        |
| right-justified     |                       |                        |
| within the field    |                       |                        |
| and padded with     |                       |                        |
| zeroes. For         |                       |                        |
| example, 25,387     |                       |                        |
| would be formatted  |                       |                        |
| as "0025387"        |                       |                        |
+---------------------+-----------------------+------------------------+

+-----------------------+-----------------------+-----------------------+
| ### NUMBER OF CHILDRE |                       |                       |
| N IN PRE-K CHILD CARE |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** The   |                       |                       |
| number of children    |                       |                       |
| (or estimated number  |                       |                       |
| if actual count is    |                       |                       |
| unavailable)          |                       |                       |
| receiving subsidized  |                       |                       |
| pre-K child care      |                       |                       |
| services in the state |                       |                       |
| for the report month  |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Required              |                       | sistency]{.underline} |
|                       | Accepts all numbers   |                       |
|                       |                       | > None                |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 7     |                       |                       |
|                       |                       |                       |
| **Format** (NNNNNNN): |                       |                       |
| Number                |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** The     |                       |                       |
| number should be      |                       |                       |
| right justified       |                       |                       |
| within the field. For |                       |                       |
| example, 5,247 would  |                       |                       |
| be formatted as       |                       |                       |
| "0005247".            |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| #######               |                       |                       |
| ## STATE CONTACT NAME |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** The   |                       |                       |
| name of the state     |                       |                       |
| child care contact    |                       |                       |
| who is designated to  |                       |                       |
| receive the data      |                       |                       |
| reports via email     |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Required              |                       | sistency]{.underline} |
|                       | Text                  |                       |
|                       |                       | > None                |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** No    |                       |                       |
| limit                 |                       |                       |
|                       |                       |                       |
| **Format:** Character |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:**         |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| ### STATE CON         |                       |                       |
| TACT TELEPHONE NUMBER |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** The   |                       |                       |
| telephone number of   |                       |                       |
| the state child care  |                       |                       |
| contact               |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Required              |                       | sistency]{.underline} |
|                       | Text                  |                       |
|                       |                       | > None                |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** No    |                       |                       |
| limit                 |                       |                       |
|                       |                       |                       |
| **Format:** Character |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** Include |                       |                       |
| the area code.        |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| ### STA               |                       |                       |
| TE CONTACT FAX NUMBER |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** The   |                       |                       |
| fax number of the     |                       |                       |
| state child care      |                       |                       |
| contact               |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Required              |                       | sistency]{.underline} |
|                       | Text                  |                       |
|                       |                       | > None                |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** No    |                       |                       |
| limit                 |                       |                       |
|                       |                       |                       |
| **Format:** Character |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** Include |                       |                       |
| area code.            |                       |                       |
+-----------------------+-----------------------+-----------------------+

+------------------+-----------------------+--------------------------+
| ### STATE CONTA  |                       |                          |
| CT EMAIL ADDRESS |                       |                          |
+------------------+-----------------------+--------------------------+
| **Definition:**  |                       |                          |
| The email        |                       |                          |
| address of the   |                       |                          |
| state child care |                       |                          |
| contact          |                       |                          |
+------------------+-----------------------+--------------------------+
| **Data           |                       |                          |
| Standards:**     |                       |                          |
+------------------+-----------------------+--------------------------+
| [Miss            | [Out of               | [Internal                |
| ing]{.underline} | Range]{.underline}    | In                       |
|                  |                       | consistency]{.underline} |
| Required         | Text                  |                          |
|                  |                       | > None                   |
+------------------+-----------------------+--------------------------+
| **Field Size**:  |                       |                          |
| No limit         |                       |                          |
|                  |                       |                          |
| **Format**:      |                       |                          |
| Character        |                       |                          |
+------------------+-----------------------+--------------------------+
| **Guidance:**    |                       |                          |
+------------------+-----------------------+--------------------------+

**3. Data Element Dictionary**

A record in the ACF-801 data file has three sections: the family
information, the child information, and the setting information. Each
family record has at least 60 characters, depending on how many children
are in the family and how many child care settings each child has. An
example of a family record with one child in one setting follows:

F200004XXXXXXXXXXXXXXX112218729340041300451996040150010011002C2216728390010001199405S03045060\$

For an explanation of the record sections, go to the **File Format**
section. On page 25 Also see [Child Care and Development Fund ACF-801
Case-Level Reporting Form
Definitions](../../../../Childcare/08_CCBWeb/Web%20site/Mirror%20site/policy1/current/pi0102/pi0102.htm)

Data elements for the ACF-801 are fixed numbers of characters.

##### 3.1 Categorization of Data Elements 

A record has three sections: the family information, the child
information, and the setting information for each child.

-   Data elements 1 and 2 include the reporting period and the unique
    state identifier.

-   The family information includes data elements 3-16.

-   The child information includes data elements 17-25.

-   The setting elements include data elements 26-28.

**[Family Information: Head of Family Receiving
Assistance]{.underline}**

The group of elements (items 3-16 ) refers to the head of the family
receiving child care assistance that is being reported on the ACF-801
form.

The definition of "Head of Family Receiving Assistance" is the person
for whom eligibility is determined. If the head of the family is the
child receiving assistance (e.g., some protective services cases), then
all elements refer to the child.

**[Child Information: Dependent Children Receiving Child Care
Assistance]{.underline}**

(For ***Each*** Child Receiving Care): The group of elements, (items 17
through 25), refer to dependent children in the family receiving child
care assistance and indicate the demographic characteristics of children
receiving care.

States and Territories are required to request information about
ethnicity and race. However, if a parent refuses to report ethnicity
and/or race for their child, the field should be left blank.

**[Setting Information: Child Care Provided for Each Child Receiving
Child Care Assistance]{.underline}**

The group of elements, (items 26-28), applies to the child care provided
to each child receiving child care assistance. Include all providers
receiving subsidies for each child in the family receiving care. Setting
information includes provider types, total monthly amount paid to
providers, and total hours of care provided in the month.

*Type of Child Care:*

Provider types are divided into two broad categories:
\"licensed/regulated\" and \"legally operating without regulation.\" For
reporting purposes, a legally operating, unregulated provider is a
provider that, if not participating in the CCDF program, would not be
subject to any State or local child care regulations. The
\"licensed/regulated\" and \"legally operating without regulation\"
categories each include four types of providers (each State\'s
definition of these terms apply): in-home, family home, group home, and
centers. A relative provider is defined as being at least 18 years of
age and the grandparent, great-grandparent, aunt or uncle, or sibling
(living outside of the child\'s home) of the child in care.

*Total Monthly Amount Paid to the Provider:*

For each child receiving care, indicate the total monthly dollar amount
(rounded to the nearest dollar) paid or to be paid to the provider for
the care of the child. The total monthly amount should include Federal,
State, and locally funded amounts as well as the amount the parent is
responsible for contributing as the assigned co-pay. (This should not
include any other amount the provider may charge the parent in addition
to the co-pay determined by the Lead Agency or its designee.)

*Total Hours of Care Provided in the Month:* Indicate the total number
of hours of care provided for the reporting period (rounded to the
nearest whole number).

**Data Element Standards**

+-----------------------+-----------------------+-----------------------+
| **Element #1\         |                       |                       |
| SAMPLE MONTH/YEAR OF  |                       |                       |
| REPORTING PERIOD**    |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** The   |                       |                       |
| month and year being  |                       |                       |
| reported. The report  |                       |                       |
| should include        |                       |                       |
| information about the |                       |                       |
| families and children |                       |                       |
| who actually received |                       |                       |
| child care services   |                       |                       |
| during the reporting  |                       |                       |
| month, irrespective   |                       |                       |
| of when payment is    |                       |                       |
| made for those        |                       |                       |
| services.             |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Always Required       |                       | sistency]{.underline} |
|                       | Format YYYYMM:        |                       |
|                       |                       | > This Element must   |
|                       | 1998 \<= YYYY \<=     | > be:                 |
|                       | current year          |                       |
|                       |                       | -   later than or     |
|                       | 01 \<= MM \<= 12      |     equal to the date |
|                       |                       |     entered in        |
|                       | (for 1998 04 \<= MM   |     Element 8         |
|                       | \<= 12)               |     (Month/Year Child |
|                       |                       |     Care Assistance   |
|                       |                       |     Started)          |
|                       |                       |                       |
|                       |                       | -   later than or     |
|                       |                       |     equal to the date |
|                       |                       |     entered in        |
|                       |                       |     Element 25        |
|                       |                       |     (Month/Year of    |
|                       |                       |     Birth).           |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 6     |                       |                       |
|                       |                       |                       |
| **Format (YYYYMM):**  |                       |                       |
| Numbers               |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** The     |                       |                       |
| four-digit year is    |                       |                       |
| listed first followed |                       |                       |
| by the two-digit      |                       |                       |
| number representing   |                       |                       |
| the month. For        |                       |                       |
| example, if the       |                       |                       |
| report covers April   |                       |                       |
| 2000, this element    |                       |                       |
| would be "200004**"** |                       |                       |
+-----------------------+-----------------------+-----------------------+

+---------------------+---+-----------------------+---+--------------------+
| **Element #2\       |   |                       |   |                    |
| UNIQUE STATE        |   |                       |   |                    |
| IDENTIFIER/UNIQUE   |   |                       |   |                    |
| IDENTIFICATION CASE |   |                       |   |                    |
| NUMBER**            |   |                       |   |                    |
+---------------------+---+-----------------------+---+--------------------+
| **Definition:** A   |   |                       |   |                    |
| unique identifying  |   |                       |   |                    |
| number, up to       |   |                       |   |                    |
| fifteen characters, |   |                       |   |                    |
| assigned by the     |   |                       |   |                    |
| State to the family |   |                       |   |                    |
| receiving childcare |   |                       |   |                    |
| assistance. States  |   |                       |   |                    |
| may use             |   |                       |   |                    |
| alphanumeric        |   |                       |   |                    |
| characters. While   |   |                       |   |                    |
| the use of unique   |   |                       |   |                    |
| State Identifiers   |   |                       |   |                    |
| is optional, the    |   |                       |   |                    |
| Statute governing   |   |                       |   |                    |
| the Child Care and  |   |                       |   |                    |
| Development Fund    |   |                       |   |                    |
| requires that       |   |                       |   |                    |
| States submit       |   |                       |   |                    |
| unduplicated        |   |                       |   |                    |
| information about   |   |                       |   |                    |
| families and        |   |                       |   |                    |
| children being      |   |                       |   |                    |
| served. Since the   |   |                       |   |                    |
| Social Security     |   |                       |   |                    |
| Number may not be   |   |                       |   |                    |
| required of         |   |                       |   |                    |
| families as a       |   |                       |   |                    |
| condition of        |   |                       |   |                    |
| eligibility, it is  |   |                       |   |                    |
| recommended that    |   |                       |   |                    |
| States use unique   |   |                       |   |                    |
| State Identifiers   |   |                       |   |                    |
| to ensure that      |   |                       |   |                    |
| cases can be        |   |                       |   |                    |
| unduplicated for    |   |                       |   |                    |
| reporting purposes. |   |                       |   |                    |
+---------------------+---+-----------------------+---+--------------------+
| **Data Standards:** |   |                       |   |                    |
+---------------------+---+-----------------------+---+--------------------+
| [M                  |   | [Out of               | [ |                    |
| issing]{.underline} |   | Range]{.underline}    | I |                    |
|                     |   |                       | n |                    |
| *Before October     |   | All characters        | t |                    |
| 2000*: Not          |   | allowed.              | e |                    |
| required.           |   |                       | r |                    |
|                     |   |                       | n |                    |
| *\                  |   |                       | a |                    |
| October 2000 and    |   |                       | l |                    |
| after*: Required if |   |                       | I |                    |
| Element 3 (Family   |   |                       | n |                    |
| SSN) is not         |   |                       | c |                    |
| reported            |   |                       | o |                    |
|                     |   |                       | n |                    |
|                     |   |                       | s |                    |
|                     |   |                       | i |                    |
|                     |   |                       | s |                    |
|                     |   |                       | t |                    |
|                     |   |                       | e |                    |
|                     |   |                       | n |                    |
|                     |   |                       | c |                    |
|                     |   |                       | y |                    |
|                     |   |                       | ] |                    |
|                     |   |                       | { |                    |
|                     |   |                       | . |                    |
|                     |   |                       | u |                    |
|                     |   |                       | n |                    |
|                     |   |                       | d |                    |
|                     |   |                       | e |                    |
|                     |   |                       | r |                    |
|                     |   |                       | l |                    |
|                     |   |                       | i |                    |
|                     |   |                       | n |                    |
|                     |   |                       | e |                    |
|                     |   |                       | } |                    |
|                     |   |                       |   |                    |
|                     |   |                       | * |                    |
|                     |   |                       | B |                    |
|                     |   |                       | e |                    |
|                     |   |                       | f |                    |
|                     |   |                       | o |                    |
|                     |   |                       | r |                    |
|                     |   |                       | e |                    |
|                     |   |                       | O |                    |
|                     |   |                       | c |                    |
|                     |   |                       | t |                    |
|                     |   |                       | o |                    |
|                     |   |                       | b |                    |
|                     |   |                       | e |                    |
|                     |   |                       | r |                    |
|                     |   |                       | 2 |                    |
|                     |   |                       | 0 |                    |
|                     |   |                       | 0 |                    |
|                     |   |                       | 0 |                    |
|                     |   |                       | * |                    |
|                     |   |                       | : |                    |
|                     |   |                       | N |                    |
|                     |   |                       | o |                    |
|                     |   |                       | i |                    |
|                     |   |                       | n |                    |
|                     |   |                       | t |                    |
|                     |   |                       | e |                    |
|                     |   |                       | r |                    |
|                     |   |                       | n |                    |
|                     |   |                       | a |                    |
|                     |   |                       | l |                    |
|                     |   |                       | c |                    |
|                     |   |                       | o |                    |
|                     |   |                       | n |                    |
|                     |   |                       | s |                    |
|                     |   |                       | i |                    |
|                     |   |                       | s |                    |
|                     |   |                       | t |                    |
|                     |   |                       | e |                    |
|                     |   |                       | n |                    |
|                     |   |                       | c |                    |
|                     |   |                       | y |                    |
|                     |   |                       | s |                    |
|                     |   |                       | t |                    |
|                     |   |                       | a |                    |
|                     |   |                       | n |                    |
|                     |   |                       | d |                    |
|                     |   |                       | a |                    |
|                     |   |                       | r |                    |
|                     |   |                       | d |                    |
|                     |   |                       | . |                    |
|                     |   |                       |   |                    |
|                     |   |                       | * |                    |
|                     |   |                       | O |                    |
|                     |   |                       | c |                    |
|                     |   |                       | t |                    |
|                     |   |                       | o |                    |
|                     |   |                       | b |                    |
|                     |   |                       | e |                    |
|                     |   |                       | r |                    |
|                     |   |                       | 2 |                    |
|                     |   |                       | 0 |                    |
|                     |   |                       | 0 |                    |
|                     |   |                       | 0 |                    |
|                     |   |                       | a |                    |
|                     |   |                       | n |                    |
|                     |   |                       | d |                    |
|                     |   |                       | a |                    |
|                     |   |                       | f |                    |
|                     |   |                       | t |                    |
|                     |   |                       | e |                    |
|                     |   |                       | r |                    |
|                     |   |                       | * |                    |
|                     |   |                       | : |                    |
|                     |   |                       | I |                    |
|                     |   |                       | f |                    |
|                     |   |                       |   |                    |
|                     |   |                       | E |                    |
|                     |   |                       | l |                    |
|                     |   |                       | e |                    |
|                     |   |                       | m |                    |
|                     |   |                       | e |                    |
|                     |   |                       | n |                    |
|                     |   |                       | t |                    |
|                     |   |                       | 3 |                    |
|                     |   |                       | ( |                    |
|                     |   |                       | F |                    |
|                     |   |                       | a |                    |
|                     |   |                       | m |                    |
|                     |   |                       | i |                    |
|                     |   |                       | l |                    |
|                     |   |                       | y |                    |
|                     |   |                       | S |                    |
|                     |   |                       | S |                    |
|                     |   |                       | N |                    |
|                     |   |                       | ) |                    |
|                     |   |                       | i |                    |
|                     |   |                       | s |                    |
|                     |   |                       | n |                    |
|                     |   |                       | o |                    |
|                     |   |                       | t |                    |
|                     |   |                       |   |                    |
|                     |   |                       | r |                    |
|                     |   |                       | e |                    |
|                     |   |                       | p |                    |
|                     |   |                       | o |                    |
|                     |   |                       | r |                    |
|                     |   |                       | t |                    |
|                     |   |                       | e |                    |
|                     |   |                       | d |                    |
|                     |   |                       | , |                    |
|                     |   |                       | t |                    |
|                     |   |                       | h |                    |
|                     |   |                       | e |                    |
|                     |   |                       | n |                    |
|                     |   |                       | t |                    |
|                     |   |                       | h |                    |
|                     |   |                       | i |                    |
|                     |   |                       | s |                    |
|                     |   |                       | E |                    |
|                     |   |                       | l |                    |
|                     |   |                       | e |                    |
|                     |   |                       | m |                    |
|                     |   |                       | e |                    |
|                     |   |                       | n |                    |
|                     |   |                       | t |                    |
|                     |   |                       |   |                    |
|                     |   |                       | m |                    |
|                     |   |                       | u |                    |
|                     |   |                       | s |                    |
|                     |   |                       | t |                    |
|                     |   |                       | b |                    |
|                     |   |                       | e |                    |
|                     |   |                       | r |                    |
|                     |   |                       | e |                    |
|                     |   |                       | p |                    |
|                     |   |                       | o |                    |
|                     |   |                       | r |                    |
|                     |   |                       | t |                    |
|                     |   |                       | e |                    |
|                     |   |                       | d |                    |
|                     |   |                       | a |                    |
|                     |   |                       | n |                    |
|                     |   |                       | d |                    |
|                     |   |                       | m |                    |
|                     |   |                       | u |                    |
|                     |   |                       | s |                    |
|                     |   |                       | t |                    |
|                     |   |                       |   |                    |
|                     |   |                       | u |                    |
|                     |   |                       | n |                    |
|                     |   |                       | i |                    |
|                     |   |                       | q |                    |
|                     |   |                       | u |                    |
|                     |   |                       | e |                    |
|                     |   |                       | l |                    |
|                     |   |                       | y |                    |
|                     |   |                       | i |                    |
|                     |   |                       | d |                    |
|                     |   |                       | e |                    |
|                     |   |                       | n |                    |
|                     |   |                       | t |                    |
|                     |   |                       | i |                    |
|                     |   |                       | f |                    |
|                     |   |                       | y |                    |
|                     |   |                       | t |                    |
|                     |   |                       | h |                    |
|                     |   |                       | e |                    |
|                     |   |                       | f |                    |
|                     |   |                       | a |                    |
|                     |   |                       | m |                    |
|                     |   |                       | i |                    |
|                     |   |                       | l |                    |
|                     |   |                       | y |                    |
|                     |   |                       |   |                    |
|                     |   |                       | o |                    |
|                     |   |                       | v |                    |
|                     |   |                       | e |                    |
|                     |   |                       | r |                    |
|                     |   |                       | t |                    |
|                     |   |                       | i |                    |
|                     |   |                       | m |                    |
|                     |   |                       | e |                    |
|                     |   |                       | ( |                    |
|                     |   |                       | i |                    |
|                     |   |                       | . |                    |
|                     |   |                       | e |                    |
|                     |   |                       | . |                    |
|                     |   |                       | , |                    |
|                     |   |                       | e |                    |
|                     |   |                       | a |                    |
|                     |   |                       | c |                    |
|                     |   |                       | h |                    |
|                     |   |                       | m |                    |
|                     |   |                       | o |                    |
|                     |   |                       | n |                    |
|                     |   |                       | t |                    |
|                     |   |                       | h |                    |
|                     |   |                       | l |                    |
|                     |   |                       | y |                    |
|                     |   |                       |   |                    |
|                     |   |                       | s |                    |
|                     |   |                       | u |                    |
|                     |   |                       | b |                    |
|                     |   |                       | m |                    |
|                     |   |                       | i |                    |
|                     |   |                       | s |                    |
|                     |   |                       | s |                    |
|                     |   |                       | i |                    |
|                     |   |                       | o |                    |
|                     |   |                       | n |                    |
|                     |   |                       | ) |                    |
|                     |   |                       | . |                    |
+---------------------+---+-----------------------+---+--------------------+
| **Field Size:** 15  |   |                       |   |                    |
|                     |   |                       |   |                    |
| **Format:** Enter   |   |                       |   |                    |
| the unique          |   |                       |   |                    |
| identifying number, |   |                       |   |                    |
| up to fifteen       |   |                       |   |                    |
| characters,         |   |                       |   |                    |
| assigned by the     |   |                       |   |                    |
| state to the family |   |                       |   |                    |
| receiving child     |   |                       |   |                    |
| care assistance.    |   |                       |   |                    |
+---------------------+---+-----------------------+---+--------------------+
| **Guidance:** If    |   |                       |   |                    |
| identifier is less  |   |                       |   |                    |
| than fifteen        |   |                       |   |                    |
| digits, use leading |   |                       |   |                    |
| zeros. For example, |   |                       |   |                    |
| 19056 should be     |   |                       |   |                    |
| coded as            |   |                       |   |                    |
| 000000000019056.    |   |                       |   |                    |
+---------------------+---+-----------------------+---+--------------------+
| **Element #3\       |   |                       |   |                    |
| SOCIAL SECURITY     |   |                       |   |                    |
| NUMBER**            |   |                       |   |                    |
+---------------------+---+-----------------------+---+--------------------+
| **Definition:** The |   |                       |   |                    |
| only unique         |   |                       |   |                    |
| identifier that     |   |                       |   |                    |
| remains constant,   |   |                       |   |                    |
| regardless of       |   |                       |   |                    |
| residence. The      |   |                       |   |                    |
| Social Security     |   |                       |   |                    |
| Number of the head  |   |                       |   |                    |
| of the family.      |   |                       |   |                    |
+---------------------+---+-----------------------+---+--------------------+
| **Data Standards:** |   |                       |   |                    |
+---------------------+---+-----------------------+---+--------------------+
| [M                  | [ |                       |   | [Internal          |
| issing]{.underline} | O |                       |   | Inconsis           |
|                     | u |                       |   | tency]{.underline} |
| *Before October     | t |                       |   |                    |
| 2000*: Required.    | o |                       |   | *Before October    |
|                     | f |                       |   | 2000*: If the      |
| *October 2000 and   | R |                       |   | answer to Element  |
| after*: Optional    | a |                       |   | 5 (Single Parent)  |
|                     | n |                       |   | = 9, then Element  |
|                     | g |                       |   | 3 (Head of         |
|                     | e |                       |   | Household SSN)     |
|                     | ] |                       |   | must equal Element |
|                     | { |                       |   | 16 (Child SSN).    |
|                     | . |                       |   |                    |
|                     | u |                       |   | *October 2000 and  |
|                     | n |                       |   | after*: No         |
|                     | d |                       |   | internal           |
|                     | e |                       |   | consistency        |
|                     | r |                       |   | standard           |
|                     | l |                       |   |                    |
|                     | i |                       |   |                    |
|                     | n |                       |   |                    |
|                     | e |                       |   |                    |
|                     | } |                       |   |                    |
|                     |   |                       |   |                    |
|                     | A |                       |   |                    |
|                     | l |                       |   |                    |
|                     | l |                       |   |                    |
|                     | v |                       |   |                    |
|                     | a |                       |   |                    |
|                     | l |                       |   |                    |
|                     | i |                       |   |                    |
|                     | d |                       |   |                    |
|                     | S |                       |   |                    |
|                     | S |                       |   |                    |
|                     | N |                       |   |                    |
|                     | \ |                       |   |                    |
|                     | ' |                       |   |                    |
|                     | s |                       |   |                    |
|                     | a |                       |   |                    |
|                     | l |                       |   |                    |
|                     | l |                       |   |                    |
|                     | o |                       |   |                    |
|                     | w |                       |   |                    |
|                     | e |                       |   |                    |
|                     | d |                       |   |                    |
|                     | . |                       |   |                    |
|                     |   |                       |   |                    |
|                     | \ |                       |   |                    |
|                     | - |                       |   |                    |
|                     | I |                       |   |                    |
|                     | f |                       |   |                    |
|                     | c |                       |   |                    |
|                     | h |                       |   |                    |
|                     | i |                       |   |                    |
|                     | l |                       |   |                    |
|                     | d |                       |   |                    |
|                     | S |                       |   |                    |
|                     | S |                       |   |                    |
|                     | N |                       |   |                    |
|                     | , |                       |   |                    |
|                     | t |                       |   |                    |
|                     | h |                       |   |                    |
|                     | e |                       |   |                    |
|                     | n |                       |   |                    |
|                     | a |                       |   |                    |
|                     | l |                       |   |                    |
|                     | l |                       |   |                    |
|                     | c |                       |   |                    |
|                     | h |                       |   |                    |
|                     | a |                       |   |                    |
|                     | r |                       |   |                    |
|                     | a |                       |   |                    |
|                     | c |                       |   |                    |
|                     | t |                       |   |                    |
|                     | e |                       |   |                    |
|                     | r |                       |   |                    |
|                     | s |                       |   |                    |
|                     | a |                       |   |                    |
|                     | l |                       |   |                    |
|                     | l |                       |   |                    |
|                     | o |                       |   |                    |
|                     | w |                       |   |                    |
|                     | e |                       |   |                    |
|                     | d |                       |   |                    |
|                     | . |                       |   |                    |
|                     |   |                       |   |                    |
|                     | C |                       |   |                    |
|                     | u |                       |   |                    |
|                     | r |                       |   |                    |
|                     | r |                       |   |                    |
|                     | e |                       |   |                    |
|                     | n |                       |   |                    |
|                     | t |                       |   |                    |
|                     | r |                       |   |                    |
|                     | u |                       |   |                    |
|                     | l |                       |   |                    |
|                     | e |                       |   |                    |
|                     | s |                       |   |                    |
|                     | o |                       |   |                    |
|                     | n |                       |   |                    |
|                     | I |                       |   |                    |
|                     | n |                       |   |                    |
|                     | v |                       |   |                    |
|                     | a |                       |   |                    |
|                     | l |                       |   |                    |
|                     | i |                       |   |                    |
|                     | d |                       |   |                    |
|                     | S |                       |   |                    |
|                     | S |                       |   |                    |
|                     | N |                       |   |                    |
|                     | s |                       |   |                    |
|                     | : |                       |   |                    |
|                     |   |                       |   |                    |
|                     | N |                       |   |                    |
|                     | o |                       |   |                    |
|                     | 0 |                       |   |                    |
|                     | 0 |                       |   |                    |
|                     | 0 |                       |   |                    |
|                     | - |                       |   |                    |
|                     | x |                       |   |                    |
|                     | x |                       |   |                    |
|                     | - |                       |   |                    |
|                     | x |                       |   |                    |
|                     | x |                       |   |                    |
|                     | x |                       |   |                    |
|                     | x |                       |   |                    |
|                     | , |                       |   |                    |
|                     | x |                       |   |                    |
|                     | x |                       |   |                    |
|                     | x |                       |   |                    |
|                     | - |                       |   |                    |
|                     | 0 |                       |   |                    |
|                     | 0 |                       |   |                    |
|                     | - |                       |   |                    |
|                     | x |                       |   |                    |
|                     | x |                       |   |                    |
|                     | x |                       |   |                    |
|                     | x |                       |   |                    |
|                     | , |                       |   |                    |
|                     | x |                       |   |                    |
|                     | x |                       |   |                    |
|                     | x |                       |   |                    |
|                     | - |                       |   |                    |
|                     | x |                       |   |                    |
|                     | x |                       |   |                    |
|                     | - |                       |   |                    |
|                     | 0 |                       |   |                    |
|                     | 0 |                       |   |                    |
|                     | 0 |                       |   |                    |
|                     | 0 |                       |   |                    |
|                     | S |                       |   |                    |
|                     | S |                       |   |                    |
|                     | N |                       |   |                    |
|                     | s |                       |   |                    |
+---------------------+---+-----------------------+---+--------------------+
| **Field Size:** 9   |   |                       |   |                    |
|                     |   |                       |   |                    |
| **Format            |   |                       |   |                    |
| (NNNNNNNNN):**      |   |                       |   |                    |
| Alphanumeric        |   |                       |   |                    |
+---------------------+---+-----------------------+---+--------------------+
| **Guidance:**       |   |                       |   |                    |
| States are reminded |   |                       |   |                    |
| that CCDF           |   |                       |   |                    |
| eligibility may not |   |                       |   |                    |
| be denied because a |   |                       |   |                    |
| parent chooses not  |   |                       |   |                    |
| to provide their    |   |                       |   |                    |
| Social Security     |   |                       |   |                    |
| Number. (See        |   |                       |   |                    |
| [ACYF-PI-CC-00      |   |                       |   |                    |
| -04](http://www.acf |   |                       |   |                    |
| .dhhs.gov/programs/ |   |                       |   |                    |
| ccb/policy1/current |   |                       |   |                    |
| /pi0004/pi0004.htm) |   |                       |   |                    |
| issued October 27,  |   |                       |   |                    |
| 2000). The Bureau   |   |                       |   |                    |
| requires that SSN's |   |                       |   |                    |
| of children in      |   |                       |   |                    |
| protective service  |   |                       |   |                    |
| cases be reported   |   |                       |   |                    |
| in place of the     |   |                       |   |                    |
| head of the family  |   |                       |   |                    |
| (element #3), if a  |   |                       |   |                    |
| SSN is provided. If |   |                       |   |                    |
| no SSN is provided, |   |                       |   |                    |
| the unique          |   |                       |   |                    |
| identifier          |   |                       |   |                    |
| identifies the      |   |                       |   |                    |
| child, not the head |   |                       |   |                    |
| of the family. This |   |                       |   |                    |
| requirement ensures |   |                       |   |                    |
| that the system     |   |                       |   |                    |
| will not generate   |   |                       |   |                    |
| missing data error  |   |                       |   |                    |
| messages and allows |   |                       |   |                    |
| the system to match |   |                       |   |                    |
| for longitudinal    |   |                       |   |                    |
| research studies.   |   |                       |   |                    |
+---------------------+---+-----------------------+---+--------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #4\         |                       |                       |
| FIPS CODE**           |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** FIPS  |                       |                       |
| Code --(Federal       |                       |                       |
| Information           |                       |                       |
| Processing            |                       |                       |
| Standards): The FIPS  |                       |                       |
| Code geographic       |                       |                       |
| identifier issued by  |                       |                       |
| the National Bureau   |                       |                       |
| of Standards to       |                       |                       |
| designate where the   |                       |                       |
| head of the family    |                       |                       |
| receiving assistance  |                       |                       |
| is residing. This     |                       |                       |
| includes a two digit  |                       |                       |
| State code and three  |                       |                       |
| digit county code. A  |                       |                       |
| list of all FIPS      |                       |                       |
| codes can be found at |                       |                       |
| <http:/               |                       |                       |
| /www.epa.gov/enviro/h |                       |                       |
| tml/codes/state.html> |                       |                       |
| or by contacting the  |                       |                       |
| Child Care Automation |                       |                       |
| Resource Center       |                       |                       |
| (1-877-249-9117).     |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Always required       |                       | sistency]{.underline} |
|                       | All valid 5 digit     |                       |
|                       | FIPS Codes allowed.   | > None                |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 5     |                       |                       |
|                       |                       |                       |
| **Format:** (NNNNN)   |                       |                       |
| two-digit state and   |                       |                       |
| three-digit county    |                       |                       |
| code (State: \_ \_    |                       |                       |
| County: \_ \_ \_)     |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** If the  |                       |                       |
| address of the head   |                       |                       |
| of the family is      |                       |                       |
| unknown, leave the    |                       |                       |
| county FIPS code      |                       |                       |
| blank.                |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #5\         |                       |                       |
| SINGLE PARENT**       |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** A     |                       |                       |
| single parent/adult   |                       |                       |
| who is                |                       |                       |
| legally/financially   |                       |                       |
| responsible for and   |                       |                       |
| living with a child   |                       |                       |
| where there is no     |                       |                       |
| other adult           |                       |                       |
| legally/financially   |                       |                       |
| responsible for the   |                       |                       |
| child in that         |                       |                       |
| eligible family. If   |                       |                       |
| there is someone else |                       |                       |
| in the household, who |                       |                       |
| does                  |                       |                       |
| [not]{.underline}     |                       |                       |
| have legal/financial  |                       |                       |
| responsibility for    |                       |                       |
| the child, then the   |                       |                       |
| legally/financially   |                       |                       |
| responsible applicant |                       |                       |
| is still considered a |                       |                       |
| single parent. A one  |                       |                       |
| digit code indicates  |                       |                       |
| if the head of the    |                       |                       |
| family receiving      |                       |                       |
| assistance is single  |                       |                       |
| or not.               |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | > *Before October     |
|                       | Range]{.underline}    | > 2000*: If this      |
| Always required       |                       | > Element is coded 9, |
|                       | 0 - 1, 9:             | > then the following  |
|                       |                       | > internal            |
|                       | 0 = No;               | > consistencies must  |
|                       |                       | > hold:\              |
|                       | 1 = Yes               | > ~~-~~ Element 3     |
|                       |                       | > (Head of Household  |
|                       | 9 = Not applicable;   | > SSN) must equal     |
|                       | child is reported as  | > Element 16 (Child   |
|                       | head of household     | > SSN)\               |
|                       |                       | > - Element #6        |
|                       |                       | > (Reason for         |
|                       |                       | > Receiving Care) is  |
|                       |                       | > equal to 4          |
|                       |                       | > (protective         |
|                       |                       | > services).\         |
|                       |                       | > \                   |
|                       |                       | > *October 2000 and   |
|                       |                       | > after*: If this     |
|                       |                       | > Element is coded 9, |
|                       |                       | > then the following  |
|                       |                       | > internal            |
|                       |                       | > consistency must    |
|                       |                       | > hold: Element 6     |
|                       |                       | > (Reason for         |
|                       |                       | > Receiving Care) is  |
|                       |                       | > equal to 4          |
|                       |                       | > (protective         |
|                       |                       | > services).\         |
|                       |                       | > \                   |
|                       |                       | > *October 2006 and   |
|                       |                       | > after:* If this     |
|                       |                       | > Element is coded 9, |
|                       |                       | > then the following  |
|                       |                       | > internal            |
|                       |                       | > consistency must    |
|                       |                       | > hold: Element 6     |
|                       |                       | > (Reason for         |
|                       |                       | > Receiving Care) is  |
|                       |                       | > equal to 4          |
|                       |                       | > (protective         |
|                       |                       | > services) or 9      |
|                       |                       | > (protective         |
|                       |                       | > services during a   |
|                       |                       | > national            |
|                       |                       | > emergency).         |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 1     |                       |                       |
|                       |                       |                       |
| **Format:** Single    |                       |                       |
| Parent? 0 = No, 1     |                       |                       |
| =Yes, 9 = Not         |                       |                       |
| applicable; child is  |                       |                       |
| reported as head of   |                       |                       |
| household. (If "9" is |                       |                       |
| entered, enter the    |                       |                       |
| Child's Social        |                       |                       |
| Security Number in    |                       |                       |
| Item 3).              |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** Enter   |                       |                       |
| the one digit code    |                       |                       |
| indicating if the     |                       |                       |
| head of the family    |                       |                       |
| receiving assistance  |                       |                       |
| is single or not.     |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #6\         |                       |                       |
| REASON FOR RECEIVING  |                       |                       |
| SUBSIDIZED CHILD      |                       |                       |
| CARE**                |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** The   |                       |                       |
| one-digit code        |                       |                       |
| indicating the reason |                       |                       |
| for receiving         |                       |                       |
| subsidized child      |                       |                       |
| care.                 |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | ####### Out of Range  | [Internal             |
|                       |                       | Incon                 |
| Always Required       | *Before October       | sistency]{.underline} |
|                       | 2006:*                |                       |
|                       |                       | > None                |
|                       | 1-5:\                 |                       |
|                       | 1 = Employment,       |                       |
|                       | including on-the-job  |                       |
|                       | training,\            |                       |
|                       | 2 =                   |                       |
|                       | Training/Education;\  |                       |
|                       | 3 = Both Employment   |                       |
|                       | and                   |                       |
|                       | Training/Education;\  |                       |
|                       | 4 = Protective        |                       |
|                       | Services;\            |                       |
|                       | 5 = Other;            |                       |
|                       |                       |                       |
|                       | *October 2006 and     |                       |
|                       | after:*               |                       |
|                       |                       |                       |
|                       | > 0-9:\               |                       |
|                       | > 1 = Employment,     |                       |
|                       | > including           |                       |
|                       | > on-the-job          |                       |
|                       | > training,\          |                       |
|                       | > 2 =                 |                       |
|                       | >                     |                       |
|                       |  Training/Education;\ |                       |
|                       | > 3 = Both Employment |                       |
|                       | > and                 |                       |
|                       | >                     |                       |
|                       |  Training/Education;\ |                       |
|                       | > 4 = Protective      |                       |
|                       | > Services;\          |                       |
|                       | > 5 = Other;\         |                       |
|                       | > 6 = Federal         |                       |
|                       | > Declared Emergency  |                       |
|                       | > and Employment,     |                       |
|                       | > including           |                       |
|                       | > on-the-job          |                       |
|                       | > training;\          |                       |
|                       | > 7 = Federal         |                       |
|                       | > Declared Emergency  |                       |
|                       | > and                 |                       |
|                       | >                     |                       |
|                       |  Training/Education;\ |                       |
|                       | > 8 = Federal         |                       |
|                       | > Declared Emergency  |                       |
|                       | > and Both Employment |                       |
|                       | > and                 |                       |
|                       | >                     |                       |
|                       |  Training/Education;\ |                       |
|                       | > 9 = Federal         |                       |
|                       | > Declared Emergency  |                       |
|                       | > and Protective      |                       |
|                       | > Services;\          |                       |
|                       | > 0 = Federal         |                       |
|                       | > Declared Emergency  |                       |
|                       | > and Other.          |                       |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 1     |                       |                       |
|                       |                       |                       |
| **Format (N):**       |                       |                       |
| Number                |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** Enter   |                       |                       |
| the one digit code    |                       |                       |
| indicating the reason |                       |                       |
| for receiving         |                       |                       |
| subsidized child      |                       |                       |
| care. If more than    |                       |                       |
| one category applies, |                       |                       |
| chose the primary     |                       |                       |
| reason. However, if   |                       |                       |
| the primary reason    |                       |                       |
| for care is           |                       |                       |
| \"Other\", then the   |                       |                       |
| second reason for     |                       |                       |
| care should be given. |                       |                       |
| "Other" should not be |                       |                       |
| used as an option     |                       |                       |
| unless none of the    |                       |                       |
| other options apply   |                       |                       |
| and should not be     |                       |                       |
| used to report        |                       |                       |
| missing data.         |                       |                       |
+-----------------------+-----------------------+-----------------------+

**\
**

+-----------------------+-----------------------+-----------------------+
| **Element #7**        |                       |                       |
|                       |                       |                       |
| **TOTAL MONTHLY CHILD |                       |                       |
| CARE CO-PAYMENT BY    |                       |                       |
| FAMILY**              |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** The   |                       |                       |
| monthly dollar amount |                       |                       |
| the family receiving  |                       |                       |
| assistance must pay   |                       |                       |
| for child care        |                       |                       |
| services for the      |                       |                       |
| month being reported  |                       |                       |
| (the co-payment       |                       |                       |
| assigned by the Lead  |                       |                       |
| Agency or its         |                       |                       |
| designee).            |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | ####### Out of Range  | [Internal             |
|                       |                       | Incon                 |
| Required if Element   | 0 - 1000              | sistency]{.underline} |
| #6 is 1, 2, 3, 5, 6,  |                       |                       |
| 7, 8, or 0.           |                       | > This field must be: |
|                       |                       |                       |
|                       |                       | -   less than the sum |
|                       |                       |     of                |
|                       |                       |                       |
|                       |                       | > Element #27 (Total  |
|                       |                       | >                     |
|                       |                       | > Expected Dollar     |
|                       |                       | > Amount              |
|                       |                       | >                     |
|                       |                       | > per Month to be     |
|                       |                       | > Received            |
|                       |                       | >                     |
|                       |                       | > by the Provider)    |
|                       |                       | > for all             |
|                       |                       | >                     |
|                       |                       | > the children in the |
|                       |                       | > family              |
|                       |                       |                       |
|                       |                       | -   less than or      |
|                       |                       |     equal to          |
|                       |                       |                       |
|                       |                       | > Element #9 (Total   |
|                       |                       | >                     |
|                       |                       | > Monthly Income)     |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 4     |                       |                       |
|                       |                       |                       |
| **Format (NNNN):**    |                       |                       |
| Number                |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** Enter   |                       |                       |
| the total monthly     |                       |                       |
| dollar amount (to the |                       |                       |
| nearest dollar) that  |                       |                       |
| the family receiving  |                       |                       |
| assistance must pay   |                       |                       |
| for child care        |                       |                       |
| services for the      |                       |                       |
| month being reported, |                       |                       |
| using leading zeros   |                       |                       |
| as necessary. If      |                       |                       |
| co-pay is assigned by |                       |                       |
| the state on a        |                       |                       |
| per-child basis,      |                       |                       |
| **this element must   |                       |                       |
| be the sum of all the |                       |                       |
| co-payments.**        |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #8\         |                       |                       |
| MONTH/YEAR CHILD CARE |                       |                       |
| ASSISTANCE TO FAMILY  |                       |                       |
| STARTED**             |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** The   |                       |                       |
| numbers for the month |                       |                       |
| and year child care   |                       |                       |
| assistance started    |                       |                       |
| for the family        |                       |                       |
| receiving assistance. |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Always required       |                       | sistency]{.underline} |
|                       | Format YYYYMM:        |                       |
|                       |                       | This field must be    |
|                       | 1970 \<= YYYY \<=     | earlier than or equal |
|                       | current               | to the date entered   |
|                       |                       | in the Element #1     |
|                       | year 01 \<= MM \<= 12 | (Sample Month/Year of |
|                       |                       | Report Period).       |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 6     |                       |                       |
|                       |                       |                       |
| **Format (YYYYMM):**  |                       |                       |
| Numbers               |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** If      |                       |                       |
| there was a short     |                       |                       |
| interruption of up to |                       |                       |
| three months in child |                       |                       |
| care assistance (for  |                       |                       |
| reasons such as a     |                       |                       |
| vacation or illness)  |                       |                       |
| enter the original    |                       |                       |
| month/year the        |                       |                       |
| assistance started,   |                       |                       |
| rather than when the  |                       |                       |
| assistance resumed.   |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #9\         |                       |                       |
| TOTAL MONTHLY INCOME  |                       |                       |
| FOR DETERMINING       |                       |                       |
| ELIGIBILITY**         |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** The   |                       |                       |
| total monthly dollar  |                       |                       |
| amount received by    |                       |                       |
| the family seeking    |                       |                       |
| assistance, prior to  |                       |                       |
| any deductions that   |                       |                       |
| may be allowed for    |                       |                       |
| determining           |                       |                       |
| eligibility and/or    |                       |                       |
| co-payments. This     |                       |                       |
| includes cash         |                       |                       |
| assistance received   |                       |                       |
| under TANF or other   |                       |                       |
| program but not       |                       |                       |
| income disregarded in |                       |                       |
| TANF eligibility      |                       |                       |
| determinations. The   |                       |                       |
| amount should be      |                       |                       |
| rounded to the        |                       |                       |
| nearest dollar.       |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Required if Element   |                       | sistency]{.underline} |
| #6 is 1, 2, 3, 5, 6,  | 0 - to maximum        |                       |
| 7, 8, or 0.           | allowed in state.     | This field must be    |
|                       |                       | greater than or equal |
|                       |                       | to the amount entered |
|                       |                       | in Element #7 (Total  |
|                       |                       | Monthly Child Care    |
|                       |                       | Co-payment for the    |
|                       |                       | Family).              |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 5     |                       |                       |
|                       |                       |                       |
| **Format (NNNNN):**   |                       |                       |
| Number                |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** The     |                       |                       |
| dollar amount is      |                       |                       |
| rounded to the        |                       |                       |
| nearest dollar using  |                       |                       |
| leading zeros as      |                       |                       |
| necessary.            |                       |                       |
|                       |                       |                       |
| If, on a case-by-case |                       |                       |
| basis, income is not  |                       |                       |
| used to determine     |                       |                       |
| eligibility for       |                       |                       |
| protective service,   |                       |                       |
| this does not have to |                       |                       |
| be reported.          |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #10\        |                       |                       |
| EMPLOYMENT INCOME,    |                       |                       |
| INCLUDING SELF --     |                       |                       |
| EMPLOYMENT (YES/NO)** |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** The   |                       |                       |
| one digit code        |                       |                       |
| indicating whether    |                       |                       |
| the family earned     |                       |                       |
| money via employment  |                       |                       |
| during the month      |                       |                       |
| being reported        |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Required if Element   |                       | sistency]{.underline} |
| #6 is 1, 2, 3, 5, 6,  | 0-1:                  |                       |
| 7, 8, or 0.           |                       | None                  |
|                       | > 0 = No              |                       |
|                       | >                     |                       |
|                       | > 1 = Yes             |                       |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 1     |                       |                       |
|                       |                       |                       |
| **Format (NNNNN):**   |                       |                       |
| Number                |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** If, on  |                       |                       |
| a case-by-case basis, |                       |                       |
| income is not used to |                       |                       |
| determine eligibility |                       |                       |
| for protective        |                       |                       |
| service, this does    |                       |                       |
| not have to be        |                       |                       |
| reported.             |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #11\        |                       |                       |
| CASH OR OTHER         |                       |                       |
| MONETARY ASSISTANCE   |                       |                       |
| UNDER TITLE IV OF     |                       |                       |
| THE\                  |                       |                       |
| SOCIAL SECURITY ACT   |                       |                       |
| (TANF)**              |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** Cash  |                       |                       |
| or other monetary     |                       |                       |
| assistance under      |                       |                       |
| Title IV of the       |                       |                       |
| Social Security Act   |                       |                       |
| (TANF) received by    |                       |                       |
| the family getting    |                       |                       |
| assistance for the    |                       |                       |
| month being reported. |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Required if Element   |                       | sistency]{.underline} |
| #6 is 1, 2, 3, 5, 6,  | 0-1:                  |                       |
| 7, 8, or 0.           |                       | None                  |
|                       | > 0 = No              |                       |
|                       | >                     |                       |
|                       | > 1 = Yes             |                       |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 1     |                       |                       |
|                       |                       |                       |
| **Format:** Number    |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** If, on  |                       |                       |
| a case-by-case basis, |                       |                       |
| income is not used to |                       |                       |
| determine eligibility |                       |                       |
| for protective        |                       |                       |
| service, this does    |                       |                       |
| not have to be        |                       |                       |
| reported.             |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #12\        |                       |                       |
| STATE PROGRAM FOR     |                       |                       |
| WHICH STATE SPENDING  |                       |                       |
| IS\                   |                       |                       |
| COUNTED TOWARDS TANF  |                       |                       |
| MOE**                 |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:**       |                       |                       |
| State-funded          |                       |                       |
| initiatives which     |                       |                       |
| provide temporary     |                       |                       |
| assistance to needy   |                       |                       |
| families.             |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Required if Element   |                       | sistency]{.underline} |
| #6 Required if        | 0-1:                  |                       |
| Element #6 is 1, 2,   |                       | None                  |
| 3, 5, 6, 7, 8, or 0.  | 0 = No                |                       |
|                       |                       |                       |
|                       | 1 = Yes               |                       |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 1     |                       |                       |
|                       |                       |                       |
| **Format:** Number    |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** Enter   |                       |                       |
| the one digit code    |                       |                       |
| indicating whether    |                       |                       |
| the family receives   |                       |                       |
| state spending money  |                       |                       |
| counted towards TANF  |                       |                       |
| MOE. States will need |                       |                       |
| to consult with their |                       |                       |
| TANF program to       |                       |                       |
| determine which       |                       |                       |
| programs are used for |                       |                       |
| TANF MOE in their     |                       |                       |
| state, since these    |                       |                       |
| programs differ from  |                       |                       |
| state to state.       |                       |                       |
|                       |                       |                       |
| If, on a case-by-case |                       |                       |
| basis, income is not  |                       |                       |
| used to determine     |                       |                       |
| eligibility for       |                       |                       |
| protective service,   |                       |                       |
| this does not have to |                       |                       |
| be reported.          |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #13\        |                       |                       |
| HOUSING VOUCHER OR    |                       |                       |
| CASH ASSISTANCE**     |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:**       |                       |                       |
| Voucher or cash       |                       |                       |
| assistance towards    |                       |                       |
| dwelling (housing)    |                       |                       |
| for the family        |                       |                       |
| receiving assistance  |                       |                       |
| for the month being   |                       |                       |
| reported.             |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Required if Element   |                       | sistency]{.underline} |
| #6 is 1, 2, 3, 5, 6,  | 0-1:                  |                       |
| 7, 8, or 0.           |                       | None                  |
|                       | 0 = No                |                       |
|                       |                       |                       |
|                       | 1 = Yes               |                       |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 1     |                       |                       |
|                       |                       |                       |
| **Format:** Number    |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** If, on  |                       |                       |
| a case-by-case basis, |                       |                       |
| income is not used to |                       |                       |
| determine eligibility |                       |                       |
| for protective        |                       |                       |
| service, this does    |                       |                       |
| not have to be        |                       |                       |
| reported.             |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #14\        |                       |                       |
| ASSISTANCE UNDER THE  |                       |                       |
| FOOD STAMPS ACT OF    |                       |                       |
| 1977**                |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** Is    |                       |                       |
| the family receiving  |                       |                       |
| food stamps?          |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Required if Element   |                       | sistency]{.underline} |
| #6 is 1, 2, 3, 5, 6,  | 0-1:                  |                       |
| 7, 8, or 0.           |                       | None                  |
|                       | 0 = No                |                       |
|                       |                       |                       |
|                       | 1 = Yes               |                       |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 1     |                       |                       |
|                       |                       |                       |
| **Format:** Number    |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** If, on  |                       |                       |
| a case-by-case basis, |                       |                       |
| income is not used to |                       |                       |
| determine eligibility |                       |                       |
| for protective        |                       |                       |
| service, this does    |                       |                       |
| not have to be        |                       |                       |
| reported.             |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #15\        |                       |                       |
| OTHER FEDERAL CASH    |                       |                       |
| INCOME**              |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** Other |                       |                       |
| monetary sources of   |                       |                       |
| income (such as SSI)  |                       |                       |
| from the Federal      |                       |                       |
| government for the    |                       |                       |
| household receiving   |                       |                       |
| assistance for the    |                       |                       |
| month being reported. |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Required if Element   |                       | sistency]{.underline} |
| #6 is 1, 2, 3, 5, 6,  | 0-1:                  |                       |
| 7, 8, or 0.           |                       | None                  |
|                       | 0 = No                |                       |
|                       |                       |                       |
|                       | 1 = Yes               |                       |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 1     |                       |                       |
|                       |                       |                       |
| **Format:** Number    |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** If, on  |                       |                       |
| a case-by-case basis, |                       |                       |
| income is not used to |                       |                       |
| determine eligibility |                       |                       |
| for protective        |                       |                       |
| service, this does    |                       |                       |
| not have to be        |                       |                       |
| reported.             |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #16\        |                       |                       |
| Number in Eligible    |                       |                       |
| Family**              |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:**       |                       |                       |
| Number of family      |                       |                       |
| members upon which    |                       |                       |
| eligibility is based. |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Always required       |                       | sistency]{.underline} |
|                       | > 1-99                |                       |
| Required for all case |                       | > If Element #5       |
| level reporting for   |                       | > (Single Parent) =   |
| the report period     |                       | > 9, then this        |
| January 2002 and      |                       | > Element must =1;    |
| after                 |                       | >                     |
|                       |                       | > If Element #5       |
|                       |                       | > (Single Parent) is  |
|                       |                       | > not = 9, then this  |
|                       |                       | > Element must be     |
|                       |                       | > greater than or     |
|                       |                       | > equal to the number |
|                       |                       | > of children         |
|                       |                       | > receiving services  |
|                       |                       | > and the head of     |
|                       |                       | > household. The      |
|                       |                       | > smallest acceptable |
|                       |                       | > value is 2.         |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 2     |                       |                       |
|                       |                       |                       |
| **Format (NN):**      |                       |                       |
| Number                |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** Enter   |                       |                       |
| the two digit value   |                       |                       |
| indicating the number |                       |                       |
| in the eligible       |                       |                       |
| family.               |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #17\        |                       |                       |
| CHILD SOCIAL SECURITY |                       |                       |
| NUMBER**              |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** The   |                       |                       |
| only unique           |                       |                       |
| identifier of the     |                       |                       |
| dependent child       |                       |                       |
| receiving child care  |                       |                       |
| assistance that       |                       |                       |
| remains constant,     |                       |                       |
| regardless of         |                       |                       |
| residence.            |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Optional              |                       | sistency]{.underline} |
|                       | Alphanumeric          |                       |
|                       |                       | *Before October       |
|                       |                       | 2000*: If the answer  |
|                       |                       | to Element 5 = 9,     |
|                       |                       | then Element 3 (Head  |
|                       |                       | of Household SSN)     |
|                       |                       | must equal Element 16 |
|                       |                       | (Child SSN).          |
|                       |                       |                       |
|                       |                       | *October 2000 and     |
|                       |                       | after*: No internal   |
|                       |                       | consistency standard  |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 9     |                       |                       |
|                       |                       |                       |
| **Format              |                       |                       |
| (NNNNNNNNN):**        |                       |                       |
| Alphanumeric          |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** The     |                       |                       |
| social security       |                       |                       |
| number uniquely       |                       |                       |
| identifies the child  |                       |                       |
| and specifies         |                       |                       |
| demographic service   |                       |                       |
| elements of children  |                       |                       |
| receiving care. Enter |                       |                       |
| the nine digit Social |                       |                       |
| Security Number of    |                       |                       |
| the child. It is      |                       |                       |
| recommended that if   |                       |                       |
| there is a unique     |                       |                       |
| identifier less than  |                       |                       |
| or equal to 9         |                       |                       |
| characters for the    |                       |                       |
| child, then include   |                       |                       |
| it.                   |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #18\        |                       |                       |
| HISPANIC OR LATINO    |                       |                       |
| (ETHNICITY)**         |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** A     |                       |                       |
| person of Cuban,      |                       |                       |
| Mexican, Puerto       |                       |                       |
| Rican, South or       |                       |                       |
| Central American, or  |                       |                       |
| other Spanish culture |                       |                       |
| or origin, regardless |                       |                       |
| of race. The term     |                       |                       |
| "Spanish origin" can  |                       |                       |
| be used in addition   |                       |                       |
| to "Hispanic or       |                       |                       |
| Latino."              |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| *Effective FY 2000:*  |                       | sistency]{.underline} |
| Required.             | 0-1:                  |                       |
|                       |                       | *\                    |
|                       | 0 = No                | Before FY 2000*: At   |
|                       |                       | least one of Elements |
|                       | 1 = Yes               | 17 through 22 must be |
|                       |                       | answered \"Yes\"      |
|                       |                       | (equal to 1).         |
|                       |                       |                       |
|                       |                       | *\                    |
|                       |                       | FY 2000 and After*:   |
|                       |                       | No Internal           |
|                       |                       | Inconsistency         |
|                       |                       | standard.             |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 1     |                       |                       |
|                       |                       |                       |
| **Format:** Number    |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** Enter   |                       |                       |
| the one digit code    |                       |                       |
| for the ethnicity of  |                       |                       |
| each child. Ethnicity |                       |                       |
| must be determined    |                       |                       |
| for every child.      |                       |                       |
|                       |                       |                       |
| OMB has requested a   |                       |                       |
| change to the child   |                       |                       |
| race definitions to   |                       |                       |
| comply with the new   |                       |                       |
| Census Bureau         |                       |                       |
| definitions of race   |                       |                       |
| published in the      |                       |                       |
| Federal Register of   |                       |                       |
| October 30, 1997.     |                       |                       |
| These new definitions |                       |                       |
| are incorporated in   |                       |                       |
| the final version of  |                       |                       |
| the ACF-801 Form and  |                       |                       |
| Instructions.         |                       |                       |
|                       |                       |                       |
| Leave the field blank |                       |                       |
| as \"missing\" data   |                       |                       |
| for those that        |                       |                       |
| refused to report     |                       |                       |
| their race. This is   |                       |                       |
| the same way          |                       |                       |
| \"unknown\" is        |                       |                       |
| reported.             |                       |                       |
|                       |                       |                       |
| For further           |                       |                       |
| information           |                       |                       |
| concerning ethnicity, |                       |                       |
| view the [OMB         |                       |                       |
| Revision](h           |                       |                       |
| ttp://www.census.gov/ |                       |                       |
| population/www/socdem |                       |                       |
| o/race/Ombdir15.html) |                       |                       |
| initiated in 1997.    |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #19\        |                       |                       |
| AMERICAN INDIAN OR    |                       |                       |
| ALASKAN NATIVE        |                       |                       |
| (RACE)**              |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** A     |                       |                       |
| person having origins |                       |                       |
| in any of the         |                       |                       |
| original peoples of   |                       |                       |
| North and South       |                       |                       |
| America (including    |                       |                       |
| Central America), and |                       |                       |
| who maintains tribal  |                       |                       |
| affiliation or        |                       |                       |
| community attachment. |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Phased-in Requirement |                       | sistency]{.underline} |
| *Before FY 2003*:     | 0-1:                  |                       |
|                       |                       | *Before FY 2000*: At  |
| (See Internal         | 0 = No                | least one of Elements |
| Inconsistency         |                       | 17 through 22 must be |
| Standard)             | 1 = Yes               | answered \"Yes\"      |
|                       |                       | (equal to 1).\        |
| *Effective FY 2003:*  |                       | \                     |
| Required.             |                       | *FY 2000 and after*:  |
|                       |                       | At least one of       |
|                       |                       | Elements 19 through   |
|                       |                       | 23 must be answered   |
|                       |                       | "Yes" (equal to 1).   |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 1     |                       |                       |
|                       |                       |                       |
| **Format:** Number    |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** Enter   |                       |                       |
| the one digit code    |                       |                       |
| indicating whether    |                       |                       |
| the child's race is   |                       |                       |
| American Indian or    |                       |                       |
| Alaskan Native        |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #20\        |                       |                       |
| ASIAN (RACE)**        |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** A     |                       |                       |
| person having origins |                       |                       |
| in any of the         |                       |                       |
| original peoples of   |                       |                       |
| the Far East,         |                       |                       |
| Southeast Asia, or    |                       |                       |
| the Indian            |                       |                       |
| subcontinent          |                       |                       |
| including, for        |                       |                       |
| example, Cambodia,    |                       |                       |
| China, India, Japan,  |                       |                       |
| Korea, Malaysia,      |                       |                       |
| Pakistan, the         |                       |                       |
| Philippine Islands,   |                       |                       |
| Thailand, and         |                       |                       |
| Vietnam.              |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Phased-in Requirement |                       | sistency]{.underline} |
| *Before FY 2003*:     | 0-1:                  |                       |
|                       |                       | *Before FY 2000*: At  |
| (See Internal         | 0 = No                | least one of Elements |
| Inconsistency         |                       | 17 through 22 must be |
| Standard)             | 1 = Yes               | answered \"Yes\"      |
|                       |                       | (equal to 1).\        |
| *Effective FY 2003:*  |                       | \                     |
| Required.             |                       | *FY 2000 and after*:  |
|                       |                       | At least one of       |
|                       |                       | Elements 19 through   |
|                       |                       | 23 must be answered   |
|                       |                       | "Yes" (equal to 1).   |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 1     |                       |                       |
|                       |                       |                       |
| **Format:** Number    |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** Enter   |                       |                       |
| the one digit code    |                       |                       |
| indicating whether    |                       |                       |
| the child's race is   |                       |                       |
| Asian.                |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #21\        |                       |                       |
| BLACK OR AFRICAN      |                       |                       |
| AMERICAN (RACE)**     |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** A     |                       |                       |
| person having origins |                       |                       |
| in any of the black   |                       |                       |
| racial groups of      |                       |                       |
| Africa. Terms such as |                       |                       |
| "Haitian" or "Negro"  |                       |                       |
| can be used in        |                       |                       |
| addition to "Black or |                       |                       |
| African American."    |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Phased-in Requirement |                       | sistency]{.underline} |
| *Before FY 2003*:     | 0-1:                  |                       |
|                       |                       | *Before FY 2000*: At  |
| (See Internal         | 0 = No                | least one of Elements |
| Inconsistency         |                       | 17 through 22 must be |
| Standard)             | 1 = Yes               | answered \"Yes\"      |
|                       |                       | (equal to 1).\        |
| *Effective FY 2003:*  |                       | \                     |
| Required.             |                       | *FY 2000 and after*:  |
|                       |                       | At least one of       |
|                       |                       | Elements 19 through   |
|                       |                       | 23 must be answered   |
|                       |                       | "Yes" (equal to 1).   |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 1     |                       |                       |
|                       |                       |                       |
| **Format:** Number    |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** Enter   |                       |                       |
| the one digit code    |                       |                       |
| indicating whether    |                       |                       |
| the child's race is   |                       |                       |
| Black or African      |                       |                       |
| American.             |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #22\        |                       |                       |
| NATIVE HAWAIIAN OR    |                       |                       |
| OTHER PACIFIC         |                       |                       |
| ISLANDER**            |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition**: A     |                       |                       |
| person having origins |                       |                       |
| in any of the         |                       |                       |
| original peoples of   |                       |                       |
| Hawaii, Guam, Samoa,  |                       |                       |
| or other Pacific      |                       |                       |
| Islands.              |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Phased-in Requirement |                       | sistency]{.underline} |
| *Before FY 2003*:     | 0-1:                  |                       |
|                       |                       | *Before FY 2000*: At  |
| (See Internal         | 0 = No                | least one of Elements |
| Inconsistency         |                       | 17 through 22 must be |
| Standard)             | 1 = Yes               | answered \"Yes\"      |
|                       |                       | (equal to 1).\        |
| *Effective FY 2003:*  |                       | \                     |
| Required.             |                       | *FY 2000 and after*:  |
|                       |                       | At least one of       |
|                       |                       | Elements 19 through   |
|                       |                       | 23 must be answered   |
|                       |                       | "Yes" (equal to 1).   |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 1     |                       |                       |
|                       |                       |                       |
| **Format:** Number    |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** Enter   |                       |                       |
| the one digit code    |                       |                       |
| indicating whether    |                       |                       |
| the child's race is   |                       |                       |
| Native Hawaiian or    |                       |                       |
| other Pacific         |                       |                       |
| Islander.             |                       |                       |
+-----------------------+-----------------------+-----------------------+

+------------------+-----------------------+--------------------------+
| **Element #23\   |                       |                          |
| WHITE (RACE)**   |                       |                          |
+------------------+-----------------------+--------------------------+
| **Definition:**  |                       |                          |
| A person having  |                       |                          |
| origins in any   |                       |                          |
| of the original  |                       |                          |
| peoples of       |                       |                          |
| Europe, the      |                       |                          |
| Middle East, or  |                       |                          |
| North Africa.    |                       |                          |
+------------------+-----------------------+--------------------------+
| **Data           |                       |                          |
| Standards:**     |                       |                          |
+------------------+-----------------------+--------------------------+
| [Miss            | [Out of               | [Internal                |
| ing]{.underline} | Range]{.underline}    | In                       |
|                  |                       | consistency]{.underline} |
| Phased-in        | 0-1:                  |                          |
| Requirement      |                       | *Before FY 2000*: At     |
| *Before FY       | 0 = No                | least one of Elements 17 |
| 2003*:           |                       | through 22 must be       |
|                  | 1 = Yes               | answered \"Yes\" (equal  |
| (See Internal    |                       | to 1).\                  |
| Inconsistency    |                       | \                        |
| Standard)        |                       | *FY 2000 and after*: At  |
|                  |                       | least one of Elements 19 |
| *Effective FY    |                       | through 23 must be       |
| 2003:*           |                       | answered "Yes" (equal to |
|                  |                       | 1).                      |
| Required.        |                       |                          |
+------------------+-----------------------+--------------------------+
| **Field Size:**  |                       |                          |
| 1                |                       |                          |
|                  |                       |                          |
| **Format:**      |                       |                          |
| Number           |                       |                          |
+------------------+-----------------------+--------------------------+
| **Guidance:**    |                       |                          |
| Enter the one    |                       |                          |
| digit code       |                       |                          |
| indicating       |                       |                          |
| whether the      |                       |                          |
| child's race is  |                       |                          |
| white.           |                       |                          |
+------------------+-----------------------+--------------------------+

+------------------+-----------------------+--------------------------+
| **Element #24\   |                       |                          |
| CHILD GENDER**   |                       |                          |
+------------------+-----------------------+--------------------------+
| **Definition:**  |                       |                          |
| Sex of the       |                       |                          |
| child.           |                       |                          |
+------------------+-----------------------+--------------------------+
| **Data           |                       |                          |
| Standards:**     |                       |                          |
+------------------+-----------------------+--------------------------+
| [Miss            | [Out of               | [Internal                |
| ing]{.underline} | Range]{.underline}    | In                       |
|                  |                       | consistency]{.underline} |
| Always required. | 1-2:                  |                          |
|                  |                       | None                     |
|                  | 1 = Male              |                          |
|                  |                       |                          |
|                  | 2 = Female            |                          |
+------------------+-----------------------+--------------------------+
| **Field Size:**  |                       |                          |
| 1                |                       |                          |
|                  |                       |                          |
| **Format:**      |                       |                          |
| Number           |                       |                          |
+------------------+-----------------------+--------------------------+
| **Guidance:**    |                       |                          |
| Enter the one    |                       |                          |
| digit code       |                       |                          |
| indicating the   |                       |                          |
| sex of the       |                       |                          |
| child.           |                       |                          |
+------------------+-----------------------+--------------------------+

+------------------+-----------------------+--------------------------+
| **Element #25\   |                       |                          |
| MONTH/YEAR OF    |                       |                          |
| BIRTH**          |                       |                          |
+------------------+-----------------------+--------------------------+
| **Definition:**  |                       |                          |
| The month and    |                       |                          |
| year of birth of |                       |                          |
| the child        |                       |                          |
| receiving        |                       |                          |
| subsidized child |                       |                          |
| care.            |                       |                          |
+------------------+-----------------------+--------------------------+
| **Data           |                       |                          |
| Standards:**     |                       |                          |
+------------------+-----------------------+--------------------------+
| [Miss            | [Out of               | [Internal                |
| ing]{.underline} | Range]{.underline}    | In                       |
|                  |                       | consistency]{.underline} |
| Always required. | 01 \<= MM \<= 12      |                          |
|                  | current year -        | This Element must be     |
|                  | Maximum age of child  | earlier than or equal to |
|                  | from State table \<=  | the date entered in      |
|                  | YYYY \<= current year | Element #1 (Sample       |
|                  |                       | Month/Year of Report     |
|                  |                       | Period).                 |
+------------------+-----------------------+--------------------------+
| **Field Size:**  |                       |                          |
| 6                |                       |                          |
|                  |                       |                          |
| **Format         |                       |                          |
| (YYYYMM):**      |                       |                          |
| Number           |                       |                          |
+------------------+-----------------------+--------------------------+
| **Guidance:**    |                       |                          |
| The child's date |                       |                          |
| of birth must be |                       |                          |
| the same as or   |                       |                          |
| earlier than the |                       |                          |
| date the family  |                       |                          |
| started          |                       |                          |
| receiving        |                       |                          |
| subsidy child    |                       |                          |
| care, since a    |                       |                          |
| child cannot be  |                       |                          |
| cared for until  |                       |                          |
| he/she is born.  |                       |                          |
+------------------+-----------------------+--------------------------+

+-----------------+--------------------------------+------------------+
| **Element #26\  |                                |                  |
| TYPE OF CHILD   |                                |                  |
| CARE**          |                                |                  |
+-----------------+--------------------------------+------------------+
| **Definition:** |                                |                  |
| Provider types  |                                |                  |
| are divided     |                                |                  |
| into two broad  |                                |                  |
| categories of   |                                |                  |
| lic             |                                |                  |
| ensed/regulated |                                |                  |
| and legally     |                                |                  |
| operating (no   |                                |                  |
| license         |                                |                  |
| category        |                                |                  |
| available in    |                                |                  |
| state or        |                                |                  |
| locality).      |                                |                  |
| Under each of   |                                |                  |
| these           |                                |                  |
| categories are  |                                |                  |
| four types of   |                                |                  |
| providers:      |                                |                  |
| in-home, family |                                |                  |
| home, group     |                                |                  |
| home, and       |                                |                  |
| centers. A      |                                |                  |
| relative        |                                |                  |
| provider is     |                                |                  |
| defined as      |                                |                  |
| being at least  |                                |                  |
| 18 years of age |                                |                  |
| and who is, by  |                                |                  |
| marriage, blood |                                |                  |
| relationships,  |                                |                  |
| or court        |                                |                  |
| decree, a       |                                |                  |
| grandparent,    |                                |                  |
| gre             |                                |                  |
| at-grandparent, |                                |                  |
| aunt or uncle,  |                                |                  |
| or sibling      |                                |                  |
| living outside  |                                |                  |
| the child's     |                                |                  |
| home.           |                                |                  |
+-----------------+--------------------------------+------------------+
| **Data          |                                |                  |
| Standards:**    |                                |                  |
+-----------------+--------------------------------+------------------+
| [Missi          | [Out of Range]{.underline}     | [Internal        |
| ng]{.underline} |                                | Inconsiste       |
|                 | 01 - 11:                       | ncy]{.underline} |
| Required.       |                                |                  |
|                 | 01 = Licensed/regulated        | None             |
|                 | in-home child care;\           |                  |
|                 | 02 = Licensed/regulated family |                  |
|                 | child care;\                   |                  |
|                 | 03 = Licensed/regulated group  |                  |
|                 | home child care;\              |                  |
|                 | 04 = Licensed/regulated        |                  |
|                 | center-based care;\            |                  |
|                 | 05 = Legally operating in-home |                  |
|                 | care provided by a             |                  |
|                 | non-relative;\                 |                  |
|                 | 06 = Legally operating in-home |                  |
|                 | care provided by a relative;\  |                  |
|                 | 07 = Legally operating family  |                  |
|                 | child care provided by a       |                  |
|                 | non-relative;\                 |                  |
|                 | 08 = Legally operating family  |                  |
|                 | child care provided by a       |                  |
|                 | relative;\                     |                  |
|                 | 09 = Legally operating group   |                  |
|                 | home child care provided by a  |                  |
|                 | non-relative;\                 |                  |
|                 | 10 = Legally operating group   |                  |
|                 | home child care provided by a  |                  |
|                 | relative;\                     |                  |
|                 | 11 = Legally operating         |                  |
|                 | center-based care.             |                  |
+-----------------+--------------------------------+------------------+
| **Field Size:** |                                |                  |
| 2               |                                |                  |
|                 |                                |                  |
| **Format        |                                |                  |
| (NN):** Number  |                                |                  |
+-----------------+--------------------------------+------------------+
| **Guidance:**   |                                |                  |
| The age limit   |                                |                  |
| requirements    |                                |                  |
| have been       |                                |                  |
| dropped for     |                                |                  |
| reporting       |                                |                  |
| purposes only.  |                                |                  |
| (Reminder: A    |                                |                  |
| relative under  |                                |                  |
| 18 cannot be    |                                |                  |
| exempt by the   |                                |                  |
| state from      |                                |                  |
| meeting health  |                                |                  |
| and safety      |                                |                  |
| standards.)     |                                |                  |
|                 |                                |                  |
| For reporting   |                                |                  |
| purposes, a     |                                |                  |
| legally         |                                |                  |
| operating,      |                                |                  |
| unregulated     |                                |                  |
| provider is one |                                |                  |
| which, if not   |                                |                  |
| participating   |                                |                  |
| in the CCDF     |                                |                  |
| program, would  |                                |                  |
| not be subject  |                                |                  |
| to [any state   |                                |                  |
| or local *child |                                |                  |
| care*           |                                |                  |
| regulation      |                                |                  |
| s]{.underline}. |                                |                  |
| According to    |                                |                  |
| section 98.2(x) |                                |                  |
| of the CCDBG    |                                |                  |
| regulations,    |                                |                  |
| *"Licensing or  |                                |                  |
| regulatory      |                                |                  |
| requirements*   |                                |                  |
| means           |                                |                  |
| requirements    |                                |                  |
| necessary for a |                                |                  |
| provider to     |                                |                  |
| legally provide |                                |                  |
| child care      |                                |                  |
| services in a   |                                |                  |
| state or        |                                |                  |
| locality,       |                                |                  |
| including       |                                |                  |
| registration    |                                |                  |
| requirements    |                                |                  |
| established     |                                |                  |
| under state,    |                                |                  |
| local or tribal |                                |                  |
| law\...."       |                                |                  |
+-----------------+--------------------------------+------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #27\        |                       |                       |
| TOTAL EXPECTED DOLLAR |                       |                       |
| AMOUNT PER MONTH\     |                       |                       |
| TO BE RECEIVED BY THE |                       |                       |
| PROVIDER**            |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** For   |                       |                       |
| each child receiving  |                       |                       |
| care, indicate the    |                       |                       |
| total monthly dollar  |                       |                       |
| amount (rounded to    |                       |                       |
| the nearest dollar)   |                       |                       |
| paid or to be paid to |                       |                       |
| the provider for the  |                       |                       |
| care of the child.    |                       |                       |
| The total monthly     |                       |                       |
| amount should include |                       |                       |
| Federal, State, and   |                       |                       |
| locally funded        |                       |                       |
| amounts as well as    |                       |                       |
| the amount the parent |                       |                       |
| is responsible for    |                       |                       |
| contributing as the   |                       |                       |
| assigned co-pay.      |                       |                       |
| (This should not      |                       |                       |
| include any other     |                       |                       |
| amount the provider   |                       |                       |
| may charge the parent |                       |                       |
| in addition to the    |                       |                       |
| co-pay determined by  |                       |                       |
| the Lead Agency or    |                       |                       |
| its designee.)        |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Always required.      |                       | sistency]{.underline} |
|                       | 0 - 1000              |                       |
|                       |                       | None                  |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 4     |                       |                       |
|                       |                       |                       |
| **Format (NNNN):**    |                       |                       |
| Number                |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** For     |                       |                       |
| each child receiving  |                       |                       |
| care, enter the total |                       |                       |
| monthly dollar amount |                       |                       |
| (round to the nearest |                       |                       |
| dollar and use        |                       |                       |
| leading zeros as      |                       |                       |
| necessary) paid or    |                       |                       |
| expected to be paid   |                       |                       |
| to the provider for   |                       |                       |
| the care of the       |                       |                       |
| child. Round this     |                       |                       |
| amount to the nearest |                       |                       |
| dollar.               |                       |                       |
+-----------------------+-----------------------+-----------------------+

+-----------------------+-----------------------+-----------------------+
| **Element #28\        |                       |                       |
| TOTAL HOURS OF CHILD  |                       |                       |
| CARE DURING THE       |                       |                       |
| MONTH**               |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Definition:** The   |                       |                       |
| number of hours of    |                       |                       |
| subsidized child care |                       |                       |
| a child receives      |                       |                       |
| during a month,       |                       |                       |
| rounded to the        |                       |                       |
| nearest whole number. |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Data Standards:**   |                       |                       |
+-----------------------+-----------------------+-----------------------+
| [Missing]{.underline} | [Out of               | [Internal             |
|                       | Range]{.underline}    | Incon                 |
| Always required.      |                       | sistency]{.underline} |
|                       | 1 - (12 times the     |                       |
|                       | number of days in the | None                  |
|                       | reporting month)      |                       |
+-----------------------+-----------------------+-----------------------+
| **Field Size:** 3     |                       |                       |
|                       |                       |                       |
| **Format (NNN):**     |                       |                       |
| Number                |                       |                       |
+-----------------------+-----------------------+-----------------------+
| **Guidance:** Enter   |                       |                       |
| the number for the    |                       |                       |
| total number of hours |                       |                       |
| provided in the       |                       |                       |
| reporting period      |                       |                       |
| (round to the nearest |                       |                       |
| whole number and use  |                       |                       |
| leading zeros as      |                       |                       |
| necessary). For       |                       |                       |
| example, September    |                       |                       |
| has 30 days, so the   |                       |                       |
| maximum acceptable    |                       |                       |
| total hours of child  |                       |                       |
| care for that month   |                       |                       |
| would be 12 x 30 =    |                       |                       |
| 360.                  |                       |                       |
+-----------------------+-----------------------+-----------------------+

##  

## FILE FORMAT

##### 1. Introduction

The formatting guidelines described in the previous section should be
followed by all states and territories when creating the data file for
electronic submission to the Administration for Children and Families
(ACF). This section has been revised to provide additional guidance to
states unable to submit data in a variable record length format.[^2]

The ACF-801 data submission contains information required on the ACF-801
Child Care Case Record Form. States have the option to submit either a
sample or the complete population of the children receiving federal
child care subsidies. States also have the option to submit data for
either one month or quarterly (3 months at once).[^3] However,
regardless of which method is chosen, the following guidelines apply:

The file format portion of this document is organized into the following
sections:

-   *Contents of ACF-801 Data Submission:* Lists the types of records
    that are included in the

data file.

-   *Summary of Record and File Delimiters:* Lists all delimiters to be
    included in the file and

> explains their use.

-   *Order of Records in the ACF-801 Data Submission:* Gives the order
    of records in the data file.

-   *The Monthly Summary Record:* Describes the format of the monthly
    summary record.

-   *Records on families and children receiving subsidized child care:*
    Describes the format of the records containing information on
    families and children receiving federal child care subsidies.

-   *Missing and Numeric Data Elements in Family and Child Records:*
    Explains how missing data elements should be handled in the records
    on families and children receiving subsidized child care

-   *Footnotes:* Describes the format of optional explanatory footnotes.

-   *Formatting Guidance for States Unable to Submit Data in a Variable
    Record Length Format:* Provides guidance for fixed length fields.

##### 2. Contents of ACF-801 Data Submission

The data file submission is made up of two, or at the states option,
three types of records:

1.  The monthly summary record. This is [required]{.underline}.

2.  Records on families and children receiving subsidized child care.
    These are [required]{.underline}.

3.  Footnotes. These are optional.

The data is submitted in a flat file with variable length records. Each
record has a minimum number of characters allowed (94), so each data
element has a set field size explained in the **Data Elements** section.

##### 3. Summary of Record and File Delimiters

As the records in the ACF-801 data submission can be of varying lengths,
delimiters are used to:

1\. Identify related groups of data or individual data elements,

2\. Mark the end of records, and

3.Determine the length of the file and verify that all data the state
intended to transmit was

received.

The following table describes all the delimiters that are used in the
ACF-801 data submission:

  ----------------------------------------------------------------------------
  **Delimiter**   **Use**
  --------------- ------------------------------------------------------------
  *M*             This is the first character in the file. It signals that a
                  monthly summary record follows.

  *\#*            Identifies a State contact data element in the monthly
                  summary record.

  *F*             Identifies the ACF-801 family data (elements 1-16) for one
                  family.

  *C*             Identifies the ACF-801 child data (elements 17-25) for one
                  child.

  *S*             Identifies the ACF-801 setting data (elements 26-28) for one
                  setting.

  *\$*            Marks the end of either a monthly summary record or the
                  complete family, child(ren) and setting(s) record for one
                  family.

  *N*             Marks the beginning of a footnote.

  *%%*            Marks the end of a footnote.

  *&*             Marks the end of the data submission file. Only one *&* is
                  included with each submission, even if the submission
                  includes three months of data.
  ----------------------------------------------------------------------------

##### 4. Order of Records in the ACF-801 Data Submission

Records should be ordered as listed below. For example, if the state
chooses to submit the data only for July 2001, the order of records in
the file would be:

1.  July's monthly summary record

2.  Records on families and children receiving subsidized child care
    during July 2001

3.  Footnotes commenting on July's data elements

4.  The "*&"* file delimiter indicating the end of the data file

The record order is repeated if the state submits data quarterly. For
example, if the state submits data for July, August, and September 2001
at one time, the record order would be:

1.  July's monthly summary record

2.  Records on families and children receiving subsidized child care
    during July 2001

3.  Footnotes commenting on July's data elements

4.  August's monthly summary record

5.  Records on families and children receiving subsidized child care
    during August 2001

6.  September's monthly summary record

7.  Records on families and children receiving subsidized child care
    during September 2001

8.  Footnotes commenting on September's data elements

9.  The "*&"* file delimiter indicating the end of the data file

Please note that the above example does not include footnotes for
August, as footnotes are optional. If the state had elected to submit
footnotes with the August data, the footnote records would immediately
follow #5 [Records on families and children receiving subsidized child
care during August 2001]{.underline} and precede #6 [September's monthly
summary record]{.underline}.

Also note that only one "*&"* file delimiter is included in either
example*.*

The following sections describe the formats of the three types of
records, including delimiter placement.

**5. The Monthly Summary Record**

An "*M"* delimiter is placed at the beginning of each month to identify
the record as a monthly summary record. Each month's data begins with a
record containing the following data:

  --------------------------------------------------------------------------------------------
  **Data Element  **Format**[^4]   **Length**   **Comment**
  Description**                                 
  --------------- ---------------- ------------ ----------------------------------------------
  Delimiter       *M*              1            This delimiter identifies the following record
                                                as a monthly summary record.

  Report Period   YYYYMM           6            This data element identifies the month being
                                                reported. For example, if the report covers
                                                April 2001, this element would be "200104".

  Families        Number           7            The number of families receiving subsidized
  Receiving                                     child care in your state for the reported
  Subsidized                                    month. The number should be right-justified
  Child Care                                    within the field and padded with zeros. For
                                                example, 25,387 would be formatted as
                                                "0025387".

  Number of       Number           7            The number of children (or estimated number if
  Children in                                   actual count is unavailable) receiving
  Pre-K Child                                   subsidized pre-K child care services in your
  Care                                          state for the report month. The number should
                                                be right-justified within the field and padded
                                                with zeros. For example, 5,247 would be
                                                formatted as "0005247".

  Delimiter       *\#*             1            Identifies the following data as contact
                                                information.

  State Contact   Character        No limit     The name of the state child care contact who
  Name                                          is designated to receive the data reports.

  Delimiter       *\#*             1            Identifies the following data as contact
                                                information.

  State Contact   Character        No limit     The telephone number of the state child care
  Telephone                                     contact.
  Number                                        

  Delimiter       *\#*             1            Identifies the following data as contact
                                                information who is designated to receive the
                                                data reports.

  State Contact   Character        No limit     The fax number of the state child care contact
  Fax Number                                    who is designated to receive the data reports.

  Delimiter       *\#*             1            Identifies the following data as contact
                                                information who is designated to receive the
                                                data reports.

  State Contact\  Character        No limit     The e-mail address of the state child care
  E-mail Address                                contact who is designated to receive the data
                                                reports.

  Record          *\$*             1            This delimiter indicates the end of the
  Delimiter                                     record.
  --------------------------------------------------------------------------------------------

The delimiters, report period, subsidized child care population, and
contact information is required. However, if the state does not have
certain contact information, such as e-mail addresses, the field may be
skipped, although all delimiters should be included.

For example, following is a monthly summary record containing the
following data:

Report Period: April 2000

Population: 72,384

Pre-K: 4,629

Contact name: Jane Smith

Contact Telephone: (703) 555-1234 ext. 684

Contact Fax: (703) 555-9876

Contact E-mail: [jsmith@dhr.anystate.us]{.underline}

The monthly summary record would be formatted as follows (delimiters are
in **bold**):

**M**20000400723840004629**\#**Jane Smith**\#**(703) 555-1234 ext.
684**\#**(703) 555-9876**\#**jsmith@dhr.anystate.us**\$**

However, if the state did not have a fax number available, the formatted
record would look like this (note the two *\#* delimiters together,
indicating that no fax number was included):

**M**20000400723840004629**\#**Jane Smith**\#**(703) 555-1234 ext.
684**\##**jsmith@dhr.anystate.us**\$**

The monthly summary record is immediately followed by the records on
families and children receiving subsidized child care.

##### 6. Records on families and children receiving subsidized child care

One record is included for each family. Each record contains:

1.  Family data information, which applies to the family as a whole

2.  Information on *each* child receiving child care assistance, and all
    subsidized child care settings for that child. (Dependent children
    receiving child care data should be included here)

The format for family data will be the same for each record. An "*F"*
delimiter is placed before each family's data to identify the
information. A record has a minimum length of 94 characters. Record
positions 1 through 61 will always contain family data as detailed in
the following table:

+----------------------------------------------+---------+------------+
| **Data Element Number/Description**          | **Data  | **Length** |
|                                              | F       |            |
|                                              | ormat** |            |
+==============================================+=========+============+
| Delimiter identifying family data            | *F*     | 1          |
+----------------------------------------------+---------+------------+
| 01: Sample Month/Year of Report Period       | YYYYMM  | 6          |
+----------------------------------------------+---------+------------+
| 02: Unique State Identifier (optional)       | Ch      | 15         |
|                                              | aracter |            |
+----------------------------------------------+---------+------------+
| 03: Social Security Number(optional)         | Number  | 9          |
+----------------------------------------------+---------+------------+
| 04: FIPS Code                                | Number  | 5          |
+----------------------------------------------+---------+------------+
| 05: Single Parent?                           | Number  | 1          |
+----------------------------------------------+---------+------------+
| 06: Reason For Receiving Subsidize Child     | Number  | 1          |
| Care                                         |         |            |
+----------------------------------------------+---------+------------+
| 07: Total Monthly Child Care Co-payment by   | Number  | 4          |
| Family                                       |         |            |
+----------------------------------------------+---------+------------+
| 08: Month/Year Child Care Assistance Started | YYYYMM  | 6          |
+----------------------------------------------+---------+------------+
| 09: Total Monthly Income for Determining     | Number  | 5          |
| Eligibility                                  |         |            |
+----------------------------------------------+---------+------------+
| 10: Employment Income, Including             | Number  | 1          |
| Self-Employment                              |         |            |
+----------------------------------------------+---------+------------+
| 11: Title IV of the Social Security Act      | Number  | 1          |
| (TANF)                                       |         |            |
+----------------------------------------------+---------+------------+
| 12: State Program for Which State Spending   | Number  | 1          |
| is Counted Towards                           |         |            |
|                                              |         |            |
| TANF MOE                                     |         |            |
+----------------------------------------------+---------+------------+
| 13: Housing Voucher or Cash Assistance       | Number  | 1          |
+----------------------------------------------+---------+------------+
| 14: Assistance Under the Food Stamps Act of  | Number  | 1          |
| 1977                                         |         |            |
+----------------------------------------------+---------+------------+
| 15: Other Federal Cash Income                | Number  | 1          |
+----------------------------------------------+---------+------------+
| 16: Number in Eligible Family                | Number  | 2          |
+----------------------------------------------+---------+------------+

The child information follows the family data. The format for dependent
children receiving child care will differ from record to record
depending on the number of children receiving assistance per family, and
the number of child care settings per child. This data always begins at
record position 62 and continues until all of the information for each
child receiving child care assistance is recorded.

Delimiters are used to identify children and settings. "*C"* precedes
each child's data and "S" precedes setting data. Additional settings for
the same child follow the same format; they start with an "S". The child
and setting format is repeated for each child receiving assistance in
the family. Finally, a "*\$"* delimiter is placed after the last child's
final setting to mark the end of the family's record. Each child data is
23 characters long, including the delimiter "*C"*, and each setting data
is 10 characters long, including the delimiter "*S"*. The following
table gives the details of this format:

+-----------------------------------------------+---------+-----------+
| **Data Element Number/Description**           | **Data  | *         |
|                                               | F       | *Length** |
|                                               | ormat** |           |
+===============================================+=========+===========+
| Delimiter identifying child data              | *C*     | 1         |
+-----------------------------------------------+---------+-----------+
| 17: Child #1 SSN (optional)                   | Ch      | 9         |
|                                               | aracter |           |
+-----------------------------------------------+---------+-----------+
| 18: Is Child #1 Hispanic or Latino?           | Number  | 1         |
+-----------------------------------------------+---------+-----------+
| 19: Is Child #1 American Indian or Alaskan    | Number  | 1         |
| Native?                                       |         |           |
+-----------------------------------------------+---------+-----------+
| 20: Is Child #1 Asian?                        | Number  | 1         |
+-----------------------------------------------+---------+-----------+
| 21: Is Child #1 Black or African American?    | Number  | 1         |
+-----------------------------------------------+---------+-----------+
| 22: Is Child #1 Native Hawaiian or Other      | Number  | 1         |
| Pacific Islander?                             |         |           |
+-----------------------------------------------+---------+-----------+
| 23: Is Child #1 White?                        | Number  | 1         |
+-----------------------------------------------+---------+-----------+
| 24: Gender of Child #1                        | Number  | 1         |
+-----------------------------------------------+---------+-----------+
| 25: Month/Year of Birth of Child #1           | YYYYMM  | 6         |
+-----------------------------------------------+---------+-----------+
| ***Add first child care setting.***           |         |           |
+-----------------------------------------------+---------+-----------+
| Delimiter identifying setting data            | *S*     | 1         |
+-----------------------------------------------+---------+-----------+
| 26: Type of Child Care (Setting #1) for Child | Number  | 2         |
| #1                                            |         |           |
+-----------------------------------------------+---------+-----------+
| 27: Total Monthly Amount Paid to Provider     | Number  | 4         |
| (Setting #1) for Child #1                     |         |           |
+-----------------------------------------------+---------+-----------+
| 28: Total hours of Child Care per Month       | Number  | 3         |
| (Setting #1) for Child #1                     |         |           |
+-----------------------------------------------+---------+-----------+
| ***If second child care setting exists, add   |         |           |
| record.***                                    |         |           |
+-----------------------------------------------+---------+-----------+
| Delimiter identifying setting data            | *S*     | 1         |
+-----------------------------------------------+---------+-----------+
| 26: Type of Child Care (Setting #2) for Child | Number  | 2         |
| #1                                            |         |           |
+-----------------------------------------------+---------+-----------+
| 27: Total Monthly Amount Paid to Provider     | Number  | 4         |
| (Setting #2) for Child #1                     |         |           |
+-----------------------------------------------+---------+-----------+
| 28: Total hours of Child Care per Month       | Number  | 3         |
| (Setting #2) for Child #1                     |         |           |
+-----------------------------------------------+---------+-----------+
| ***If third child care setting exists, add    |         |           |
| record.***                                    |         |           |
+-----------------------------------------------+---------+-----------+
| Delimiter identifying setting data            | *S*     | 1         |
+-----------------------------------------------+---------+-----------+
| 26: Type of Child Care (Setting #3) for Child | Number  | 2         |
| #1                                            |         |           |
+-----------------------------------------------+---------+-----------+
| 27: Total Monthly Amount Paid to Provider     | Number  | 4         |
| (Setting #3) for Child #1                     |         |           |
+-----------------------------------------------+---------+-----------+
| 28: Total hours of Child Care per Month       | Number  | 3         |
| (Setting #3) for Child #1                     |         |           |
+-----------------------------------------------+---------+-----------+
| ***If fourth child care setting exists, add   |         |           |
| record.***                                    |         |           |
+-----------------------------------------------+---------+-----------+
| Delimiter identifying setting data            | *S*     | 1         |
+-----------------------------------------------+---------+-----------+
| 26: Type of Child Care (Setting #4) for Child | Number  | 2         |
| #1                                            |         |           |
+-----------------------------------------------+---------+-----------+
| 27: Total Monthly Amount Paid to Provider     | Number  | 4         |
| (Setting #4) for Child #1                     |         |           |
+-----------------------------------------------+---------+-----------+
| 28: Total hours of Child Care per Month       | Number  | 3         |
| (Setting #4) for Child #1                     |         |           |
+-----------------------------------------------+---------+-----------+
| ***Repeat for each additional child care      |         |           |
| setting for this child.***                    |         |           |
+-----------------------------------------------+---------+-----------+
|                                               |         |           |
+-----------------------------------------------+---------+-----------+
| ***If second child is receiving child care    |         |           |
| assistance, add record.***                    |         |           |
+-----------------------------------------------+---------+-----------+
| Delimiter identifying child data              | *C*     | 1         |
+-----------------------------------------------+---------+-----------+
| 17: Child #2 SSN (Optional)                   | Ch      | 9         |
|                                               | aracter |           |
+-----------------------------------------------+---------+-----------+
| 18: Is Child #2 Hispanic or Latino?           | Number  | 1         |
+-----------------------------------------------+---------+-----------+
| 19: Is Child #2 American Indian or Alaskan    | Number  | 1         |
| Native?                                       |         |           |
+-----------------------------------------------+---------+-----------+
| 20: Is Child #2 Asian?                        | Number  | 1         |
+-----------------------------------------------+---------+-----------+
| 21: Is Child #2 Black or African American?    | Number  | 1         |
+-----------------------------------------------+---------+-----------+
| 22: Is Child #2 Native Hawaiian or Other      | Number  | 1         |
| Pacific Islander?                             |         |           |
+-----------------------------------------------+---------+-----------+
| 23: Is Child #2 White?                        | Number  | 1         |
+-----------------------------------------------+---------+-----------+
| 24: Gender of Child #2                        |         | 1         |
+-----------------------------------------------+---------+-----------+
| 25: Month/Year of Birth of Child #2           | YYYYMM  | 6         |
+-----------------------------------------------+---------+-----------+
| ***Add first child care setting.***           |         |           |
+-----------------------------------------------+---------+-----------+
| Delimiter identifying setting data            | *S*     | 1         |
+-----------------------------------------------+---------+-----------+
| 26: Type of Child Care (Setting #1) for Child | Number  | 2         |
| #2                                            |         |           |
+-----------------------------------------------+---------+-----------+
| 27: Total Monthly Amount Paid to Provider     | Number  | 4         |
| (Setting #1) for Child #2                     |         |           |
+-----------------------------------------------+---------+-----------+
| 28: Total hours of Child Care per Month       | Number  | 3         |
| (Setting #1) for Child #2                     |         |           |
+-----------------------------------------------+---------+-----------+
| ***If second child care setting exists, add   |         |           |
| record.***                                    |         |           |
+-----------------------------------------------+---------+-----------+
| Delimiter identifying setting data            | *S*     | 1         |
+-----------------------------------------------+---------+-----------+
| 26: Type of Child Care (Setting #2) for Child | Number  | 2         |
| #2                                            |         |           |
+-----------------------------------------------+---------+-----------+
| 27: Total Monthly Amount Paid to Provider     | Number  | 4         |
| (Setting #2) for Child #2                     |         |           |
+-----------------------------------------------+---------+-----------+
| 28: Total hours of Child Care per Month       | Number  | 3         |
| (Setting #2) for Child #2                     |         |           |
+-----------------------------------------------+---------+-----------+
| ***If third child care setting exists, add    |         |           |
| record.***                                    |         |           |
+-----------------------------------------------+---------+-----------+
| Delimiter identifying setting data            | *S*     | 1         |
+-----------------------------------------------+---------+-----------+
| 26: Type of Child Care (Setting #3) for Child | Number  | 2         |
| #2                                            |         |           |
+-----------------------------------------------+---------+-----------+
| 27: Total Monthly Amount Paid to Provider     | Number  | 4         |
| (Setting #3) for Child                        |         |           |
|                                               |         |           |
| #2                                            |         |           |
+-----------------------------------------------+---------+-----------+
| 28: Total hours of Child Care per Month       | Number  | 3         |
| (Setting #3) for Child #2                     |         |           |
+-----------------------------------------------+---------+-----------+
| ***If fourth child care setting exists, add   |         |           |
| record.***                                    |         |           |
+-----------------------------------------------+---------+-----------+
| Delimiter identifying setting data            | *S*     | 1         |
+-----------------------------------------------+---------+-----------+
| 26: Type of Child Care (Setting #4) for Child | Number  | 2         |
| #2                                            |         |           |
+-----------------------------------------------+---------+-----------+
| 27: Total Monthly Amount Paid to Provider     | Number  | 4         |
| (Setting #4) for Child                        |         |           |
|                                               |         |           |
| #2                                            |         |           |
+-----------------------------------------------+---------+-----------+
| 28: Total hours of Child Care per Month       | Number  | 3         |
| (Setting #4) for Child #2                     |         |           |
+-----------------------------------------------+---------+-----------+
| ***Repeat for each additional child care      |         |           |
| setting for this child.***                    |         |           |
+-----------------------------------------------+---------+-----------+
|                                               |         |           |
+-----------------------------------------------+---------+-----------+
| ***Repeat until all of the children receiving |         |           |
| assistance are included.***                   |         |           |
+-----------------------------------------------+---------+-----------+
| Delimiter indicating the end of family's      | *\$*    | 1         |
| entire data record                            |         |           |
+-----------------------------------------------+---------+-----------+

This format is repeated for each family included in the data submission.
On the following page are two examples of family, children, and setting
data:

**Examples of Case Record Submissions**

Example 1: Suppose a family has two children receiving child care
assistance during the month. The first child is in one child care
setting during the month. The second child is in two settings, with the
second setting missing the information for Element [28: Total hours of
Child Care per Month (Setting #2)]{.underline}. A record having the
following format would be submitted (delimiters are in **bold**):

Family Data Setting Data

**F**20000400000DC-ER3945248077348321002120075199608009841100004**C**2214564321000001199607**S**020320020**C**4807787431000011199402**S**030500060**S**010200
**\$**

> Child Data Missing Data

(3 blanks inserted)

Example 2: Suppose a family has one child receiving child care
assistance during the month. This child is in one child care setting. A
record having the following format would be submitted:

Family Data Setting Data

F200004AZ234-KL5429384221872934340041300451996040150010011002**C**2216728390010001199405**S**03045060**\$**

> Child Data

##### 7. Missing and Numeric Data Elements in Family Records

Although the number of families, children, and settings will vary in
each submission, the space allocated to each group of elements remains
the same. The family data is always allotted 61 positions; each child is
allotted 23 positions and each setting 10. If the State is missing a
data element for a record, blanks should be inserted in its place. For
example, if the state is missing data element [08: Month/Year Child Care
Assistance Started]{.underline} for one family, 6 spaces should be
included in the record. Likewise, if element 28[: Total Hours of Care
Provided in Month]{.underline} were unavailable for one setting, the
state would insert three blanks. This rule also applies to optional data
elements such as 17[: Child's Social Security Number]{.underline}. If
the state does not provide a child's social security number, nine blanks
should be inserted into the record immediately following the *C*.

Numeric data such as counts or dollars should be right justified in the
space allocated for the element and padded with zeros to fill the field.
For example, element 9[: Total Monthly Family Income for Determining
Eligibility]{.underline} is allocated 5 positions. If, for example,
family income were \$ 980, the amount would be formatted as '00980'.
This standard also is used for element [2: Unique State
Identifier]{.underline}; if this optional data element is supplied, the
characters should be right justified and padded with zeros to fill out
the 15 spaces allocated for the element. In summary, this formatting
standard applies to the following elements:

02: Unique State Identifier

16: Family Size

07: Total Monthly Child Care Co-payment by Family

09: Total Monthly Family Income for Determining Eligibility

27: Total Monthly Amount Paid to Provider

28: Total Hours of Care Provided in Month

**8. Footnotes**

Footnotes are included at the states' option. States are encouraged to
submit footnotes to clarify the data. Each footnote has the following
format:

  ----------------------------------------------------------------------------------
  **Data Element  **Format**   **Length**   **Comment**
  Description**                             
  --------------- ------------ ------------ ----------------------------------------
  Delimiter       *N*          1            This delimiter identifies the following
  identifying                               record as a footnote.
  footnote                                  

  Footnote        Number       2            This references the data element on
  Reference                                 which the state is submitting an
                                            explanation. It can range from '01' for
                                            the first data element in the ACF-801
                                            (the report period) to '28' for the last
                                            data element (Total Hours of Care
                                            Provided in a Month). States can also
                                            submit footnotes that refer to the whole
                                            file. In this case, the reference is
                                            '00'.

  Footnote Body   Character    No limit     The text of the state remarks.

  Record          *%%*         2            These characters indicate the end of a
  Delimiter                                 footnote record.
  ----------------------------------------------------------------------------------

The last submitted record on families and children receiving subsidized
child care is either followed by:

1\. The optional footnotes for the month, if the state chooses to submit
footnotes; or

2\. The monthly summary file for the following month, if the state is
submitting three months at once; or

3\. The "*&"* (end of file delimiter) if this is the last record in the
ACF-801 data submission.

Following is an example of a correctly formatted footnote (delimiters
are in **bold**):

**N**17This state does not currently collect information on ethnicity as
a separate data element from race. **%%**

**9. Formatting Guidance For States Unable To Submit Data In A Variable
Record Length Format**

Some states employ software tools that will not allow child care data to
be formatted in the variable length format described above. ACF gives
these states the option to allocate fixed fields for every submitted
record and submit ACF-801 data in the alternative format described
below:

1.  Data for each family, child, and setting must follow the formatting
    rules described previously in this document. Data elements must be
    in the same order, and the same delimiters ("F", "C", "S", and "\$")
    used. See above for additional information about the standard
    delimiters.

2.  The state should define each record so that it includes:

-   Allocation for one family.

-   Allocation for a maximum of 15 children per family. The State may
    allocate space for fewer than 15 children if desired.

-   Allocation for a maximum of 5 settings per child. The State may
    allocate space for fewer than 5 settings per child if desired.

3.  Each record should begin with the family information, followed by
    the first child and the five associated settings, followed by the
    second child and the associated settings. This allocation continues
    up to the 15^th^ child (if the state chooses to allocate that much
    space per family). *This space is allocated even if not used for a
    specific family.*

4.  A new delimiter, an asterisk "\*", is used to mark all allocated but
    unused space for children and settings. Unused space should be
    filled with blanks or zeros and be the correct length for a
    child (23) or setting (10).

Following is an example of a state's (or territory's) family record in a
fixed record length. The maximum allowable record space is allocated.
The first child has three settings and the second child has two
settings:

**F** (60 characters of data)**C** (22 characters of data for child
1)**S**(9 characters of data for setting 1)**S**(9 characters of data
for setting 2)**S**(9 characters of data for setting 3)**\***(9 blanks
for setting 4) )**\***(9 blanks for setting 5)**C** (22 characters of
data for child 2)**S**(9 characters of data for setting 1)**S**(9
characters of data for setting 2)**\***(9 blanks for setting 3)**\***(9
blanks for setting 4)**\***(9 blanks for setting 5)**\***(22 blanks for
child 3)**\***(9 blanks for setting 1)**\***(9 blanks for setting 2)
**\***(9 blanks for setting 3) **\***(9 blanks for setting 4) **\***(9
blanks for setting 5)..... **\***(22 blanks for child 15)**\***(9 blanks
for setting 1)**\***(9 blanks for setting 2) **\***(9 blanks for setting
3) **\***(9 blanks for setting 4) **\***(9 blanks for setting 5)**\$**

[^1]: The data collection is required by Sec. 658K of the Child Care
    Development Block Grant Act (CCDBG) as amended by the Personal
    Responsibility and Work Opportunity Reconciliation Act of 1996. The
    Balanced Budget Act of 1997 modified this report collection.

    ^2^ 42 USC 9858j.

    ^3^ Public Law 104-193.

[^2]: Initial Issuance Date: March 20, 1998

[^3]: See ACYF-PI-CC-98-01 for a review of the ACF-801.

[^4]: Key for Format Codes:

    Character Any alphanumeric character.

    Number Digits from 0-9.

    *M,F,C,S,N,#,\$,%%,&* These italicized characters are literals; the
    character as it appears should be included in the file.

    YYYYMM Format for dates, indicating that dates should be reported as
    a four digit year and a two digit month such as '200004' for April,
    2000.