##### TRIBAL ANNUAL REPORT

## 

**Guide For CCDF**

**Tribal Lead Agencies**

**(ACF-700)**

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**Revised March 2008**

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![](media/image1.png){width="0.675in" height="0.7534722222222222in"}

Table of Contents

I. Introduction [1](#__RefHeading___Toc70045321)

II\. Overview of the Required Tribal Reports
[2](#ii.-overview-of-the-required-tribal-reports)

III\. Preparing the CCDF Tribal Grantee Supplemental Narrative Report
[4](#iii.-preparing-the-ccdf-tribal-grantee-supplemental-narrative-report)

IV\. Preparing the ACF-700 Report [5](#iv.-preparing-the-acf-700-report)

IV\. 1 Manual Preparation of the ACF-700 Report:
[5](#iv.-1-manual-preparation-of-the-acf-700-report)

IV\. 2 Computer Preparation of the ACF-700 Report:
[6](#iv.-2-computer-preparation-of-the-acf-700-report)

V. Report Preparation -- General Instructions
[9](#v.-report-preparation-general-instructions)

VI\. Instructions for Manual Calculations (includes definitions)
[14](#vi.-instructions-for-manual-calculations)

VII\. Submitting the Annual Report
[38](#vii.-submitting-the-annual-report)

VII\. 1 Internet Submission of the ACF-700 Report
[38](#vii.-1-internet-submission-of-the-acf-700-report)

VII\. 2 Alternate Electronic Submission of the ACF-700 Form and
Supplemental Narrative
[46](#vii.-2-alternate-electronic-submission-of-the-acf-700-form-and-supplemental-narrative)

VII.3 Hard Copy Paper Submissions
[46](#vii.3-hard-copy-paper-submissions)

VIII\. Resources [47](#viii.-resources)

Appendix A -- Glossary of Commonly Used Child Care Terms
[48](#appendix-a-glossary-of-commonly-used-child-care-terms)

Appendix B -- Internet Submission Registration Form
[51](#appendix-b-internet-submission-registration-form)

[]{#__RefHeading___Toc70045321 .anchor}I. Introduction

On an annual basis, Tribal Lead Agencies for the Child Care and
Development Fund (CCDF) grantees are required to submit aggregate
information on services provided. The Tribal CCDF Annual Report consists
of two parts:

-   The [ACF-700 Form]{.underline} reports data on children and families
    that received CCDF-funded child care services, and on services that
    were provided.

-   The [Supplemental Narrative]{.underline} describes general child
    care activities and actions in the Lead Agency's reservation or
    Tribal service area.

The data reported on the ACF-700 form should reflect services provided
during the Federal fiscal year, regardless of whether the services were
paid for with CCDF funds from that year or a previous year, and
regardless of whether the funds used were Tribal Mandatory Funds or
Discretionary Funds. In addition, if a program uses other funds to
further support direct child care services for the children being
reported on the ACF-700, Tribes should indicate the use of those funds
and identify the funding source in the \"Comments\" field of the ACF-700
report.

Required reports cover the twelve-month Federal fiscal year period from
October 1 through September 30. Tribes should only report services that
occurred within the Federal fiscal year for which the report is being
calculated.

This manual provides guidance for completing both the ACF-700 form and
the Supplemental Narrative. The remaining sections of the guide include
an overview of the report, guidance for completing the Supplemental
Narrative, general instructions for ensuring an accurate and complete
ACF-700 report, specific directions for those grantees who are preparing
the report manually without the help of automated software, submission
options, and resources for additional help.

#   {#section-10 .hdg1}

# II. Overview of the Required Tribal Reports {#ii.-overview-of-the-required-tribal-reports .hdg1}

The required CCDF Tribal Report contains two parts: 1) the ACF-700 form,
and 2) the Supplemental Narrative. The ACF-700 report contains counts of
the families and children who received services and information about
the services they received, while the Supplemental Narrative gives
grantees the opportunity to detail the results of activities in their
Tribal service area. The ACF-700 Report and Narrative together offer the
Child Care Bureau (CCB) a glimpse into how CCDF program dollars are
being spent. Collectively, the submitted reports help to tell the CCDF
Tribal child care "story." The data help to document the work being done
and are essential for demonstrating the accomplishments of Tribal child
care programs.

The data submitted on the ACF-700 report and the information from the
Supplemental Narrative provide the US Congress with information on
Tribal programs and serve to inform both policy and fiscal decisions. In
addition, the data gathered for the ACF-700 report are a rich source of
information that also can be used for a variety of program needs
including informing your Tribal Council about your program and the
services you provide, evaluating your program, training staff, resource
development, and community education.

The ACF-700 form on the following page was modified in FFY 2008 to
include additional selection options for Data Element \# 4 -- *Reason
for Receiving Care* -- and to add a new data element to the report. The
additional selection options for Data Element \# 4 address circumstances
where the grantees may be providing care in response to, or associated
with, Federally Declared Emergencies. The new element added to the
report is: Data Element \# 8 -- *Number of Children Served by Payment
Type which includes grant/contract with provider, certificate or
voucher, cash payments to parents, and tribally-operated centers.*

Instructions for completing both the ACF-700 form the Supplemental
Narrative are discussed in the following sections.

ACF-700 Form

![](media/image2.png){width="8.994444444444444in"
height="6.396527777777778in"}

# III. Preparing the CCDF Tribal Grantee Supplemental Narrative Report {#iii.-preparing-the-ccdf-tribal-grantee-supplemental-narrative-report .hdg1}

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

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

> 1\. Any efforts to improve the quality of child care (e.g., early
> learning and literacy activities, which support school readiness).
>
> 2\. A description of unmet child care needs, if applicable. For
> example, a TLA might cite the number of eligible children on a waiting
> list as of a specific date. A TLA could also cite the unmet need by
> providing the number of months child care services are not available
> due to a lack of funds.
>
> 3\. A description of collaborative activities which promote
> comprehensive early care and education services, encourage increased
> quality, business participation, and coordination with State or Tribal
> agencies responsible for health, education, employment services or
> workforce development and the State or Tribal agencies responsible for
> providing Temporary Assistance to Needy Families (TANF).
>
> 4\. A description of efforts to improve the quality of data collected
> about families and children served and the types of care provided. If
> a TLA is using the *Child Care Data Tracker*, a description of the use
> of the *Tracker* must be included.

# IV. Preparing the ACF-700 Report {#iv.-preparing-the-acf-700-report .hdg1}

The ACF-700 report can be prepared manually with all of the arithmetic
calculations performed by hand, or it can be prepared automatically
using computer software. Regardless of the method used to calculate the
report, you must keep track of certain information on a regular basis
(monthly tracking is recommended). Even though the ACF-700 report and
Supplemental Narrative are due at the end of each Federal fiscal year,
**the information required to prepare the reports must be gathered on an
ongoing basis throughout the year.**

The ACF-700 should be prepared using information that programs collect
during a family's intake as well as information that is collected on an
ongoing basis when services are provided. Generally, during the intake
process, a child care program collects demographic information about the
families and children they serve. Additionally, as services are
provided, programs capture information on the hours of care each child
receives, the payment they make on behalf of each child, and each
family's assigned co-pay. All of this information is used to summarize
data for the annual ACF-700 report.

## You should [only]{.underline} include information about children/families whose direct child care services were provided during the Federal fiscal year, regardless of which year's CCDF funds paid for those services. Note that child care services should be reported whether paid for wholly or in part with CCDF funds. Child care services include those services that you offer directly through your own CCDF program, or services that you pay for with your CCDF grant but are offered by other programs and providers. Child care services include slots purchased through contracts/grants, services purchased through certificates/voucher, and services provided in a tribally-operated facility. See *Appendix A* for definitions.

## 

## IV. 1 Manual Preparation of the ACF-700 Report: {#iv.-1-manual-preparation-of-the-acf-700-report .hdg2}

If you choose to complete your ACF-700 manually you will have to be
prepared to do the required arithmetic calculations yourself. This can
be as simple as counting the number of families and children you served,
or as complex as the calculation of monthly averages.

[]{.mark}

The required information includes the number of families and children
receiving services, ages of the children, their reason for care, the
number of hours of care for each month for each child, the monthly
subsidy amount paid on their behalf, the family's monthly co-pay, each
family's income, and the type of payment made for each child. For
co-payment, subsidy amounts, and hours of service, you also will need to
calculate averages for all families and children on a monthly basis for
each type of care you provide.

Depending upon the number of clients that a program serves and the
number of provider types used, some of the calculations required for the
ACF-700 report can be time consuming and preparing the report can be a
tedious process. Again, although this is an annual report, many of the
calculations have to be completed for each month of the year for each
type of care you offer.

If you do prepare your ACF-700 manually, you will find detailed
instructions that are required for the accurate reporting of each of the
data elements in *Section VI* of this Guide.

## IV. 2 Computer Preparation of the ACF-700 Report:  {#iv.-2-computer-preparation-of-the-acf-700-report .hdg2}

To facilitate the preparation of the ACF-700 report, some Tribal
grantees use automated systems to capture and manage the required
information. The Child Care Bureau (CCB) recognized that many Tribal
grantees did not have access to information systems that would allow for
the capture and management of information for the required ACF-700
report, and developed the *Child Care Data* *Tracker (Tracker)* to
facilitate the reporting process. The use of this software is optional
for the Tribal grantees.

The *Tracker* is a Microsoft Access-based software tool that is
installed and used on any computer that supports Microsoft Access. It is
a comprehensive case management tool that can help you to maintain all
of your client records and allows you to record a broad range of
information about clients including demographics, eligibility reviews,
services received, and payments made. The *Tracker* also can
automatically generate a variety of reports, including the required
ACF-700 report, based on the required data that you enter. The software
is available free of charge to CCDF Tribal Grantees. Over time, several
versions of the *Tracker* have been developed, each of which has made
the software more user-friendly and allowed it to function more
efficiently.

![](media/image3.png){width="4.672916666666667in"
height="3.7055555555555557in"}

The *Tracker* functions generally parallel the activities used by child
care program staff with the families they serve. There are several data
entry modules in the *Tracker* that allow you to keep track of your
children and families, providers, service authorizations and payments.
The ACF-700 report is based on the information/data that you enter in
these modules. Program information that is required for the ACF-700
report also is required by the software when you use the *Tracker*. This
feature of requiring certain data ensures that you will be able to
generate an ACF-700 report at the end of the year.

![](media/image4.wmf){width="4.677777777777778in" height="3.5in"}

In addition to generating the ACF-700 report, the report module in the
*Tracker* allows you to generate applicant, provider, service, and
payment reports with a variety of sorting options.

![](media/image5.png){width="4.679166666666666in"
height="3.4993055555555554in"}

To learn more about the *Child Care Data Tracker*, see the CCB website
at: <http://www.acf.hhs.gov/programs/ccb/ta/ccarc/tracker.htm> for
hardware and software requirements and for a downloadable copy of the
*User's Guide*.

# V. Report Preparation -- General Instructions {#v.-report-preparation-general-instructions .hdg1}

Regardless of whether you are completing your ACF-700 report manually or
using automated software, the following general instructions in *Table
1* apply to all of the data elements on the ACF-700 form and can provide
guidance as you perform quality assurance checks on your data to ensure
they are accurately reflecting your program.

Tables 2 and 3 provide additional information regarding the acceptable
use of "Not Applicable" (NA) for any of the ACF-700 report fields, and
quality assurance data checks to review prior to submitting your report
to CCB.

+----------------------+-----------------------------------------------+
| **General            |                                               |
| Instructions**       |                                               |
+----------------------+-----------------------------------------------+
| *NOTE: Upper case    |                                               |
| letters (A, B...L)   |                                               |
| represent vertical   |                                               |
| columns on the       |                                               |
| report. Lower case   |                                               |
| letters (a, b...f)   |                                               |
| represent rows going |                                               |
| across the report.*  |                                               |
+----------------------+-----------------------------------------------+
| Report Period --     | The Federal fiscal year (FFY) begins on       |
| Federal Fiscal Year  | October 1 and ends on September 30 of each    |
|                      | year. The ACF-700 report should only include  |
|                      | information about those activities that       |
|                      | occurred during this time frame.              |
+----------------------+-----------------------------------------------+
| Allowable Values     | Generally, the fields should only contain     |
|                      | numbers or letters. Do not use decimals,      |
|                      | dollar signs, dashes, or other characters.    |
+----------------------+-----------------------------------------------+
| What to Report --    | Some data elements require that you provide   |
|                      | counts (for example, counts of families or    |
| Counts or Averages   | children) while others require that you       |
|                      | provide averages.                             |
|                      |                                               |
|                      | **Counts** are required for data elements 1,  |
|                      | 2b, 3a-i, 4a-f, 7a-d, and 8a-d.               |
|                      |                                               |
|                      | **Averages** are required for data elements   |
|                      | 2a, 5, 6a, and 6b. To calculate averages,     |
|                      | refer to the guidance included in this        |
|                      | document for each individual data element.    |
+----------------------+-----------------------------------------------+
| Counting             | There is only one data element that requires  |
| **Children** not     | a family count -- Element 1, Column A: Total  |
| Families             | number of families that received child care   |
|                      | services this fiscal year.                    |
|                      |                                               |
|                      | All other data elements requesting counts of  |
|                      | who received services are counts of           |
|                      | **children** (2b, 3a-i, 4a-f, 7a-d, and       |
|                      | 8a-d). Even if you collect information at the |
|                      | family level (for example Element 4, Reason   |
|                      | for care), the data should be reported as a   |
|                      | count of children within those families.      |
+----------------------+-----------------------------------------------+
| Unduplicated Counts  | In Column A (with the exception of elements   |
|                      | 2a, 5, and 6a-6b which ask for averages), you |
| (Column A)           | should count each family or child only once   |
|                      | regardless of how many times they may have    |
|                      | entered and exited service during the Federal |
|                      | fiscal year, or if they received services     |
|                      | from more than one provider during the year.  |
+----------------------+-----------------------------------------------+
| Duplicated Counts    | A child should be counted in a column if they |
|                      | received services from that type of provider. |
| (Columns B-L)        | The numbers of children reported by provider  |
|                      | type (Columns B-L) may be more than the total |
|                      | being reported in Column A; however the       |
|                      | number may not be less than Column A.         |
|                      | Duplicated counts may be used for data        |
|                      | elements 2b, 3a-i, and 8a-d (Columns B-L).    |
+----------------------+-----------------------------------------------+
| Not-Applicable       | The use of NA is restricted as illustrated in |
| Fields               | *Table 2*. If you do not offer a particular   |
|                      | type of child care service (for example,      |
| (see following table | in-home care) you can enter NA in that column |
| for additional       | for each data element. If you do not use a    |
| details)             | particular type of payment (for example, cash |
|                      | payments), likewise you can enter NA in       |
|                      | fields across line #8 c. Use NA only if the   |
|                      | service option is not one that you use, or a  |
|                      | category of families and children you do not  |
|                      | serve. If you [do]{.underline} offer a        |
|                      | service, but no child utilized it, you should |
|                      | enter zero (0) for your count in that field.  |
+----------------------+-----------------------------------------------+
| Blank Fields         | DO NOT LEAVE ANY BLANK FIELDS. Every field    |
|                      | should have either a count (a number) or the  |
|                      | letters "NA" (Not Applicable).                |
+----------------------+-----------------------------------------------+
| Rounding             | Please round up or down to the nearest whole  |
|                      | number. If the number immediately to the      |
|                      | right of the decimal point is 4 or less,      |
|                      | round the number down. If it is 5 or more,    |
|                      | you should round up. For example, 66.3 hours  |
|                      | should be rounded down to 66. A dollar amount |
|                      | of \$45.75 should be rounded up to \$46.00.   |
|                      | In this case you would enter 46 on the        |
|                      | ACF-700 form **without a dollar sign and      |
|                      | without a decimal point**.                    |
+----------------------+-----------------------------------------------+
| Data Accuracy Checks | Please see the guidance included with each    |
|                      | data element in *Section VI* to check the     |
|                      | accuracy of the numbers you are reporting.    |
|                      | Note that some numbers must add up to, and    |
|                      | equal, numbers reported in other fields.      |
|                      | Likewise, some numbers should be less than    |
|                      | numbers reported in other fields. If your     |
|                      | numbers do not meet the data accuracy check,  |
|                      | there may be an error that you need to fix.   |
|                      | See *Table 3* below for a summary of the      |
|                      | checks.                                       |
+----------------------+-----------------------------------------------+
| Comments Field       | Use the comments field to explain any unusual |
|                      | or inconsistent data. For example, if the     |
|                      | number of families and children you served    |
|                      | changed drastically from your prior year's    |
|                      | report, you may want to indicate the reason   |
|                      | for the change.                               |
|                      |                                               |
|                      | You are not able to attach documents in the   |
|                      | comments field of the online submission form. |
|                      | Any documents that you would like to submit   |
|                      | to CCARC should be sent via e-mail to:        |
|                      | <ccarc@childcaredata.org>.                    |
|                      |                                               |
|                      | You should also use the comments box to       |
|                      | provide footnotes explaining when any missing |
|                      | data will be submitted.                       |
+----------------------+-----------------------------------------------+

**Table 1: General Instructions for the ACF-700 Report**

  ----------------------------------- -----------------------------------
  **Permissible Use of "Not           
  Applicable" (NA)**                  

  *This table summarizes the          
  appropriate use of "NA" on the      
  ACF-700 report and the submission   
  site (see Section VII). On the      
  submission site, if you enter "NA"  
  for a data element where "NA" is    
  not permitted, you will get an      
  error message.*                     

  **Element/Columns Where "NA" is     **Circumstances Where "NA" is
  Permitted**                         Permitted**

  Element 2b - Total Number of        When a Tribe does not utilize
  Children That Received Services     specific types of care
  This Fiscal Year, Columns B-L       

  Element 3, Rows a-h - Age Breakdown When a Tribe does not utilize
  of Children Receiving Services,     specific types of care
  Total by Age Category/Types of      
  Care, Columns B-L                   

  Element 3i - Age Breakdown of       When a Tribe does not serve
  Children Receiving Services, 13 and children older than 13 years
  older, Columns B-L                  

  Element 5 - Average Number of Hours When a Tribe does not utilize
  Child Care Service is Provided Per  specific types of care
  Child Per Month by Type of Care,    
  Columns B-L.                        

  Element 6a - Average Monthly CCDF   When a Tribe does not utilize
  Subsidy, Total and by Type of Care, specific types of care
  Columns B-L                         

  Element 6b - Average Monthly Parent When a Tribe does not utilize
  Co-payment, Total and by Type of    specific types of care
  Care, Columns B-L                   

  Element 8, Rows a-d -- Number of    When a Tribe does not utilize
  Children Served by Payment Type     certain payment types
  this fiscal year, Columns B-L       
  ----------------------------------- -----------------------------------

**Table 2: Permissible Use of "NA" on the ACF-700 Annual Report**

+----------------------+-----------------------------------------------+
| **Data Accuracy      |                                               |
| Check Summary**      |                                               |
+----------------------+-----------------------------------------------+
| *You can find more   |                                               |
| detail on the Data   |                                               |
| Accuracy Checks for  |                                               |
| each data element in |                                               |
| Section VI. All      |                                               |
| consistency checks   |                                               |
| marked with an       |                                               |
| asterisk (\*)        |                                               |
| indicate checks that |                                               |
| are conducted on the |                                               |
| ACF-700 Electronic   |                                               |
| Submission Site. See |                                               |
| Section VII for more |                                               |
| information).*       |                                               |
+----------------------+-----------------------------------------------+
| **Element**          | **Consistency Check**                         |
+----------------------+-----------------------------------------------+
| Element 1, Column A  | Element 1 should be less than or equal to     |
|                      | Element 2b.                                   |
+----------------------+-----------------------------------------------+
| Element 2a, Column A | Element 2a should be less than or equal to    |
|                      | Element 2b.                                   |
+----------------------+-----------------------------------------------+
| Element 2b, Column A | Element 2b, Column A, should be greater than  |
|                      | or equal to Element 1 and greater than or     |
|                      | equal to Element 2a, Column A.                |
+----------------------+-----------------------------------------------+
| Element 2b, Columns  | The total of Element 2b, Columns B-L should   |
| B-L                  | be equal to, or greater than Element 2b,      |
|                      | Column A.                                     |
+----------------------+-----------------------------------------------+
| Element 3a-i, Column | The total of Element 3a through 3g in Column  |
| A                    | A should be equal to Element 3h, Column A.\*  |
|                      |                                               |
|                      | The total of Element 3h, Column A and Element |
|                      | 3i, Column A should equal Element 2b, Column  |
|                      | A.\*                                          |
+----------------------+-----------------------------------------------+
| Element 3a-i,        | For each type of care, the total of Elements  |
| Columns B-L          | 3a to 3g in each column should equal the      |
|                      | number in Element 3h for that column.\*       |
|                      |                                               |
|                      | For each care type, the total number of       |
|                      | children in Element 3h and element 3i for     |
|                      | that column should equal Element 2b of that   |
|                      | column. \*                                    |
|                      |                                               |
|                      | The total sum across each row (Columns B-L)   |
|                      | must be equal to, or greater than the number  |
|                      | reported on the same row in Column A.         |
+----------------------+-----------------------------------------------+
| Element 4a-f, Column | The total of Elements 4 a-f, Column A should  |
| A                    | equal Element 2b, Column A.\*                 |
+----------------------+-----------------------------------------------+
| Element 5, Column A  | Generally, full-time care is about 160 hours  |
|                      | per month. If most of your children are       |
|                      | receiving full-time care, your reported       |
|                      | average monthly hours of service per child    |
|                      | would not likely be substantially higher or   |
|                      | substantially lower than 160 in Column A or   |
|                      | in any one care type (Columns B-L).           |
|                      |                                               |
|                      | If, however, you primarily operate a Before   |
|                      | or After School program, your average hours   |
|                      | per month may be substantially lower. The     |
|                      | average hours should be representative of the |
|                      | program that you operate and the services     |
|                      | that you provide.                             |
+----------------------+-----------------------------------------------+
| Element 5, Column    |                                               |
| B-L                  |                                               |
+----------------------+-----------------------------------------------+

+----------------------+-----------------------------------------------+
| **Element**          | **Consistency Check**                         |
+----------------------+-----------------------------------------------+
| Element 6a, Column A | In most cases, the subsidy amount (6a) will   |
|                      | be larger than the co-payment amount (6b) for |
|                      | both the total column (A) and for each        |
|                      | individual care type column (B-L). If your    |
|                      | reported co-payment is higher than your       |
|                      | reported subsidy, you may have an error in    |
|                      | your data.                                    |
+----------------------+-----------------------------------------------+
| Element 6a, Column   |                                               |
| B-L                  |                                               |
+----------------------+-----------------------------------------------+
| Element 6b, Column A |                                               |
+----------------------+-----------------------------------------------+
| Element 6b, Columns  |                                               |
| B-L                  |                                               |
+----------------------+-----------------------------------------------+
| Element 7(a-d),      | The sum of 7a, 7b, 7c, and 7d must equal      |
| Column A             | Element 2b, Column A.\*                       |
+----------------------+-----------------------------------------------+
| Element 8 a-d,       | The sum of 8a, 8b, 8c, and 8d must equal      |
| Column A             | Element 2b, Column A.\*                       |
+----------------------+-----------------------------------------------+
| Element 8 a-d,       | The sum of 8a, 8b, 8c and 8d must equal       |
| Columns B-L          | Element 2b in the same column. \*             |
|                      |                                               |
|                      | The total sum across each row (Columns B-L)   |
|                      | must be equal to, or greater than the number  |
|                      | reported on the same row in Column A.         |
+----------------------+-----------------------------------------------+

# Table 3: Summary of Data Accuracy Checks 

# VI. Instructions for Manual Calculations {#vi.-instructions-for-manual-calculations .hdg1}

Following are detailed instructions for manually calculating the ACF-700
report. These instructions include definitions, guidance on manual
calculation, and data accuracy checks for each data element. If you are
completing the ACF-700 report with the *Tracker* software, you may skip
this section of the guide because all of the calculations are
automatically completed by the *Tracker* software when you generate your
ACF-700 report.

***Tribal Lead Agency Contact Information:***

+-----------------------------------------------------------------------+
| **Tribal Lead Agency Data Elements**                                  |
+-----------------------------------------------------------------------+
| *Complete Name of Tribal Lead Agency*                                 |
|                                                                       |
| **Definition:** Name of the Tribal Lead Agency for the Child Care and |
| Development Fund                                                      |
|                                                                       |
| **Allowable Values:** Text                                            |
+-----------------------------------------------------------------------+
| *Address*                                                             |
|                                                                       |
| **Definition:** Mailing address of the Tribal Lead Agency for the     |
| Child Care and Development Fund                                       |
|                                                                       |
| **Allowable Values:** Text, Numbers                                   |
+-----------------------------------------------------------------------+
| *Tribal Lead Agency City*                                             |
|                                                                       |
| **Definition:** City of the mailing address of the Tribal Lead Agency |
| for the Child Care and Development Fund                               |
|                                                                       |
| **Allowable Values:** Text                                            |
+-----------------------------------------------------------------------+
| *Tribal Lead Agency State*                                            |
|                                                                       |
| **Definition:** Two-letter postal State abbreviation of the mailing   |
| address of the Tribal Lead Agency for the Child Care and Development  |
| Fund                                                                  |
|                                                                       |
| **Allowable Values:** Valid postal State abbreviations                |
|                                                                       |
| **Guidance:** Click below for a list of all valid State and           |
| Territorial postal State codes                                        |
|                                                                       |
| > <http://www.usps.com/ncsc/lookups/usps_abbreviations.html>          |
+-----------------------------------------------------------------------+
| *Tribal Lead Agency ZIP Code*                                         |
|                                                                       |
| **Definition:** Numerical code assigned by the US Postal Service to   |
| designate a local area or entity for the delivery of mail             |
|                                                                       |
| **Allowable Values:** Accepts all valid ZIP codes\                    |
| 5 digits required\                                                    |
| 4 digit extension option (do not include hyphen)                      |
|                                                                       |
| **Guidance:** You can search for valid ZIP codes at:                  |
| <http://zip4.usps.com/zip4/citytown_zip.jsp>                          |
+-----------------------------------------------------------------------+

***Tribal Lead Agency Contact Information (continued)***

+-----------------------------------------------------------------------+
| **Contact Person Information**                                        |
+-----------------------------------------------------------------------+
| *Contact Person*                                                      |
|                                                                       |
| **Definition:** Full name of individual whom the Child Care Bureau    |
| should contact in regard to this report                               |
|                                                                       |
| **Allowable Values:** Text                                            |
+-----------------------------------------------------------------------+
| *Phone*                                                               |
|                                                                       |
| **Definition:** Area code and telephone number for the contact person |
|                                                                       |
| **Allowable Values:** Numbers                                         |
|                                                                       |
| **Guidance:** Include area code                                       |
+-----------------------------------------------------------------------+
| *E-mail*                                                              |
|                                                                       |
| **Definition:** Electronic mail address for the contact person        |
|                                                                       |
| **Allowable Values:** Text, Numbers                                   |
|                                                                       |
| **Guidance**: Be sure that the entered e-mail address is complete and |
| clearly legible                                                       |
+-----------------------------------------------------------------------+

## 

##  

***DATA ELEMENT 1, Column A: Total number of families that received
child care services this fiscal year***

+-----------------------------------------------------------------------+
| **Element 1, Column A**                                               |
|                                                                       |
| **Total Number of Families That Received Child Care Services This     |
| Fiscal Year**                                                         |
+-----------------------------------------------------------------------+
| **Definition:** Unduplicated count of **families** who received CCDF  |
| subsidized child care services during the Federal fiscal year.        |
|                                                                       |
| > Child care services include those that you offer directly through   |
| > your own CCDF program, or services that you pay for with your CCDF  |
| > grant but are offered by other programs and providers. Child care   |
| > services include slots purchased through contracts/grants, services |
| > purchased through certificates/vouchers, and services provided in a |
| > tribally-operated facility. *See Appendix A for definitions.*       |
+-----------------------------------------------------------------------+
| **Data Accuracy Check:** Element 1, number of [families]{.underline}  |
| receiving services should be less than or equal to Element 2b, the    |
| total number of [children]{.underline} receiving services.            |
+-----------------------------------------------------------------------+
| **Guidance:** Each family should be counted once, regardless of the   |
| number of days care was provided, and even if the family has exited   |
| and re-entered the program.                                           |
|                                                                       |
| Example 1: A family leaves the program in March but is reinstated in  |
| August. The family is counted one time in Element 1.                  |
|                                                                       |
| Report the number of families for whom you provided services during   |
| the reporting period October 1 -- September 30 regardless of:         |
|                                                                       |
| -   when the payment for the service was made, [or]{.underline}       |
|                                                                       |
| -   which fiscal year\'s funds paid for the service.                  |
|                                                                       |
| Example 2: A child received care in August only. The Tribal Lead      |
| Agency paid for that care in October. Count the family because the    |
| service was received during the report period.                        |
|                                                                       |
| *When data are applicable but not available, provide a footnote in    |
| the comment section explaining when the missing data will be          |
| submitted.*                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 2a, Column A: Average number of children served each
month***

+-----------------------------------------------------------------------+
| **Element 2a, Column A**                                              |
|                                                                       |
| **Average Number Of Children Served Each Month**                      |
+-----------------------------------------------------------------------+
| **Definition:** The average number of children served each month. An  |
| average is one single number that arithmetically represents a group   |
| of numbers. See the *Guidance* section below for one method of        |
| calculating this data element.                                        |
+-----------------------------------------------------------------------+
| **Data Accuracy Check:** Element 2a, the [average]{.underline} number |
| of children served per month should be less than or equal to Element  |
| 2b, the [total]{.underline} number of children receiving services all |
| year.                                                                 |
+-----------------------------------------------------------------------+
| **Guidance -** How to Calculate a Monthly Average Number of Children  |
| Served:                                                               |
|                                                                       |
| Add the number of children you served each month during the Federal   |
| fiscal year and divide by the number of months the Tribal child care  |
| program provided services (such as full year, 12 months).             |
|                                                                       |
| **Note:** This is a **monthly** average, not a yearly average. The    |
| following demonstrates how a monthly average can be calculated.       |
|                                                                       |
| +------------------------------------------+----------------------+   |
| | Month                                    | \# Children          |   |
| +------------------------------------------+----------------------+   |
| | Oct                                      | 15                   |   |
| +------------------------------------------+----------------------+   |
| | Nov                                      | 12                   |   |
| +------------------------------------------+----------------------+   |
| | Dec                                      | 13                   |   |
| +------------------------------------------+----------------------+   |
| | Jan                                      | 13                   |   |
| +------------------------------------------+----------------------+   |
| | Feb                                      | 12                   |   |
| +------------------------------------------+----------------------+   |
| | Mar                                      | 14                   |   |
| +------------------------------------------+----------------------+   |
| | Apr                                      | 11                   |   |
| +------------------------------------------+----------------------+   |
| | May                                      | 12                   |   |
| +------------------------------------------+----------------------+   |
| | Jun                                      | 13                   |   |
| +------------------------------------------+----------------------+   |
| | Jul                                      | 15                   |   |
| +------------------------------------------+----------------------+   |
| | Aug                                      | 15                   |   |
| +------------------------------------------+----------------------+   |
| | Sep                                      | 18                   |   |
| +------------------------------------------+----------------------+   |
| | Total count for all months               | 163                  |   |
| +------------------------------------------+----------------------+   |
| | Divide by the number of months provided  | 13.58                |   |
| | service (12) to get a monthly average.   |                      |   |
| |                                          | (Round to 14)        |   |
| +------------------------------------------+----------------------+   |
|                                                                       |
| *When data are applicable but not available, provide a footnote in    |
| the comment section explaining when the missing data will be          |
| submitted.*                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 2b, Column A: Total number of children that received
services this fiscal year***

+-----------------------------------------------------------------------+
| **Element 2b, Column A**                                              |
|                                                                       |
| **Total Number of Children That Received Services This Fiscal Year**  |
+-----------------------------------------------------------------------+
| **Definition:** An unduplicated count of **children** who received    |
| child care services for the Federal fiscal year regardless of the     |
| type of care.                                                         |
+-----------------------------------------------------------------------+
| **Data Accuracy Checks:**                                             |
|                                                                       |
| **Check 1:** Element 2b, Column A, should be greater than or equal to |
| Element 1, Column A, the total number of families receiving services. |
|                                                                       |
| **Check 2**: Element 2b, Column A, should be greater than or equal to |
| Element 2a, Column A, the average number of children receiving care   |
| each month.                                                           |
+-----------------------------------------------------------------------+
| **Guidance:** Each child who received services should be counted only |
| once, regardless of the number of days care was provided or if the    |
| child exited and re-entered the program.                              |
|                                                                       |
| Example 1: A child leaves the program in March, but is reinstated in  |
| August. The child is counted one time in Element 2b, Column A.        |
|                                                                       |
| Count all children who received child care services during the        |
| Federal fiscal year. Child care services are defined as slots         |
| purchased through contracts/grants, services purchased through        |
| certificates/vouchers, or services provided in a tribally-operated    |
| facility funded under CCDF. *See Appendix A for definitions.*         |
|                                                                       |
| Example 2: A Tribal Lead Agency provides child care                   |
| certificates/vouchers to 100 families to receive child care services  |
| at a program of their choice. The total unduplicated number of        |
| children should be counted in Element 2b, Column A. Enter the number  |
| of children receiving child care through certificates/vouchers        |
| regardless of their setting type on line 2b, Column A.                |
|                                                                       |
| Example 3: A Tribal Lead Agency contracts with a center for 50        |
| full-time slots for the Federal fiscal year. The total unduplicated   |
| number of children receiving child care through agency contracts with |
| centers should be reported in Element 2b, Column A. If you contracted |
| for 50 slots, the number of children served through these slots will  |
| depend on the utilization rate.                                       |
|                                                                       |
| (continued)                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 2b, Column A (continued)***

+-----------------------------------------------------------------------+
| Do [not]{.underline} count children or families who only generally    |
| benefited from services such as when your program:                    |
|                                                                       |
| -   Receives a grant or contract to establish, expand, or conduct an  |
|     early childhood school readiness enrichment program (i.e., not    |
|     specific slots); or                                               |
|                                                                       |
| -   You initiate an expansion of quality activities funded under the  |
|     CCDF. Your use of quality dollars to improve the quality of care  |
|     should be explained in your Supplemental Narrative.               |
|                                                                       |
| Example 4: A Tribal Lead Agency contracts with a resource and         |
| referral agency to provide professional staff development training at |
| a Center serving 78 children. The Tribal Lead Agency does not         |
| contract for slots with the center and no children there receive CCDF |
| certificates. Do [not]{.underline} count the children because they    |
| did not receive [direct]{.underline} child care services from the     |
| CCDF funds expended.                                                  |
|                                                                       |
| *When data are applicable but not available, provide a footnote in    |
| the comment section explaining when the missing data will be          |
| submitted.*                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 2b, Columns B-L: Total number of children that received
services this fiscal year by category/type of child care***

+-----------------------------------------------------------------------+
| **Element 2b, Columns B-L**                                           |
|                                                                       |
| **Total Number of Children Receiving Child Care Services This Fiscal  |
| Year by Category/Type of Child Care**                                 |
+-----------------------------------------------------------------------+
| **Definition:** An unduplicated count of **children** who received    |
| child care services during the Federal fiscal year for each provider  |
| type. See the *Guidance* section below for detailed definitions of    |
| care types.                                                           |
+-----------------------------------------------------------------------+
| ########                                                              |
|                                                                       |
| ######## **Data Accuracy                                              |
| Check:** Add the number of children being served in each care type (E |
| lement 2b, Columns B-L). This number should be equal to, or greater t |
| han, the total unduplicated number of children reported in Element 2b |
| , Column A. The sum of the children being served in all care types ca |
| n not be less than the total number of children reported in Column A. |
+-----------------------------------------------------------------------+
| **Guidance:** A child may be counted in more than one provider type   |
| column (Columns B-L) if the child received care from more than one    |
| provider type for different portions of the typical day, week, or     |
| month. However, the child should NOT be counted more than once within |
| a single provider type column.                                        |
|                                                                       |
| Example 1**:** A child attends a family child care home before school |
| hours and a child care center after school hours. The child would be  |
| counted under provider types of both family home and center based     |
| child care.                                                           |
|                                                                       |
| When a child changes the category of provider during the report       |
| period, count the child separately in each care type.                 |
|                                                                       |
| Example 2: A child receives care in a family child care home from     |
| September to March, uses an in-home provider during April and a       |
| center from May through October. The child would be counted under     |
| each provider type -- family home, child's home, and center care.     |
|                                                                       |
| Provider types are broken up into two broad categories of [no license |
| category available]{.underline} (legally operating in state or        |
| locality) and [licensed/regulated]{.underline}. Under each of these   |
| categories are four types of providers: child's home, family home,    |
| group home, and centers. Additionally, several no-license category    |
| provider types are also broken down into relative and non-relative    |
| care.                                                                 |
|                                                                       |
| (Continued)                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 2b, Columns B-L (continued):***

+-------------+--------------------------------------------------------+
| **No        |                                                        |
| License     |                                                        |
| Category    |                                                        |
| Available** |                                                        |
| (legally    |                                                        |
| operating   |                                                        |
| provider) = |                                                        |
| For         |                                                        |
| reporting   |                                                        |
| purposes, a |                                                        |
| legally     |                                                        |
| operating,  |                                                        |
| unregulated |                                                        |
| provider is |                                                        |
| one which,  |                                                        |
| if not      |                                                        |
| pa          |                                                        |
| rticipating |                                                        |
| in the CCDF |                                                        |
| program,    |                                                        |
| would not   |                                                        |
| be subject  |                                                        |
| to state or |                                                        |
| local child |                                                        |
| care        |                                                        |
| r           |                                                        |
| egulations. |                                                        |
| According   |                                                        |
| to section  |                                                        |
| 98.2 of the |                                                        |
| CCDF        |                                                        |
| r           |                                                        |
| egulations, |                                                        |
| *           |                                                        |
| \"Licensing |                                                        |
| or          |                                                        |
| regulatory  |                                                        |
| r           |                                                        |
| equirements |                                                        |
| means       |                                                        |
| r           |                                                        |
| equirements |                                                        |
| necessary   |                                                        |
| for a       |                                                        |
| provider to |                                                        |
| legally     |                                                        |
| provide     |                                                        |
| child care  |                                                        |
| services in |                                                        |
| a state or  |                                                        |
| locality,   |                                                        |
| including   |                                                        |
| r           |                                                        |
| egistration |                                                        |
| r           |                                                        |
| equirements |                                                        |
| established |                                                        |
| under       |                                                        |
| state,      |                                                        |
| local or    |                                                        |
| Tribal      |                                                        |
| la          |                                                        |
| w*\...*.\"* |                                                        |
|             |                                                        |
| **Licensed  |                                                        |
| or          |                                                        |
| regulated   |                                                        |
| provider**  |                                                        |
| = Provider  |                                                        |
| legally     |                                                        |
| regulated   |                                                        |
| or licensed |                                                        |
| by Tribe or |                                                        |
| State       |                                                        |
|             |                                                        |
| designated  |                                                        |
| licensing   |                                                        |
| agent.      |                                                        |
|             |                                                        |
| **DEF       |                                                        |
| INITIONS:** |                                                        |
+-------------+--------------------------------------------------------+
| **Child's   | Care provided by a caregiver in the child's own home.  |
| Home**      |                                                        |
|             | Care provided in the family home of the provider       |
| **Family    | (i.e., care provided by an individual in their own     |
| Home**      | private residence). Generally family home care is      |
|             | provided only to a limited number of children at any   |
| **Group     | one time (e.g. 3-5).                                   |
| Home**      |                                                        |
|             | Care provided in the family home of the provider with  |
| **Cen       | the assistance of at least one additional hired staff  |
| ter-Based** | member. Group homes can provide services to a larger   |
|             | number of children at any one time (e.g. 6-10).        |
| **Relative  |                                                        |
| Care**      | Care provided in a center-based setting, including     |
|             | programs in schools or churches.                       |
|             |                                                        |
|             | Care by a provider who is a grandparent,               |
|             | great-grandparent, aunt or uncle, or sibling living    |
|             | outside the child's home.                              |
+-------------+--------------------------------------------------------+
| *When data  |                                                        |
| are         |                                                        |
| applicable  |                                                        |
| but not     |                                                        |
| available,  |                                                        |
| provide a   |                                                        |
| footnote in |                                                        |
| the comment |                                                        |
| section     |                                                        |
| explaining  |                                                        |
| when the    |                                                        |
| missing     |                                                        |
| data will   |                                                        |
| be          |                                                        |
| submitted.* |                                                        |
+-------------+--------------------------------------------------------+

***DATA ELEMENT 3 a-i, Column A: Total number of children receiving
services that fall into each age category***

+-----------------------------------------------------------------------+
| **Element 3 a-i, Column A**                                           |
|                                                                       |
| **Total Number of Children Receiving Services That Fall Into Each Age |
| Category**                                                            |
+-----------------------------------------------------------------------+
| **Definition:** Breakdown by age of children receiving child care     |
| services.                                                             |
+-----------------------------------------------------------------------+
| **Data Accuracy Checks:**                                             |
|                                                                       |
| **Check 1:** Add the total number of children in each age bracket for |
| Elements 3a through 3g in Column A. Compare your answer to the number |
| in Element 3h, Column A. If they are not the same, there is an error  |
| in the data which should be corrected.                                |
|                                                                       |
| **Check 2**: Add the total number of children in Element 3h, Column A |
| [and]{.underline} the number of children in Element 3i, Column A.     |
| Your answer should equal the number in Element 2b, Column A. If not,  |
| there is an error in the data which should be corrected.              |
+-----------------------------------------------------------------------+
| **Guidance:** Each child that received services should be counted     |
| only once, regardless of the number of days care was provided and     |
| even if the child has exited and re-entered the program.              |
|                                                                       |
| Example 1: A child leaves the program in March, but is reinstated in  |
| August. The child is counted one time in Elements 3 a-i, Column A.    |
|                                                                       |
| The age of the child is reported [as of the end of the report         |
| period]{.underline} (or the date of exit from the CCDF program).      |
|                                                                       |
| Example 2: A 2-year-old child received services starting in March. On |
| September 15 she turned 3 years old and continued to receive services |
| through the reporting period. The child should be reported as a       |
| 3-year-old on line 3d, Column A.                                      |
|                                                                       |
| *When data are applicable but not available, provide a footnote in    |
| the comment section explaining when the missing data will be          |
| submitted.*                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 3 a-i, Columns B-L: Total number of children receiving
services that fall into each age category by category/type of child
care***

+-----------------------------------------------------------------------+
| **Element 3 a-i, Columns B-L**                                        |
|                                                                       |
| **Total Number of Children Receiving Services That Fall Into Each Age |
| Category by Category/Type of Child Care**                             |
+-----------------------------------------------------------------------+
| **Definition:** Breakdown by age of children receiving child care     |
| services by category/type of care.                                    |
+-----------------------------------------------------------------------+
| **Data Accuracy Checks:**                                             |
|                                                                       |
| **Check 1:** For each type of care, add the number of children in     |
| each age bracket for Elements 3a to 3g in each column. Your number    |
| should match the number in Element 3h for that column. If the numbers |
| do not match there is an error that should be corrected.              |
|                                                                       |
| **Check 2:** For each type of care, add the number of children in     |
| Element 3h [and]{.underline} the number of children in Element 3i for |
| that column. Compare your answer to the value entered in Element 2b   |
| of that column. If the numbers are not the same, there is an error    |
| that should be corrected.                                             |
|                                                                       |
| **Check 3:** The total sum across each row (Columns B-L) must be      |
| equal to, or greater than the number reported on the same row in      |
| Column A.                                                             |
+-----------------------------------------------------------------------+
| **Guidance:** A child may be counted in more than one provider column |
| (Columns B-L) if the child receives care from more than one provider  |
| type during the Federal fiscal year. However, the child should not be |
| counted more than once within a single provider type column.          |
|                                                                       |
| Example 1**:** A child attends a child care center in the morning and |
| a family child care home in the afternoon. The child would be counted |
| under both provider types of center-based and family home.            |
|                                                                       |
| Example 2**:** If a child only attended a child care center starting  |
| in June and switched to a family home starting August 16 and          |
| continuing through September 30, count the child once in each         |
| category.                                                             |
|                                                                       |
| Provider types are broken up into the two broad categories of [no     |
| license category available]{.underline} (legally operating in state   |
| or locality) and [licensed/regulated]{.underline}. Under each of      |
| these categories are four types of providers: child's home, family    |
| home, group home, and centers. Additionally, several no-license       |
| category provider types are also broken down into relative and        |
| non-relative care.                                                    |
|                                                                       |
| Refer to definitions provided for Element 2b, Columns B-L.            |
|                                                                       |
| *When data are applicable but not available, provide a footnote in    |
| the comment section explaining when the missing data will be          |
| submitted.*                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 4 a-f, Column A: Number of children who received child
care services because of each specified reason***

+-----------------------------------------------------------------------+
| **Element 4 a - f, Column A**                                         |
|                                                                       |
| **Number of Children Who Received Child Care Services Because of Each |
| Specified Reason**                                                    |
+-----------------------------------------------------------------------+
| **Definition:** An unduplicated count of **children** receiving child |
| care services by reason for care.                                     |
|                                                                       |
| This element separates reason for care into six categories:           |
|                                                                       |
| a.  Parent working                                                    |
|                                                                       |
| b.  Parent in a training or education program                         |
|                                                                       |
| c.  Child receiving or needing Protective Services                    |
|                                                                       |
| d.  A Federally declared emergency and parent working\*               |
|                                                                       |
| e.  A Federally declared emergency and parent in a training or        |
|     education program\*                                               |
|                                                                       |
| f.  A Federally declared emergency and a child receiving or needing   |
|     Protective Services\*                                             |
|                                                                       |
| **\*** Effective in FFY 2008, three new categories of *Reason for     |
| Care* were added. These categories relate to special situations       |
| during which the reason for receiving subsidized care is related to   |
| the existence of a Federally declared emergency, and when other       |
| routine eligibility criteria may not necessarily have to apply in the |
| same way. This generally is a temporary category used only for the    |
| duration of the emergency.                                            |
|                                                                       |
| **A Federally declared emergency is an emergency that has resulted in |
| a declaration by the President of the U.S. indicating that Federal    |
| assistance is necessary.**                                            |
+-----------------------------------------------------------------------+
| **Data Accuracy Check:** Add the number of children recorded for      |
| Elements 4 a-f Column A. This answer and the number in Element 2b,    |
| Column A should be the same. If they are not the same, there is an    |
| error.                                                                |
+-----------------------------------------------------------------------+
| **Guidance:** This is a count of **children**, NOT families. Each     |
| child may be counted only once.                                       |
|                                                                       |
| When a family receives care for more than one reason (e.g., the       |
| parent works and is in a training program), count only the activity   |
| in which the parent (or child, in the case of Protective Services)    |
| spends the most time and is the primary reason for needing subsidized |
| child care -- that is, the reason the family is eligible to receive a |
| subsidy.                                                              |
|                                                                       |
| Element 4, Column A entries should be unduplicated counts.            |
|                                                                       |
| When a child's reason for needing care changes during the report      |
| period, report the reason as of the end of the report period (or date |
| of exit from the program).                                            |
|                                                                       |
| **(continued)**                                                       |
+-----------------------------------------------------------------------+

***DATA ELEMENT 4 a-f, Column A: (continued)***

+-----------------------------------------------------------------------+
| Example 1: A child received care in October because of her parents\'  |
| employment. From November through September child care was provided   |
| because the child was in Protective Services. Count the child in line |
| 4c only -- Protective Services.                                       |
|                                                                       |
| **NOTE**: Each Tribal Lead Agency defines the terms \"working,\"      |
| \"job training and educational program" and "protective services\" in |
| Appendix 2 of its Tribal Plan Preprint.                               |
|                                                                       |
| *When data are applicable but not available, provide a footnote in    |
| the comment section explaining when the missing data will be          |
| submitted.*                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 5, Column A: Average number of hours of child care
service provided per child per month***

+-----------------------------------------------------------------------+
| **Element 5, Column A**                                               |
|                                                                       |
| **Average Number of Hours of Child Care Service Provided Per Child    |
| Per Month**                                                           |
+-----------------------------------------------------------------------+
| **Definition:** The average number of hours of child care service     |
| provided per child per month.                                         |
+-----------------------------------------------------------------------+
| **Data Accuracy Check:** Generally, full-time care is about 40 hours  |
| per week for 4 weeks (about 160 hours per month). If most of your     |
| children are receiving full-time care, your reported average monthly  |
| hours of service per child would not likely be substantially higher   |
| or substantially lower than 160.                                      |
|                                                                       |
| If, however, you primarily operate a Before or After School program,  |
| your average hours per month may be substantially lower. The average  |
| hours should be representative of the program that you operate and    |
| the services that you provide.                                        |
+-----------------------------------------------------------------------+
| **Guidance:** This is a monthly average, NOT a yearly average. One    |
| method to calculate the average number of hours of care per child per |
| month:                                                                |
|                                                                       |
| 1)  Begin by counting the total number of hours of care for all       |
|     children for the first month you provided service during the      |
|     fiscal year (month X, for example October)                        |
|                                                                       |
| 2)  Count the total number of children served during month X          |
|                                                                       |
| 3)  Divide the total number of hours from step 1 by the total number  |
|     of children from step 2 to get the average number of hours of     |
|     care provided per child for month X                               |
|                                                                       |
| 4)  Do steps 1 -- 3 for each month services were provided             |
|                                                                       |
| 5)  Add together each of the monthly average hours to get a sum       |
|                                                                       |
| 6)  Divide the sum from step 5 by the total number of months services |
|     were provided during the year to get the average number of hours  |
|     of care provided per child per month                              |
|                                                                       |
| Some Tribal Lead Agencies do not pay for (or keep records for) the    |
| actual number of hours of service per child. Rather, they reimburse   |
| by \"full\" or \"part\" days of service (or other increments). Such   |
| Tribal Lead Agencies still can calculate the average number of hours  |
| of child care per child per month based on the program's definitions  |
| or estimate of the number of hours that "full" or "part" days         |
| represent.                                                            |
|                                                                       |
| > For example, a Tribal Lead Agency may define a "part" day as 4      |
| > hours or fewer per day (and estimate a "part" day at 4 hours of     |
| > care). This same grantee may define a "full" day as more than 5     |
| > hours (and estimate a "full" day at 8 hours of care). In step #1 of |
| > the above calculations, the Tribal Lead Agency would count 4 hours  |
| > of care for each "part" day and "8" hours for each "full" day they  |
| > paid for child care services to get the total number of hours of    |
| > care for all children for month X.                                  |
|                                                                       |
| *When data are applicable but not available, provide a footnote in    |
| the comment section explaining when the missing data will be          |
| submitted. Tribal Lead Agencies should also describe in a footnote    |
| how they calculated the average number of hours.*                     |
+-----------------------------------------------------------------------+

***DATA ELEMENT 5, Columns B-L: Average number of hours of child care
service provided per child per month by category/type of child care***

+-----------------------------------------------------------------------+
| **Element 5, Columns B-- L**                                          |
|                                                                       |
| **Average Number of Hours of Child Care Service Provided Per Child    |
| Per Month by Category/Type of Child Care**                            |
+-----------------------------------------------------------------------+
| **Definition:** The average number of hours of child care service     |
| provided per child per month -- by category/type of child care.       |
+-----------------------------------------------------------------------+
| **Data Accuracy Check:** Generally, full-time care is about 40 hours  |
| per week for 4 weeks (about 160 hours per month). If most of your     |
| children are receiving full-time care, your reported average monthly  |
| hours of service per child would not likely be substantially higher   |
| or substantially lower than 160.                                      |
|                                                                       |
| If, however, you primarily operate a Before or After School program,  |
| your average hours per month may be substantially lower. The average  |
| hours should be representative of the program that you operate and    |
| the services that you provide.                                        |
+-----------------------------------------------------------------------+
| **Guidance:** This is a monthly average, NOT a yearly average. One    |
| method to calculate the average number of hours of care per child per |
| month by category/type of child care:                                 |
|                                                                       |
| 1)  Work with one care type at a time and begin by counting the total |
|     number of hours of care for the first month you provided service  |
|     during the fiscal year (month X, for example October) for all of  |
|     the children in that type of child care                           |
|                                                                       |
| 2)  For that care type, count the total number of children served     |
|     during month X                                                    |
|                                                                       |
| 3)  Divide the total number of hours for that type of child care from |
|     step 1 by the total number of children from step 2 to get the     |
|     average number of hours of care provided per child for month X    |
|     for that type of child care                                       |
|                                                                       |
| 4)  Do steps 1-3 for each month services were provided in that care   |
|     type                                                              |
|                                                                       |
| 5)  Add together each of the monthly averages for that type of child  |
|     care to get a sum                                                 |
|                                                                       |
| 6)  Divide the sum (from step 5) by the total number of months        |
|     services were provided during the year in that care type to get   |
|     the average number of hours of care provided per child per month  |
|     for that category/type of child care                              |
|                                                                       |
| 7)  Repeat steps 1-6 for each type of care                            |
|                                                                       |
| Some Tribal Lead Agencies do not pay for (or keep records by) the     |
| actual number of hours of service per child. Rather, they reimburse   |
| by \"full\" or \"part\" days of service (or other increments). Such   |
| Tribal Lead Agencies can still calculate the average number of hours  |
| of child care per child per month by type of care based on the        |
| programs definition or estimate of the number of hours that "full" or |
| "part" days represent.                                                |
|                                                                       |
| For example, a Tribal Lead Agency may define a "part" day as 4 hours  |
| or fewer per day (and estimate a "part" day at 4 hours of care). This |
| same grantee may define a "full" day as more than 5 hours (and        |
| estimate a "full" day at 8 hours of care). In step #1 of the above    |
| calculations, the Tribal Lead Agency would count 4 hours of care for  |
| each "part" day and "8" hours for each "full" day they paid for child |
| care services to get the total number of hours of care for all        |
| children in that type of child care.                                  |
|                                                                       |
| *When data are applicable but not available, provide a footnote in    |
| the comment section explaining when the missing data will be          |
| submitted.*                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 6a, Column A: Average monthly CCDF program subsidy per
child***

+-----------------------------------------------------------------------+
| **Element 6a, Column A**                                              |
|                                                                       |
| **Average Monthly CCDF Program Subsidy Per Child**                    |
+-----------------------------------------------------------------------+
| **Definition:** The average monthly cost that your CCDF program paid  |
| for child care services per child. This does not include the parent's |
| co-payment.                                                           |
+-----------------------------------------------------------------------+
| **Data Accuracy Check:** Except in rare circumstances, Element 6a,    |
| Column A, the average monthly subsidy paid per child, will be greater |
| than Element 6b, Column A, the average monthly parent co-payment paid |
| per child.                                                            |
+-----------------------------------------------------------------------+
| **Guidance:** This is a monthly average, NOT a yearly average. Tribal |
| Lead Agencies should use the same method for calculating the average  |
| monthly subsidy amount paid in Element 6a, Column A as used to        |
| calculate the average number of hours of care for Element 5, Column   |
| A.                                                                    |
|                                                                       |
| One method to calculate the average monthly CCDF subsidy paid for     |
| child care services per month per child:                              |
|                                                                       |
| 1)  Begin by counting the total amount of CCDF subsidy paid for child |
|     care services for all children for the first month you provided   |
|     service during the fiscal year (month X, for example October)     |
|                                                                       |
| ```{=html}                                                            |
| <!-- -->                                                              |
| ```                                                                   |
| 2)  Count the total number of children served during month X          |
|                                                                       |
| 3)  Divide the total amount from step 1 by the total number of        |
|     children from step 2 to get the average amount of CCDF subsidy    |
|     paid for child care services for month X                          |
|                                                                       |
| 4)  Do steps 1 -- 3 for each month services were provided             |
|                                                                       |
| 5)  Add together each of the monthly averages to get a sum of         |
|     averages                                                          |
|                                                                       |
| 6)  Divide the sum from step 5 by the total number of months services |
|     were provided during the year to get the average subsidy amount   |
|     paid for child care services per child per month                  |
|                                                                       |
| (continued)                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 6a, Column A (continued)***

+-----------------------------------------------------------------------+
| **Guidance for Tribally-Operated Centers**:                           |
|                                                                       |
| Some Tribal Lead Agencies run their own center(s) and do not          |
| technically "pay" a provider. Such agencies can still estimate the    |
| "average" monthly CCDF subsidy amount paid per child for child care   |
| services provided using the record of expenditures that is submitted  |
| annually on the required ACF-696T, the Tribal financial report.       |
|                                                                       |
| **Calculation to estimate the average monthly subsidy per child (for  |
| programs with a Tribally Operated Center):**                          |
|                                                                       |
| > 1\) Add the Tribal Mandatory, Discretionary, and Discretionary      |
| > Funds Base amount expenditures *(not including expenditures for     |
| > construction and renovation)* that your Tribe reported on Line 4 of |
| > the ACF-696T -- Expenditures for Child Care Services. During the    |
| > fiscal year, if you expended funds from more than one grant year,   |
| > you must add the appropriate expenditures from each of the reports  |
| > submitted regardless of the year that the grant was awarded.        |
| >                                                                     |
| > 2\) Divide the above total by the number of months that you         |
| > provided services during the year (ranging from 1 to 12 months) to  |
| > get an overall monthly subsidy amount.                              |
| >                                                                     |
| > 3\) Divide the monthly subsidy amount from step 2 by the average    |
| > number of children served per month (data element 2a) to estimate   |
| > the average monthly subsidy per child.                              |
|                                                                       |
| *When data are applicable but not available, provide a footnote in    |
| the comment section explaining when the missing data will be          |
| submitted.*                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 6a, Columns B-L: Average monthly CCDF program subsidy
per child by category/type of child care***

+-----------------------------------------------------------------------+
| **Element 6a, Columns B-L**                                           |
|                                                                       |
| **Average Monthly CCDF Program Subsidy Per Child by Category/Type of  |
| Child Care**                                                          |
+-----------------------------------------------------------------------+
| **Definition:** The average monthly cost that your CCDF program paid  |
| for child care services per child for each category/type of care.     |
+-----------------------------------------------------------------------+
| **Data Accuracy Check:** Except in rare circumstances, Element 6a,    |
| Columns B-L, the average monthly subsidy paid per child will be       |
| greater than Element 6b, Columns B-L, the average monthly co-pay paid |
| per child.                                                            |
+-----------------------------------------------------------------------+
| **Guidance:** This is a monthly average, NOT a yearly average.        |
|                                                                       |
| Tribal Lead Agencies should use the same method for calculating the   |
| **average** monthly CCDF subsidy in Element 6a, Columns B-L as used   |
| to calculate the average number of hours of care for Element 5,       |
| Columns B-L.                                                          |
|                                                                       |
| One method to calculate the average monthly CCDF subsidy amount paid  |
| for child care services per month for each category/type of child     |
| care:                                                                 |
|                                                                       |
| 1)  Work with one care type at a time and begin by calculating the    |
|     total amount of CCDF subsidy paid for child care services for the |
|     first month you provided service during the fiscal year (month X, |
|     for example October) for all children in that one type of care    |
|                                                                       |
| 2)  For that care type, count the total number of children served     |
|     during month X                                                    |
|                                                                       |
| 3)  Divide the total amount from step 1 by the total number of        |
|     children from step 2 to get the average amount of CCDF subsidy    |
|     paid for child care services for month X for that care type       |
|                                                                       |
| 4)  Do steps 1 -- 3 for each month services were provided by that     |
|     care type                                                         |
|                                                                       |
| 5)  Add together each of the monthly subsidy averages for that type   |
|     of care to get a sum                                              |
|                                                                       |
| 6)  Divide the sum from step 5 by the total number of months services |
|     were provided during the year in that care type to get the        |
|     average amount paid for child care services per month for that    |
|     care type                                                         |
|                                                                       |
| 7)  Repeat steps 1-6 for each type of care                            |
|                                                                       |
| (continued)                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 6a, Columns B-L (continued)***

+-----------------------------------------------------------------------+
| **Guidance for Tribally-Operated Centers**:                           |
|                                                                       |
| Some Tribal Lead Agencies run their own center(s) and do not          |
| technically "pay" a provider. Such agencies can still estimate the    |
| "average" monthly CCDF subsidy amount paid per child for child care   |
| services provided using the record of expenditures that is submitted  |
| annually on the required ACF-696T, the Tribal financial report.       |
|                                                                       |
| **Calculation to estimate the average monthly subsidy per child (for  |
| programs with a Tribally Operated Center):**                          |
|                                                                       |
| > 1\) Add the Tribal Mandatory, Discretionary, and Discretionary Fund |
| > Base amount expenditures *(not including expenditures for           |
| > construction and renovation)* that your Tribe reported on Line 4 of |
| > the ACF-696T -- Expenditures for Child Care Services. During the    |
| > fiscal year, if you expended funds from more than one grant year,   |
| > you must add the appropriate expenditures from each of the reports  |
| > submitted regardless of the year that the grant was awarded.        |
| >                                                                     |
| > 2\) Divide the above total by the number of months that you         |
| > provided services during the year (ranging from 1 to 12 months) to  |
| > get an overall monthly subsidy amount.                              |
| >                                                                     |
| > 3\) Divide the monthly subsidy amount by the average number of      |
| > children served per month (data element 2a) to estimate the average |
| > monthly subsidy per child.                                          |
|                                                                       |
| *When data are applicable but not available, provide a footnote in    |
| the comment section explaining when the missing data will be          |
| submitted.*                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 6b, Column A: Average monthly parent co-payment amount
paid per child for child care service.***

+-----------------------------------------------------------------------+
| **Element 6b, Column A**                                              |
|                                                                       |
| **Average Monthly Parent Co-payment Per Child**                       |
+-----------------------------------------------------------------------+
| **Definition:** The average monthly cost that the family/parent was   |
| assessed to pay toward the cost of care per child.                    |
+-----------------------------------------------------------------------+
| **Data Accuracy Check:** Generally the parent co-payment is less than |
| the subsidy amount (Element 6a). If your co-payment is larger than    |
| the reported subsidy, check to be sure that your numbers are correct. |
+-----------------------------------------------------------------------+
| **Guidance:** This is a monthly average, NOT a yearly average. Tribal |
| Lead Agencies should use the same method for calculating the average  |
| monthly parent co‑payment on Element 6b, Column A as used to          |
| calculate the average number of hours of care for Element 5, Column   |
| A.                                                                    |
|                                                                       |
| One method to calculate the average monthly parent co-payment amount  |
| paid for child care services per month per child for each             |
| category/type of child care:                                          |
|                                                                       |
| 1)  Begin by calculating the total amount of CCDF co-payments paid by |
|     all families for child care services for the first month you      |
|     provided service during the fiscal year (month X, for example     |
|     October)                                                          |
|                                                                       |
| 2)  Count the total number of children served during month X          |
|                                                                       |
| 3)  Divide the total amount from step 1 by the total number of        |
|     children from step 2 to get the average CCDF co-payment paid per  |
|     child for child care services for month X                         |
|                                                                       |
| 4)  Do steps 1 -- 3 for each month services were provided             |
|                                                                       |
| 5)  Add together each of the monthly co-payment averages to get a sum |
|                                                                       |
| 6)  Divide the sum from step 5 by the total number of months services |
|     were provided during the year to get the average parent           |
|     co-payment amount paid for child care services per month per      |
|     child                                                             |
|                                                                       |
| *When data are applicable but not available, provide a footnote in    |
| the comment section explaining when the missing data will be          |
| submitted.*                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 6b, Column B-L: Average monthly parent co-payment per
child by category/type of child care.***

+-----------------------------------------------------------------------+
| **Element 6b, Columns B-L**                                           |
|                                                                       |
| **Average Monthly Parent Co-Payment Amount Paid Per Child by          |
| Category/Type of Child Care**                                         |
+-----------------------------------------------------------------------+
| **Definition:** The average monthly cost that the family/parent was   |
| assessed to pay toward the cost of care per child for each            |
| category/type of care.                                                |
+-----------------------------------------------------------------------+
| **Data Accuracy Check:** Generally the parent co-payment is less than |
| the subsidy amount. If your co-payment is larger than the reported    |
| subsidy, check to be sure that your numbers are correct.              |
+-----------------------------------------------------------------------+
| **Guidance:** This is a monthly average, NOT a yearly average. Tribal |
| Lead Agencies should use the same method for calculating the          |
| **average** monthly parent co-payment in Element 6b, Columns B-L as   |
| used to calculate the average number of hours of care for Element 5,  |
| Columns B-L.                                                          |
|                                                                       |
| One method to calculate the average monthly parent co-payment amount  |
| paid for child care services per month for each category/type of      |
| child care:                                                           |
|                                                                       |
| 1)  Work with one care type at a time and begin by calculating the    |
|     total amount of CCDF co-payment paid for child care services for  |
|     the first month you provided service during the fiscal year       |
|     (month X, for example October) for one type of care               |
|                                                                       |
| 2)  Count the total number of children served during month X for that |
|     care type                                                         |
|                                                                       |
| 3)  Divide the total amount of co-payments from step 1 by the total   |
|     number of children from step 2 to get the average parent          |
|     co-payment paid for child care services for month X for that type |
|     of care                                                           |
|                                                                       |
| 4)  Do steps 1 -- 3 for each month services were provided for that    |
|     type of care                                                      |
|                                                                       |
| 5)  Add together each of the monthly averages for that care type to   |
|     get a sum of the averages                                         |
|                                                                       |
| 6)  Divide the sum from step 5 by the total number of months that     |
|     services were provided for that care type during the year to get  |
|     the average co-payment amount paid for child care services per    |
|     child per month for that care type                                |
|                                                                       |
| 7)  Repeat steps 1-6 for each type of care                            |
|                                                                       |
| *When data are applicable but not available, provide a footnote in    |
| the comment section explaining when the missing data will be          |
| submitted.*                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 7 a-d, Column A: Number of children served whose family
income was at various levels of poverty***

+-----------------------------------------------------------------------+
| **Element 7 a-d, Column A**                                           |
|                                                                       |
| **Number of Children Served Whose Family Income Was at Various Levels |
| of Poverty**                                                          |
+-----------------------------------------------------------------------+
| **Definition:** This is an unduplicated count of **children**         |
| receiving child care services whose family's income was at various    |
| levels of poverty.                                                    |
|                                                                       |
| This element separates income into four categories:                   |
|                                                                       |
| a.  at or below the poverty threshold for families of the same size   |
|                                                                       |
| b.  above the poverty threshold but at or below 150 percent of the    |
|     poverty threshold for families of the same size                   |
|                                                                       |
| c.  above 150 percent of the poverty threshold but at or below 200    |
|     percent of the poverty threshold for families of the same size    |
|                                                                       |
| > d\. above 200 percent of the poverty threshold for families of the  |
| > same size                                                           |
+-----------------------------------------------------------------------+
| **Data Accuracy Check:** Except in rare circumstances, the sum of     |
| rows 7a, 7b, 7c and 7d will equal Element 2b, Column A. If the        |
| numbers are not the same, there maybe an error that should be         |
| corrected.                                                            |
+-----------------------------------------------------------------------+
| **Guidance**: This is a count of **children**, NOT families. Each     |
| child may be counted only once.                                       |
|                                                                       |
| If a family's income changed during the reporting period, report the  |
| children in the appropriate poverty threshold based on the family's   |
| income at the end of the reporting period or when they left the       |
| program.                                                              |
|                                                                       |
| Example: If a family's income is below the poverty threshold for      |
| families of the same size, and they have 3 children receiving         |
| subsidized care, Element 7a would include a count of "3" children for |
| that family. The count would be "3" even if the children were         |
| receiving care from more than one provider.                           |
|                                                                       |
| Element 7 asks for the number of children served from families at     |
| specific poverty thresholds. The current Health and Human Services    |
| (HHS) poverty guidelines, as published in the US Department of Health |
| and Human Services Poverty Guidelines, Research, and Measurement site |
| <http://aspe.hhs.gov/poverty> should be used in completing Element 7. |
|                                                                       |
| *When data are applicable but not available, provide a footnote in    |
| the comment section explaining when the missing data will be          |
| submitted.*                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 8 a-d, Column A: Number of children served by payment
type this fiscal year***

+-----------------------------------------------------------------------+
| **Element 8 a-d, Column A**                                           |
|                                                                       |
| **Number of Children Served By Payment Type This Fiscal Year**        |
+-----------------------------------------------------------------------+
| **Definition**: this is an unduplicated count of **children** served  |
| by various types of payment.                                          |
|                                                                       |
| This element separates payment type into four categories:             |
|                                                                       |
| a.  Grant/Contract with provider                                      |
|                                                                       |
| b.  Certificate or voucher to parent and/or provider                  |
|                                                                       |
| c.  Cash payment to parent                                            |
|                                                                       |
| d.  Tribally-Operated Center                                          |
|                                                                       |
| *See the Guidance section below for definitions of the various        |
| payment types.*                                                       |
+-----------------------------------------------------------------------+
| **Data Accuracy Check**: The sum of rows 8a, 8b, 8c and 8d, Column A  |
| must equal Element 2b, Column A. If they are not the same, there is   |
| an error that should be corrected.                                    |
+-----------------------------------------------------------------------+
| **Guidance**: This is a count of **children**, NOT families.          |
|                                                                       |
| **Each child should be counted only [once]{.underline}. If payment    |
| type for services for a child changes during the reporting period,    |
| select the last known payment type.**                                 |
|                                                                       |
| Example: From October through February you paid for a child's         |
| services with cash payments to the applicant. Beginning in March and  |
| through the remainder of the fiscal year, the child's services were   |
| paid through a grant or contract. This child should be counted in 8a, |
| Column A (grant or contract with provider) only.                      |
|                                                                       |
| **If services for the child were paid for with two types of payment   |
| at the same time during the reporting period, select the primary      |
| payment type, that is, the type with the most hours.**                |
|                                                                       |
| Example: For the entire Federal fiscal year, a child received         |
| services from an in-home provider for 2 hours a day in the early      |
| morning, and this provider was paid with cash. At the same time, this |
| child received services for the rest of the day in a center for 8     |
| hours each day, and the center was paid through a contract. You would |
| report this child under 8a, Column A (grant/contract with provider)   |
| only.                                                                 |
|                                                                       |
| (Continued)                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 8 a-d, Column A (continued)***

+-----------------------------------------------------------------------+
| Definitions:                                                          |
|                                                                       |
| **Grant/Contract with Provider**: A legally binding agreement with a  |
| child care provider to deliver services, defining the terms and       |
| conditions of those services.                                         |
|                                                                       |
| **Certificate or Voucher to Parent and/or Provider**: A certificate   |
| (that may be a check or other form) that is issued by a State, Tribal |
| or local government directly to a parent to verify their eligibility  |
| for subsidized services.                                              |
|                                                                       |
| **Cash Payment to Parent**: Money paid to parents in the form of cash |
| or checks to cover the cost of child care services. (This does not    |
| include two-party checks to parents and providers, or cash to         |
| providers).  Note that the term "parent" includes any individual      |
| operating *in loco parentis,* as defined in the Tribe's CCDF plan.    |
|                                                                       |
| *** ***                                                               |
|                                                                       |
| **Tribally-Operated Center**: A child care center operated by the     |
| Tribal Lead Agency. The center is usually located on the Tribal       |
| reservation or in the Tribal Lead Agency's service area. A            |
| Tribally-operated center differs from a grant or contract in that a   |
| Tribal Lead Agency pays the operational costs of the Center           |
| (including teacher salaries).                                         |
|                                                                       |
| *When data are applicable but not available, provide a footnote in    |
| the comment section explaining when the missing data will be          |
| submitted.*                                                           |
+-----------------------------------------------------------------------+

***DATA ELEMENT 8 a-d, Column B-L: Number of children served by payment
type this fiscal year by category/type of child care***

+-----------------------------------------------------------------------+
| **Element 8 a-d, Column B-L**                                         |
|                                                                       |
| **Number of Children Served by Payment Type This Fiscal Year by       |
| Category/Type of Child Care**                                         |
+-----------------------------------------------------------------------+
| **Definition**: Total number of **children** in each care type whose  |
| service was paid for by each payment type.                            |
|                                                                       |
| This element separates payment type into four categories:             |
|                                                                       |
| > a\. Grant/Contract with provider                                    |
| >                                                                     |
| > b\. Certificate or voucher to parent and/or provider                |
| >                                                                     |
| > c\. Cash payment to parent                                          |
| >                                                                     |
| > d\. Tribally-Operated Center                                        |
|                                                                       |
| *See the definitions provided in the Guidance section for Data        |
| Element #8 a-d, Column A.*                                            |
+-----------------------------------------------------------------------+
| **Data Accuracy Checks**:                                             |
|                                                                       |
| **Check 1**: The sum of rows 8a, 8b, 8c and 8d must equal Element 2b  |
| in the same column. If the numbers are not the same, there is an      |
| error that should be corrected.                                       |
|                                                                       |
| **Check 2**: Add the reported numbers across each row (Columns B-L).  |
| The total sum must be equal to, or greater than, the number reported  |
| on the same row in Column A. If the sum is less than the number       |
| reported on the same row in Column A, there is an error.              |
+-----------------------------------------------------------------------+
| **Guidance**: This is a count of **children**, NOT families. For each |
| payment type (row) a child can be counted in more than one provider   |
| type column (Columns B-L) if the child receives care from more than   |
| one provider type for different portions of the typical day, week, or |
| month.                                                                |
|                                                                       |
| Example: If a child being served using certificates (8b) receives     |
| before school care with a family home provider, and after school care |
| in a center, that child would be counted on row 8b in two care type   |
| columns (family home and center).                                     |
|                                                                       |
| Definitions:                                                          |
|                                                                       |
| See the definitions provided in the Guidance section for Data Element |
| #8 a-d, Column A                                                      |
|                                                                       |
| *When data are applicable but not available, provide a footnote in    |
| the comment section explaining when the missing data will be          |
| submitted.*                                                           |
+-----------------------------------------------------------------------+

# VII. Submitting the Annual Report {#vii.-submitting-the-annual-report .hdg1}

[]{.mark}

Each Tribal Lead Agency must submit the information requested on the
ACF-700 Annual Report and the Supplemental Narrative by December 31 for
the preceding Federal fiscal year (FFY), covering the services provided
during the period from October 1 through September 30. ACF Regional
Offices are responsible for monitoring compliance with timeliness of
submissions. Tribal Lead Agencies anticipating problems in complying
with the reporting requirement should contact the ACF Regional Office
(*see contact information in Section VIII).* The ACF-700 report may be
submitted electronically or in hard copy on paper.

The Child Care Bureau (CCB) encourages grantees to submit both parts of
the Tribal Annual Report using electronic means. Electronic submission
may be achieved using the ACF-700 Submission site on the CCB web site,
or using e-mail or other computer alternatives.

## VII. 1 Internet Submission of the ACF-700 Report  {#vii.-1-internet-submission-of-the-acf-700-report .hdg2}

Your ACF-700 report can be submitted through the ACF-700 Data Submission
Site on the Child Care Bureau website
(<https://extranet.acf.hhs.gov/acf700/login/login700.jsp> ). This page
contains a password-protected web-based form that checks the data when
it is entered for compliance with some data standards. These built-in
edit-checking features make it easier for Tribes to identify and correct
errors. Use of this paperless Internet data entry site streamlines
submission processing and improves data quality.

The submission web site requires that you log in with an assigned user
name and password. Some Tribes have already designated individuals to
access the ACF-700 submission site. The user name and password carry
over to each new reporting period, so there is no need to register each
year to use the submission site.

To register new staff or otherwise modify registration information,
submit the ACF-700 Internet Registration form in *Appendix B* by mail or
fax to:

> Child Care Automation Resource Center
>
> 2600 Tower Oaks Blvd., Suite 600
>
> Rockville, MD 20852
>
> Fax: 301-692-0700

The Child Care Automation Resource Center (CCARC) will contact the staff
identified on the form to provide further instructions and guidance. To
obtain information about lost user names and passwords, contact the
Child Care Automation Resource Center toll-free at

1-877-249-9117 or by e-mail at ccarc@childcaredata.org.

Using the ACF-700 Submission Site

To submit your ACF-700 report (or to access and/or edit previously
submitted data) using the CCB electronic submission site
(<https://extranet.acf.hhs.gov/acf700/login/login700.jsp>), you must
first access the web page using the Internet.

Once there, enter your username and password (assigned by CCARC) in the
"Username" and "Password" fields and click the **SUBMIT** button.

![](media/image6.png){width="6.261805555555555in"
height="3.8944444444444444in"}

The welcome page will open displaying your name -- this indicates that
you have successfully entered the submission site.

Select the appropriate fiscal year of the data that you would like to
enter from the "Federal Fiscal Year" drop-down list. Next, click on the
**ACF-700 Form** button.

![](media/image7.png){width="5.088888888888889in" height="3.95625in"}

**NOTE:** **DO NOT** use the **(Text Version)** buttons. The **(Text
Version)** buttons for both the **ACF-700 Form** and the **Tribal Story
Page** are designed for use specifically by persons with visual
impairments.

The ACF-700 form will open with your existing Tribal Lead Agency name
and address noted. Make any needed corrections to this contact
information before you begin entering data.

![](media/image8.png){width="5.147916666666666in"
height="3.9993055555555554in"}

Note that when the form (similar to the one on the next page) is first
opened and before any data is entered, all of the fields are white. When
you begin to enter information, all of the cells will change to red or
yellow and the colors of the fields may continue to change as you enter
information. This color coding helps you to identify and correct any
potential data problems.

![](media/image9.png){width="6.104166666666667in"
height="3.7152777777777777in"}

![](media/image10.png){width="6.133333333333334in"
height="3.1506944444444445in"}

The electronic submission site checks for two types of errors (see
*Table 3* for additional details):

-   If the field has been left **blank** (red cells), and

-   If the data in specific fields are **inconsistent** (yellow cells)
    with information in related fields.

Meeting the system quality checks does not guarantee that the
information is correct. You still must review your own report carefully
to ensure that the data you submit to the CCB accurately reflects the
families and children you serve, and the services you provide.

If the system notes a potential error, a red arrow button will be shown
by the data element in question. You can click the red arrow to display
an explanation of the possible error and use the guidance to make
corrections to your report.

![](media/image11.png){width="5.377083333333333in" height="4.05in"}

![](media/image12.png){width="5.3694444444444445in"
height="3.3895833333333334in"}

To check your entered data for errors, click the **Error Check Results**
button located at the bottom of the page. A page will open that lists
the errors for your submitted data or indicates that no errors were
found.

![](media/image13.png){width="5.758333333333334in" height="3.03125in"}

Things to Remember:

You must enter information in each of the cells on the ACF-700
submission site. Do not leave any cells blank. Each cell should have
either a number or NA (See *Table 2* for the appropriate use of NA - not
applicable).

You should use the "Comments" field to enter information that would help
clarify any special reporting circumstances or to explain any
peculiarities in your data (See *Table 1* for further information).

When you have completed entering and checking information, click the
**Save/Submit Form** button at the bottom of the screen to save your
information and submit it to the Child Care Bureau (CCB). **If you exit
the form without saving it, all of the information you entered will be
lost.**

If you need to stop data entry and finish entering information at
another time, you still should click the **Save/Submit Form** button.
Everything that you have entered to that point will be saved and
available when you return later to complete the form. It is acceptable
to submit a partially completed form as long as you remember to return
and complete it in a timely manner. Upon saving your data, the next
screen will indicate that you have successfully uploaded the data.

![](media/image14.jpeg){width="3.6458333333333335in"
height="1.9354166666666666in"}

Upon returning to the ACF-700 form (after saving the data), a print
button will display on the bottom right hand corner of the screen. To
print your report, click the **Print this Form** button. We recommend
that you always keep a hard copy of each year's report for future
reference.

![](media/image15.png){width="4.132638888888889in"
height="1.9854166666666666in"}

## VII. 2 Alternate Electronic Submission of the ACF-700 Form and Supplemental Narrative {#vii.-2-alternate-electronic-submission-of-the-acf-700-form-and-supplemental-narrative .hdg2}

Tribal Lead Agencies may submit an electronic copy of the ACF-700 form
and the Supplemental Narrative report using compatible electronic media,
such as e-mail or a CD. The ACF-700 form is in Excel® 5.0 format and can
easily be transmitted as an attachment to an e-mail message. (An
electronic version of ACF-700 is available on the Child Care Bureau's
website at
<http://www.acf.hhs.gov/programs/ccb/report/formhelp/acf700/index.htm>).
ACF Regional Offices or CCARC can e-mail a blank version of the ACF-700
form, if requested. CD's also are available from the ACF Regional
Offices. Tribes also can submit the Supplemental Narrative report by
attaching an electronic Word® or text file to an e-mail.

Both the ACF-700 form and the Supplemental Narrative should be sent to
the ACF Regional Office (see *Section VIII* for contact information)
with a copy to CCARC at ccarc@childcaredata.org.

## VII.3 Hard Copy Paper Submissions {#vii.3-hard-copy-paper-submissions .hdg2}

A Tribal Lead Agency without access to the Internet or e-mail may submit
its Annual Report (both the ACF-700 form and the Supplemental Narrative)
on paper through the mail. The original should be mailed to the ACF
Regional Office (see contact information in *Section VIII*.) and a copy
should be sent to CCARC at the address below.

Faxes are acceptable only if followed by a paper copy sent through the
mail. The original of the faxed submission should be mailed to the
Tribe's ACF Regional Office and a copy should be sent to CCARC.

> **Child Care Automation Resource Center**
>
> 2600 Tower Oaks Boulevard, Suite 600
>
> Rockville, MD 20852
>
> Fax: 301-692-0700
>
> Attn: CCARC

# VIII. Resources {#viii.-resources .hdg1}

**Child Care Automation Resource Center**

If you have questions or need additional assistance completing the
ACF-700 or using the *Child Care Data Tracker software*, contact the
**Child Care Automation Resource Center** (CCARC). The CCARC was
established by the Child Care Bureau to provide technical assistance
related to the grantee reporting requirements. You may contact CCARC by
e-mail, phone, fax, or mail. The CCARC staff is available Monday-Friday,
9:00 am to 5:00 pm, prevailing Eastern Time. All voice-mail messages
left during or outside of those hours are returned promptly.

> **Child Care Automation Resource Center**
>
> 2600 Tower Oaks Blvd., Suite 600
>
> Rockville, MD 20852
>
> Phone: 1-877-249-9117 (toll-free)
>
> Fax: 301-692-0700
>
> E-mail: <ccarc@childcaredata.org>

**Regional Office Contact information**

If you have questions regarding policy issues, contact your Regional
Office.

**List of Regional Office addresses and phone numbers**

<http://www.acf.hhs.gov/programs/ccb/ta/raaddr/program_managers.htm>

# Appendix A -- Glossary of Commonly Used Child Care Terms {#appendix-a-glossary-of-commonly-used-child-care-terms .hdg1}

  --------------------- ----------------------------------------------------------------------------------------------------------------------------------------------------
  **A-B**               

  ACF                   The Administration for Children and Families, an agency of the Department of Health and Human Services (HHS). ACF is responsible for Federal
                        programs that promote the economic and social well being of families, children, individuals, and communities.

  ACF-696T              The financial report required to be submitted by Tribes receiving Child Care and Development Fund (CCDF) grants.

  ACF-700               An annual data report required to be submitted by Tribal grantees. The report contains data related to families and children receiving assistance
                        through the CCDF.

  Applicant             A family or individual who is applying to receive a child care subsidy and who must meet defined eligibility requirements. An applicant may be a
                        member of a family group (usually a parent) or a single child in protective custody.

  Average               One single number that arithmetically represents a group of numbers.

  **C-D**               

  CCB                   Child Care Bureau, a Bureau of the Office of Family Assistance in ACF. The CCB is dedicated to enhancing the quality, affordability, and
                        availability of child care for all families. The Bureau administers Federal funds to States, Territories, and Tribes to assist low-income families
                        in accessing quality child care for children when the parents work or participate in education or training. The CCB web site is
                        [www.acf.hhs.gov/programs/ccb](http://www.acf.hhs.gov/programs/ccb).

  CCARC                 Child Care Automation Resource Center. A team of technical assistance specialists who help grantees to meet grant reporting requirements. CCARC's
                        toll free number is 1-877-249-9117 and the e-mail address is <ccarc@childcaredata.org>.

  CCDF                  Child Care and Development Fund. CCDF provides funding for low-income families, families receiving temporary public assistance, and those
                        transitioning from public assistance, to obtain child care so they can work or attend training and/or education activities.

  Cash Payment          Money paid to providers or parents in the form of cash or checks to cover the cost of child care services. (This does not include two-party checks
                        to parents and providers, or cash to providers).

  Center Care           Service that is provided in a facility other than a private home. Center-based care also would include such providers as churches and schools.

  Certificate/Voucher   A certificate (that may be a check or other form) that is issued by a State or local government directly to a parent to verify their eligibility for
                        subsidized services.

  Child/Children        Those persons who are receiving subsidized child care services.

  Child's Home Care     Services that are provided in the home of the child receiving services.

  Contact Person        The grantee staff person who is familiar with the ACF-700 information and will be able to answer questions and provide clarifications. This may or
                        may not be the Program Director.

  Contract/Grant        A legally binding agreement with a child care provider to deliver services, defining the terms and conditions of those services.

  Co-payment            The amount of money the applicant/family pays for child care. This represents only the family share of the total amount paid to a child care
                        provider as negotiated and assigned by the Tribal grantee.

  **E-K**               

  Education             School or work-related information and training activities intended to prepare individuals to obtain and keep a paying job that will allow them to
                        achieve financial independence.

  Eligibility Income    The total amount of money a family/applicant receives (earned or unearned) that is included when eligibility for the CCDF program is being
                        determined.

  Family                The applicants who apply for, and must qualify for CCDF subsidy assistance. A family may be represented by birth, adopted, or foster parents, and
                        children in need of child care. The ACF-700 requires an annual [unduplicated family count]{.underline}.

  Family Home Care      Service that is provided by one person in a residence of someone other than the child(ren) receiving care. Usually a family home is the residence of
                        the child care provider.

  Grant                 See: Contract/Grant

  Group Home Care       Service that is provided by more than one person in a residence of someone other than the child(ren) receiving care. A group home typically is able
                        to care for more children at one time than a family home because additional staff are employed to help with child care. Usually a group home is the
                        residence of the primary child care provider.

  Hours of Care         The number of hours each day that a child actually attends and participates in child care services.

  **L-Q**               

  Licensed/Regulated    The provider must apply for, and may [only]{.underline} operate after receiving legally defined approval to deliver services as a licensed or
                        regulated provider. The licensing agent usually is the Tribe, Territory, or state.

  No License            The provider is not required to obtain a license (as defined above), but still must meet all state or local health, safety, and other child care
                        program regulations to be operating legally.

  Non-Relative Provider A provider who does **[not]{.underline}** meet the description of a relative (see below).

  Protective Services   Public program designed to provide safe care for children who are victims of abuse or neglect, or whose parents are otherwise unable to adequately
                        care for them (temporarily or permanently).

  Poverty Guideline     A guideline provided by HHS that indicates the minimum income a family with different numbers of family members needs to be able to survive at a
                        most basic level. Families with income at or below this threshold are considered to be living in poverty. Annual poverty guidelines are available
                        on-line at <http://aspe.hhs.gov/poverty>.

  **R-S**               

  Regulated             See: Licensed.

  Relative Provider     An "adult" who is by marriage, blood relationships, or court decree, a grandparent, great-grandparent, aunt or uncle, or sibling living outside the
                        child's home.

  Subsidy               The amount of money the program/grantee pays for child care. This represents only the program share of the total amount paid to a child care
                        provider. For the ACF-700, the program will report only on subsidies for children that come from CCDF grant funds.

  Supplemental          An annual required written report that describes the program operated and services delivered using the CCDF grant money.
  Narrative             

  **T-Z**               

  TA                    Technical assistance. Help that is provided to grantees, Central and Regional ACF staff, and other stakeholders to support program operations and
                        the collection, management, and reporting of high quality CCDF data. TA related to reporting requirements is provided by the CCARC.

  Technical Bulletins   Publications, available on the CCB web site at
                        [http://www.acf.hhs.gov/programs/ccb/report/formhelp/techbull/index.htm](http://www.acf.dhhs.gov/programs/ccb/report/formhelp/techbull/index.htm),
                        that provide technical guidance to grantees receiving CCDF funds.

  Training              Activities designed to prepare individuals to obtain and keep a paying job that will allow them to achieve financial independence.

  Tribal Lead Agency    The organization that applied for, received, and is responsible for administering the Tribal CCDF grant. The lead agency may be different from the
                        organization that directly provides the child care services.

  Tribally-Operated     A child care center operated by the Tribal Lead Agency. The center is usually located on the Tribal reservation or in the Tribal Lead Agency's
  Center                service area. A Tribally-operated center differs from a grant or contract in that a Tribal Lead Agency pays the operational costs of the Center
                        (including teacher salaries).

  Un-licensed           See: No License.

  Voucher               See: Certificate/Voucher

  Work                  Paid employment. This employment may include full- time or part- time work. It also may include sporadic, seasonal work.
  --------------------- ----------------------------------------------------------------------------------------------------------------------------------------------------

#  Appendix B -- Internet Submission Registration Form {#appendix-b-internet-submission-registration-form .hdg1}

+-----------------+----------------------------------------------------+
| ![](me          | **CHILD CARE AND DEVELOPMENT FUND\                 |
| dia/image16.png | Tribal Annual Report (ACF-700) Internet            |
| ){width="1.4465 | Submission**                                       |
| 277777777779in" |                                                    |
| height="1.42083 | To ensure appropriate authorization for submitting |
| 33333333334in"} | information via the Internet, please provide the   |
|                 | following information                              |
+-----------------+----------------------------------------------------+

+-----------------------------------------------------------------------+
| **Name:**                                                             |
|                                                                       |
| ** **                                                                 |
+-----------------------------------------------------------------------+
| **Title:**                                                            |
|                                                                       |
| ** **                                                                 |
+-----------------------------------------------------------------------+
| **Agency:**                                                           |
|                                                                       |
| ** **                                                                 |
+-----------------------------------------------------------------------+
| **Mailing address:**                                                  |
|                                                                       |
| ** **                                                                 |
|                                                                       |
|                                                                       |
+-----------------------------------------------------------------------+
| **Phone:**\                                                           |
|                                                                       |
+-----------------------------------------------------------------------+
| **Fax:**\                                                             |
|                                                                       |
+-----------------------------------------------------------------------+
| **E-mail:**\                                                          |
|                                                                       |
+-----------------------------------------------------------------------+

**Please complete this form for each authorized individual, then fax or
mail to:**

> Child Care Automation Resource Center
>
> 2600 Tower Oaks Blvd., Suite 600
>
> Rockville, MD 20852

Fax: 301-692-0700

A Child Care Automation Resource Center Technical Assistance Specialist
will contact you to provide additional information and instructions
about submitting the ACF-700.\
They can be reached at 1-877-249-9117 or via email at
<CCARC@childcaredata.org>.