Tip #1 - Leave no Blanks
The most common error in the ACF-700 is that fields (or blocks) where data are required are left blank. ACF DOES NOT ALLOW BLANKS ANYWHERE on the form. ACF wants to know exactly why there is no information for an item (or block). Here is what you should do instead of leaving an item blank:
- If you did not serve any children or families in any given category, such as an age group or a type of care, record the number zero ("0") in the field.
- Example: No parents selected in-home care during this report period. The
Tribal Lead Agency shows "0" in Columns (B), (C) and (I).
- Example: No parents selected in-home care during this report period. The
- If the information is not available yet, put a dash ("-") in the field. When you use the dash, you must provide a footnote in the Comments field at the end of the report explaining when the missing data will be submitted. If you are using the Internet form, you can enter your explanation in the comment section. If you are submitting on paper, attach a second piece of paper with your explanation.
- Example: At the time the report must be submitted data are not available
for every age group on line 3. The Tribal Lead Agency has data showing
the number of children served who are over or under age 13. The Tribal Lead
Agency completes lines 3a through 3g with "-"; lines 3h and 3i show the data that are available. The Tribal Lead Agency submits the data for lines 3a through 3g when they become available.
- Example: At the time the report must be submitted data are not available
- If the data requested does not apply, put "NA" in the field. Be careful in using "NA" because its use is restricted to only a few elements, as illustrated in Table 1.
- Example: A Tribe limits eligibility to families up to the poverty level.
Show "NA" on lines 7b, 7c, and 7d.
- Example: A Tribe limits eligibility to families up to the poverty level.
If you submit your ACF-700 data over the Internet using the Child Care Bureau's ACF-700 automated data form, any blank you leave will be highlighted in red. If you enter "NA" for a data element where "NA" is not permitted, you will get an error message.
Table 1: Permissible Use of "NA" on the ACF-700 Annual Report
| Element/Columns Where "NA" is Permitted |
Circumstances Where "NA" is Permitted |
|---|---|
Element 2b - Total Number Of Children Receiving Child Care Services, Columns F, G, K |
When a Tribe does not have a separate "group home" category |
Element 2b - Total Number Of Children Receiving Child Care Services, Columns B-L |
When a Tribe is not required to operate a certificate program and when specific types of care are not operated by the Tribe |
Element 3, Rows a-i - Age Breakdown of Children Receiving Services, Total by Age Category/Types of Care, Columns F, G, K |
When a Tribe does not have a separate "group home" category |
Element 3, Rows a-i - Age Breakdown of Children Receiving Services, Total by Age Category/Types of Care, Columns B-L |
When a Tribe is not required to operate a certificate program and when specific types of care are not operated by the Tribe |
Element 3i - Age Breakdown of Children Receiving Services, 13 and older, Columns A-L |
When a Tribe does not serve children older than 13 years |
Element 4 - Number of Children Receiving Child Care Services Because, Total by Reason, Rows a-c, Column A |
When, for example, the Tribe does not use CCDF for children in protective services. Therefore, you would enter "NA" for the number of children receiving or in need of protective services |
Element 5 - Average Number of Hours Child Care Service is Provided Per Child Per Month by Type of Care, Columns F, G, K. |
When a Tribe does not have a separate "group home" category |
Element 6a - Average Monthly CCDF Subsidy, Total and by Type of Care, Columns A-L |
When a Tribe is not required to operate a certificate program and when specific types of care are not operated by the Tribe |
Element 6b - Average Monthly Parent Co-payment, Total and by Type of Care, Columns A-L |
When a Tribe is not required to operate a certificate program and when specific types of care are not operated by the Tribe |
Element 7 - Number of Children Receiving Services from Families with Income by Poverty Level, Rows a-d, Column A |
When a Tribe does not serve children from families above a certain income level |
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