Definition: element identifies the month being reported. The month and year being reported. The report should include information about the families and children who actually received child care services during the reporting month, irrespective of when payment is made for those services.

Data Standards

Missing

Always required

Out of Range

Format YYYYMM:

1998 <= YYYY <= current year

01 <= MM <= 12

(for 1998, 04 <= MM <= 12)

Internal Inconsistency

This Element must be:

• later than or equal to the date entered in Element 8 (Month/Year Child Care Assistance Started)
  
  
• later than or equal to the date entered in Element 25 (Month/Year of Birth).
  

Field Size: 6

Format (YYYYMM): Number

Guidance: The four-digit year is listed first and the two-digit number representing the month follows. For example, if the report covers April 2000, this element would be "200004"

Definition: The number of families receiving subsidized child care in the state for the reporting month.

Data Standards:

Missing

Required

Out of Range

Accepts all numbers

Internal Inconsistency

None

Field Size: 7

Format (NNNNNNN): Number

Guidance: The number should be right-justified within the field and padded with zeroes. For example, 25,387 would be formatted as "0025387"

Definition: The telephone number of the state child care contact

Data Standards:

Missing

Required

Out of Range

Text

Internal Inconsistency

Field Size: No limit

Format: TextCharacter

Guidance: Include the area code.

Definition: The fax number of the state child care contact

Data Standards:

Missing

Required

Out of Range

Text

Internal Inconsistency

Field Size: No limit

Format: Character

Guidance: Include area code.

Data Standards:

Missing

Required

Out of Range

Text

Internal Inconsistency

Field Size: No limit

Format: Character

Guidance:

Definition: The month and year being reported. The report should include information about the families and children who actually received child care services during the reporting month, irrespective of when payment is made for those services.

Data Standards:

Missing

Always Required

Out of Range

Format YYYYMM:

1998 <= YYYY <= current year

01 <= MM <= 12

(for 1998 04 <= MM <= 12)

Internal Inconsistency

This Element must be:

• later than or equal to the date entered in Element 8 (Month/Year Child Care Assistance Started)
• later than or equal to the date entered in Element 25 (Month/Year of Birth).

Field Size: 6

Format (YYYYMM): Numbers

Guidance: The four-digit year is listed first followed by the two-digit number representing the month. For example, if the report covers April 2000, this element would be "200004"

Definition: A unique identifying number, up to fifteen characters, assigned by the State to the family receiving childcare assistance. States may use alphanumeric characters. While the use of unique State Identifiers is optional, the Statute governing the Child Care and Development Fund requires that States submit unduplicated information about families and children being served. Since the Social Security Number may not be required of families as a condition of eligibility, it is recommended that States use unique State Identifiers to ensure that cases can be unduplicated for reporting purposes.

Data Standards:

Missing

Before October 2000: Not required.

October 2000 and after: Required if Element 3 (Family SSN) is not reported

Out of Range

All characters allowed.

Internal Inconsistency

Before October 2000: No internal consistency standard.

October 2000 and after: If Element 3 (Family SSN) is not reported, then this Element must be reported and must uniquely identify the family over time (i.e., each monthly submission).

Field Size: 15

Format: Enter the unique identifying number, up to fifteen characters, assigned by the state to the family receiving child care assistance.

Guidance: If identifier is less than fifteen digits, use leading zeros. For example, 19056 should be coded as 000000000019056.

Definition: The only unique identifier that remains constant, regardless of residence. The Social Security Number of the head of the family.

Data Standards:

Missing

Before October 2000: Required.

October 2000 and after: Optional.

Out of Range

All valid SSN's allowed.

- If child SSN, then all characters allowed.

Current rules on Invalid SSNs:

No 000-xx-xxxx, xxx-00-xxxx, xxx-xx-0000 SSNs

Internal Inconsistency

Before October 2000: If the answer to Element 5 (Single Parent) = 9, then Element 3 (Head of Household SSN) must equal Element 16 (Child SSN).

October 2000 and after: No internal consistency standard

Field Size: 9

Format (NNNNNNNNN): Alphanumeric

Guidance: States are reminded that CCDF eligibility may not be denied because a parent chooses not to provide their Social Security Number. (See ACYF-PI-CC-00-04 issued October 27, 2000). The Bureau requires that SSN’s of children in protective service cases be reported in place of the head of the family (element #3), if a SSN is provided. If no SSN is provided, the unique identifier identifies the child, not the head of the family. This requirement ensures that the system will not generate missing data error messages and allows the system to match for longitudinal research studies.

Definition: Enter the FIPS Code geographic identifier issued by the National Bureau of Standards to designate where the head of the family receiving assistance is residingFIPS Code –(Federal Information Processing Standards): The FIPS Code geographic identifier issued by the National Bureau of Standards to designate where the head of the family receiving assistance is residing. This includes a two digit State code and three digit county code. A list of all FIPS codes can be found at http://www.census.gov/geo/www/fips/fips65/index.html or by contacting the Child Care Automation Resource Center (1-877-249-9117).

Data Standards:

Missing

Always required

Out of Range

All valid 5 digit FIPS Codes allowed.

Internal Inconsistency

None

Field Size: 5

Format: (NNNNN) two-digit state and three-digit county code (State: _ _ County: _ _ _)

Guidance: If the address of the head of the family is unknown, leave the county FIPS code blank.

Definition: Only one A single parent/adult living with a child who is legally/financially responsible for and living the with a child and where there is no other adult legally/financially responsible for the child in that eligible family. If there is someone else in the household, who does not have legal/financial responsibility for the child, then the legally/financially responsible applicant is still considered a single parent. A one digit code indicates if the head of the family receiving assistance is single or not.

Data Standards:

Missing

Always required

Out of Range

0 - 1, 9:

0 = No;

1 = Yes

9 = Not applicable; child is reported as head of household

Internal Inconsistency

Before October 2000: If this Element is coded 9, then the following internal consistencies must hold: - Element 3 (Head of Household SSN) must equal Element 16 (Child SSN)- Element #6 (Reason for Receiving Care) is equal to 4 (protective services).

October 2000 and after: If this Element is coded 9, then the following internal consistency must hold: Element 6 (Reason for Receiving Care) is equal to 4 (protective services).

Field Size: 1

Format: Single Parent? 0 = No, 1 =Yes, 9 = Not applicable; child is reported as head of household. (If "9" is entered, enter the Child’s Social Security Number in Item 3).

Guidance: Enter the one digit code indicating if the head of the family receiving assistance is single or not.

Definition: Why a child is receiving subsidized child care.The one-digit code indicating the reason for receiving subsidized child care.

Data Standards:

Missing

Always Required

Out of Range

Before October 2006:

1-5:
1 = Employment, including on-the-job training,
2 = Training/Education;
3 = Both Employment and Training/Education;
4 = Protective Services;
5 = Other;

October 2006 and after:

0-9:
1 = Employment, including on-the-job training,
2 = Training/Education;
3 = Both Employment and Training/Education;
4 = Protective Services;
5 = Other;
6 = Federal Declared Emergency and Employment, including on-the-job training;
7 = Federal Declared Emergency and Training/Education;
8 = Federal Declared Emergency and Both Employment and Training/Education;
9 = Federal Declared Emergency and Protective Services;
0 = Federal Declared Emergency and Other.

Internal Inconsistency

None

Field Size: 1

Format (N): Number

Guidance: Enter the one digit code indicating the reason for receiving subsidized child care. If more than one category applies, chose the primary reason. However, if the primary reason for care is "Other", then the second reason for care should be given. "Other" should not be used as an option unless none of the other options apply and should not be used to report missing data.

Definition: The monthly dollar amount the family receiving assistance must pay for child care services for the month being reported (the co-payment assigned by the Lead Agency or its designee).

Data Standards:

Missing

Required if Element #6 is 1 (Employment), 2 (Training/Education), 3 (Both Employment and Training/Education) or 5 (Other)

Missing

0 - 1000

Missing

This field must be:

• less than the sum of Element #27 (Total Expected Dollar Amount per Month to be Received by the Provider) for all the children in the family

• less than or equal to Element #9 (Total Monthly Income)

Field Size: 4

Format (NNNN): Number

Guidance: Enter the total monthly dollar amount (to the nearest dollar) that the family receiving assistance must pay for child care services for the month being reported, using leading zeros as necessary. If co-pay is assigned by the state on a per-child basis, this element must be the sum of all the co-payments.

Definition: The month and year child care assistance started for the family receiving assistance.The numbers for the month and year child care assistance started for the family receiving assistance.

Data Standards:

Missing

Always required

Out of Range

Format YYYYMM:

1970 <= YYYY <= current

year 01<= MM <= 12

Internal Inconsistency

This field must be earlier than or equal to the date entered in the Element #1 (Sample Month/Year of Report Period).

Field Size: 6

Format (MMYYYYYYYYMM): Numbers

Guidance: If there was a short interruption of up to three months in child care assistance (for reasons such as a vacation or illness) enter the original month/year the assistance started, rather than when the assistance resumed.

Definition: The total monthly dollar amount, rounded to the nearest dollar, that the family brings in upon which eligibility is determined.The total monthly dollar amount received by the family seeking assistance, prior to any deductions that may be allowed for determining eligibility and/or co-payments. This includes cash assistance received under TANF or other program but not income disregarded in TANF eligibility determinations. The amount should be rounded to the nearest dollar.

Data Standards:

Missing

Required if Element #6 (Reason for Receiving Subsidized Child Care)6 is 1 (Employment), 2 (Training/Education), 3 (Both Employment and Training/Education) or 5 (Other)

Out of Range

0 - to maximum allowed in state.

Internal Inconsistency

This field must be greater than or equal to the amount entered in Element #7 (Total Monthly Child Care Co-payment for the Family).

Field Size: 5

Format (NNNNN): Number

Guidance: The dollar amount is rounded to the nearest dollar using leading zeros as necessary.

If, on a case-by-case basis, income is not used to determine eligibility for protective service, this does not have to be reported.

Definition: The one digit code indicating whether the family earned money via employment during the month being reported

Data Standards:

Missing

Required if Element #6 (Reason for Receiving Subsidized Child Care)6 is 1, 2, 3 or 5

Out of Range

0-1:

0 = No

1 = Yes

Internal Inconsistency

None

Field Size: 1

Format (NNNNN): Number

Guidance: If, on a case-by-case basis, income is not used to determine eligibility for protective service, this does not have to be reported.