Definition: Cash or other monetary assistance under Title IV of the Social Security Act (TANF) received by the family getting assistance for the month being reported.

Data Standards:

Missing

Required if Element #6 (Reason for Receiving Subsidized Child Care) is 1 (Employment), 2 (Training/Education), 3 (Both Employment and Training/Education) or 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), 0 (Federal Declared Emergency and Other.)

Out of Range

0-1:

0 = No

1 = Yes

Internal Inconsistency

None

Field Size: 1

Format: Number

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

Definition: State-funded initiatives which provide temporary assistance to needy families.

Data Standards:

Missing

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

Out of Range

0-1:

0 = No

1 = Yes

Internal Inconsistency

None

Field Size: 1

Format: Number

Guidance: Enter the one digit code indicating whether the family receives state spending money counted towards TANF MOE. States will need to consult with their TANF program to determine which programs are used for TANF MOE in their state, since these programs differ from state to state.

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

Definition: Voucher or cash assistance towards dwelling (housing) for the family receiving assistance for the month being reported.

Data Standards:

Missing

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

Out of Range

0-1:

0 = No

1 = Yes

Internal Inconsistency

None

Field Size: 1

Format: Number

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

Definition: Is the family receiving food stamps?

Data Standards:

Missing

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

Out of Range

0-1:

0 = No

1 = Yes

Internal Inconsistency

None

Field Size: 1

Format: Number

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

Definition: Other monetary sources of income (such as SSI) from the Federal government for the household receiving assistance for the month being reported.

Data Standards:

Missing

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

Out of Range

0-1:

0 = No

1 = Yes

Internal Inconsistency

None

Field Size: 1

Format: Number

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

Definition: Number of family members upon which eligibility is based.

Data Standards:

Missing

Always required

Required for all case level reporting for the report period January 2002 and after

Out of Range

1-99

Internal Inconsistency

If Element #5 (Single Parent) = 9, then this Element must =1;

If Element #5 (Single Parent) is not = 9, then this Element must be greater than or equal to the number of children receiving services and the head of household. The smallest acceptable value is 2.

Field Size: 2

Format (NN): Number

Guidance: Enter the two digit value indicating the number in the eligible family.

Definition: The only unique identifier of the dependent child receiving child care assistance that remains constant, regardless of residence.

Data Standards:

Missing

Optional

Out of Range

Alphanumeric

Internal Inconsistency

None

Field Size: 9

Format (NNNNNNNNN): Alphanumeric

Guidance: The social security number uniquely identifies the child and specifies demographic service elements of children receiving care. Enter the nine digit Social Security Number of the child.It is recommended that if there is a unique identifer less than or equal to 9 characters for the child, then include it.

Definition: A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. The term "Spanish origin" can be used in addition to "Hispanic or Latino."

Data Standards:

Missing

Effective FY 2000: Required.

Out of Range

0-1:

0 = No

1 = Yes

Internal Inconsistency

Before FY 2000: At least one of Elements 17 through 22 must be answered "Yes" (equal to 1).

FY 2000 and After: No Internal Inconsistency standard.

Field Size: 1

Format: Number

Guidance: Enter the one digit code for the ethnicity of each child. Ethnicity must be determined for every child.

OMB has requested a change to the child race definitions to comply with the new Census Bureau definitions of race published in the Federal Register of October 30, 1997. These new definitions are incorporated in the final version of the ACF-801 Form and Instructions.

Leave the field blank as "missing" data for those that refused to report their race. This is the same way "unknown" is reported.

For further information concerning ethnicity, view the OMB Revision initiated in 1997.

Definition: A person having origins in any of the original peoples of North and South America (including Central America), and who maintains tribal affiliation or community attachment.

Data Standards:

Missing

Phased-in Requirement Before FY 2003:

(See Internal Inconsistency Standard)

Effective FY 2003: Required.

Out of Range

0-1:

0 = No

1 = Yes

Internal Inconsistency

Before FY 2000: At least one of Elements 17 through 22 must be answered "Yes" (equal to 1).

FY 2000 and After: At least one of elements 19 through 23 must be answered "Yes" (equal to 1).

Field Size: 1

Format: Number

Guidance: Enter the one digit code indicating whether the child's race is American Indian or Alaskan Native

Definition: A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.

Data Standards:

Missing

Phased-in Requirement Before FY 2003:

(See Internal Inconsistency Standard)

Effective FY 2003: Required.

Out of Range

0-1:

0 = No

1 = Yes

Internal Inconsistency

Before FY 2000: At least one of Elements 17 through 22 must be answered "Yes" (equal to 1).

FY 2000 and After: At least one of Elements #19 through #23 must be answered "Yes" (equal to 1).

Field Size: 1

Format: Number

Guidance: Enter the one digit code indicating whether the child's race is Asian.

Definition: A person having origins in any of the black racial groups of Africa. Terms such as "Haitian" or "Negro" can be used in addition to "Black or African American."

Data Standards:

Missing

Phased-in Requirement Before FY 2003:

(See Internal Inconsistency Standard)

Effective FY 2003: Required.

Out of Range

0-1:

0 = No

1 = Yes

Internal Inconsistency

Before FY 2000: At least one of Elements 17 through 22 must be answered "Yes" (equal to 1).

FY 2000 and After: At least one of Elements #19 through #23 must be answered "Yes" (equal to 1).

Field Size: 1

Format: Number

Guidance: Enter the one digit code indicating whether the child's race is Black or African American.

Definition: A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.

Data Standards:

Missing

Phased-in Requirement Before FY 2003:

(See Internal Inconsistency Standard)

Effective FY 2003: Required.

Out of Range

0-1:

0 = No

1 = Yes

Internal Inconsistency

Before FY 2000: At least one of Elements 17 through 22 must be answered "Yes" (equal to 1).

FY 2000 and After: At least one of Elements #19 through #23 must be answered "Yes" (equal to 1).

Field Size: 1

Format: Number

Guidance: Enter the one digit code indicating whether the child's race is Native Hawaiian or other Pacific Islander.

Definition: A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.

Data Standards:

Missing

Phased-in Requirement Before FY 2003:

(See Internal Inconsistency Standard)

Effective FY 2003: Required.

Out of Range

0-1:

0 = No

1 = Yes

Internal Inconsistency

Before FY 2000: At least one of Elements 17 through 22 must be answered "Yes" (equal to 1).

FY 2000 and After: At least one of Elements #19 through #23 must be answered "Yes" (equal to 1).

Field Size: 1

Format: Number

Guidance: Enter the one digit code indicating whether the child's race is white.

Definition: Sex of the child.

Data Standards:

Missing

Always required.

Out of Range

1-2:

1 = Male

2 = Female

Internal Inconsistency

None

Field Size: 1

Format: Number

Guidance: Enter the one digit code indicating the sex of the child.

Definition: The month and year of date of birth of the child receiving subsidized child care.

Data Standards:

Missing

Always required.

Out of Range

01 <= MM <= 12 current year - Maximum age of child from State table <= YYYY <= current year

Internal Inconsistency

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

Field Size: 6

Format (YYYYMM): Number

Guidance: The child's date of birth must be the same as or earlier than the date the family started receiving subsidy child care, since a child cannot be cared for until he/she is born.

Definition: Provider types are divided into two broad categories of licensed/regulated and legally operating (no license category available in state or locality). Under each of these categories are four types of providers: in-home, family home, group home, and centers. A relative provider is defined as being at least 18 years of age and who is, by marriage, blood relationships, or court decree, a grandparent, great-grandparent, aunt or uncle, or sibling living outside the child's home.

Data Standards:

Missing

Required.

Out of Range

01 - 11:

01 = Licensed/regulated in-home child care;
02 = Licensed/regulated family child care;
03 = Licensed/regulated group home child care;
04 = Licensed/regulated center-based care;
05 = Legally operating in-home care provided by a non-relative;
06 = Legally operating in-home care provided by a relative;
07 = Legally operating family child care provided by a non-relative;
08 = Legally operating family child care provided by a relative;
09 = Legally operating group home child care provided by a non-relative;
10 = Legally operating group home child care provided by a relative;
11 = Legally operating center-based care.

Internal Inconsistency

None

Field Size: 2

Format (NN): Number

Guidance: The age limit requirements have been dropped for reporting purposes only. (Reminder: A relative under 18 cannot be exempt by the state from meeting health and safety standards.)

For reporting purposes, a legally operating, unregulated provider is one which, if not participating in the CCDF program, would not be subject to any state or local child care regulations. According to section 98.2(x) of the Child Care Development Block Grant regulations, "Licensing or regulatory requirements means requirements necessary for a provider to legally provide child care services in a state or locality, including registration requirements established under state, local or tribal law...."

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

Data Standards:

Missing

Always required.

Out of Range

0 - 1000

Internal Inconsistency

None

Field Size: 4

Format (NNNN): Number

Guidance: For each child receiving care, enter the total monthly dollar amount (round to the nearest dollar and use leading zeros as necessary) paid or expected to be paid to the provider for the care of the child. Round this amount to the nearest dollar.

Definition: The number of hours of subsidized child care a child receives during a month, rounded to the nearest whole number.

Data Standards:

Missing

Always required.

Out of Range

1 - (12 times the number of days in the reporting month)

Internal Inconsistency

None

Field Size: 3

Format (NNN): Number

Guidance: Enter the number for the total number of hours provided in the reporting period (round to the nearest whole number and use leading zeros as necessary). For example, September has 30 days, so the maximum acceptable total hours of child care for that month would be 12 x 30 = 360.