CCDF Reporting Overview for States and Territories

Publication Date: January 26, 2021

This table includes the purpose, reporting frequency, reporting periods, deadlines, submission methods, and Technical Assistance resources for all CCDF data reports.

  State/Territorial Plan State/Territory QPR Financial Report Aggregate and Case-Level Reports Error Rate Reports
Form Number ACF-118 ACF-218 ACF-696 ACF-800 & ACF-801 ACF-403, ACF-404 & ACF-405
Purpose

Serves as the agreement between the Lead Agency and the Federal Government as to how CCDF programs will be administered in conformance with legislative requirements, pertinent federal regulations, and other instructions and guidelines issued by ACF.

The purpose of the annual QPR is to capture State and Territory progress on how CCDF quality funds were expended, including the activities funded and the measures used by States and Territories to evaluate progress in improving the quality of child care programs and services for children from birth to age 13.

States are required to use the ACF-696 to report estimates and expenditures for the Mandatory Fund, the Matching Fund, and the Discretionary Fund. Territories are required to use the ACF-696 to report estimates and expenditures for the Discretionary Fund only.

ACF-800 (Aggregate Data Report): Provides unduplicated annual counts of children and families served through the CCDF; and other information. ACF-801(Case-Level Data Report): Provides case-level data on the families and children served during the month of the report, and other demographic information. States may submit a sample or all cases.

States, the District of Columbia and Puerto Rico are required to measure, calculate, and report improper payments as well as identify strategies for reducing future improper payments. Sampling Decisions Assurances and Fieldwork Preparation Plan (SDAP) ACF-403: Record Review Worksheet ACF-404: State Improper Authorizations for Payment Report ACF-405: Improper Payments Corrective Action Plan

Report Frequency

Triennially

Quarterly

ACF-800: Annual ACF-801: Monthly or Quarterly (Grantee’s choice)

SDAP ACF-403, ACF-404 are to be completed by one-third of the 52 States each year of a three-year cycle for the review process. ACF-405 to be completed by those States with an error rate at or exceeding 10%, as applicable

 
Reporting Period(s)

Three-year periods (e.g. FY2016 – FY2018)

Federal fiscal year (Oct 1 – Sep 30)

1. Oct 1 – Dec 31 

2. Jan 1 – Mar 31 

3. Apr 1 – Jun 30 

4. Jul 1 – Sep 30

ACF-800: Federal fiscal year (Oct 1 – Sep 30) ACF-801: Every month or quarter

Year 1 States: 10/01/15 – 09/30/16

Year 2 States: 10/01/6 – 09/30/17

Year 3 States: 10/01/17 – 09/30/18 (Repeat cycle for subsequent years)

Due When

The July 1st prior to the reporting period

Dec 31 (three months after end of reporting period)

30 days after end of quarter

ACF-800: Dec 31 (three months after end of reporting period) ACF-801: For monthly reporting: 90 days after end of month; For quarterly reporting: 60 days after end of quarter

SDAP: October 31st following end of reporting period

ACF-403: December 31st following end of reporting period.

ACF-404: June 30th following end of reporting period

ACF-405: 60 days from submission of the State’s improper payment report (ACF-404)

Submission Method

ACF-118 E-Submission site at: https://extranet.acf.hhs.gov/stplan/STPLAN_Login.jsp Visit disclaimer page

ACF-118 E-Submission site at: https://extranet.acf.hhs.gov/stplan/STPLAN_Login.jsp Visit disclaimer page

On-Line Data Collection (OLDC) System

ACF-800: submission (at https://extranet.acf.hhs.gov/acf800/login/login800.jsp) Visit disclaimer page

ACF-801: Electronic data files (via secure electronic medium)

SDAP and ACF-403: Submitted to the ACF Regional Office via email attachment

ACF 404 and ACF-405: submitted through On-Line Data Collection System (OLDC)

Submit To

ACF Regional Office

ACF Regional Office ACF Regional Office

ACF-800: Office of Child Care (via internet)

ACF-801: Office of Child Care (via secure electronic medium)

ACF Regional Office
Technical Assistance

ACF Regional Office

ACF Regional Office ACF Regional Office

On-line help for ACF-800

On-line help for ACF-801

ACF Regional Office

National Center on Child Care Data and Technology

ACF Regional Office

 

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