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Technical Bulletin #11r-v5

Published: March 16, 2017
Categories:
Technical Assistance
Topics:
ACF-700, Tribes
Types:
Technical Bulletins

I. Introduction

The purpose of this Bulletin is to clarify questions and issues related to the Tribal Grantee reporting requirements, and to address recent changes to the Tribal Annual Child Care Report (ACF-700). The Office of Child Care (OCC) has consolidated the ACF-700 data report and Tribal Supplemental Narrative into one cohesive report with two parts. Part 1 of the ACF-700 report captures administrative data about the number of families and children served. Part 2 of the report contains specific questions that gather programmatic information about Tribal quality activities, coordination of activities with other early childhood programs, use of funds, technical assistance needs, use of the Data Tracker software, and progress toward identified goals. The new report format will allow OCC to more easily generate and analyze aggregate information, thereby giving OCC a more comprehensive understanding of Tribal program activities.

Submission of annual reports is a requirement for all Grantees who receive Child Care and Development Fund (CCDF) dollars. Additional information for Tribal Grantees can also be found in Technical Bulletins #12, #13, and #14 on the Office of Child Care (OCC) website.

This Bulletin addresses some of the most frequently asked questions about reporting responsibilities and processes received by the National Center on Child Care Data and Reporting (NCDR). Information summarized in this Bulletin is grouped into six sections which also include references to related on-line resources:

  • Reporting Requirements
  • Report Preparation and Submission
  • Specific ACF-700 Data Elements
  • Common Reporting Errors
  • ACF-700 Quality Assurance
  • Resources for Additional Help

II. REPORTING REQUIREMENTS

Question: Exactly what reports do I have to submit?

Answer: Following the award of a CCDF grant, Grantees must submit two different reports each year. First, Grantees must submit a financial report (ACF-696T), which describes expenditures of the grant funds. Second, Grantees must submit Part 1 and Part 2 of the ACF-700 report, which summarize data about the children and families served, services provided, and Tribal program activities. Reports represent activities that have taken place throughout the fiscal year (October 1 – September 30). Both reports are due by the end of December.

Additional guidance.

Question: Is there a specific form that I have to use to submit the reports?

Answer: Financial information must be entered into the ACF-696T form. The ACF-696T report form and submission instructions may be found online. Program data must be entered into the ACF-700 form (Part 1 and Part 2). Additional information about the ACF-700 program report may be found at.

III.Report Preparation and Submission

Question: Where and how do I submit my reports?

Answer: Both Part 1 and Part 2 of the ACF-700 report are submitted online on the OCC data submission website.

Tribal Grantees with NO access to an Internet connection may send a hard copy of the ACF-700 report (Parts 1 and 2) to the Regional Program Managers, with a second copy to NCDR.

Information on how to submit the Financial reports (ACF-696T) can be found online.

 

Financial Report

Data Report

Form Name

ACF-696T

ACF-700 (Part 1 and Part 2)

Due Date

90 days after the end of the fiscal year

By December 31

Report Frequency

Once annually

Once annually

Submission Method

OLDC web-based submission

Web-based submission

(Only for Tribes with no Internet access: Send a hard copy to the

ACF Regional Office AND NCDR)

Regional OCC Staff

NCDR (formerly, NCDT)

ACF-700 Submission Site

Question: How do I submit the ACF-700 online?

Answer: The Tribal Reporting page on the OCC’s website has information about and a link to the ACF-700 data submission site. You need a username and password to log into the site and enter your data. To obtain a username and password, contact the National Center on Child Care Data and Reporting by e-mail (ncdr@ecetta.info) or phone (1-877-249-9117). Once you have an account allowing you to submit your data, you can use that same account every year. You do not have to request a new username and password annually. When you submit your annual data online, it is advisable that you notify your ACF Regional Child Care Program Manager that you have met the reporting requirement.

Question: Some Grantees use the “Child Care Data Tracker” to prepare their ACF-700 report.What is the Tracker?

Answer: The Child Care Data Tracker is software that OCC developed and provides to Tribal Grantees to help them record and manage the information that is required for the preparation of Part 1 of the ACF-700 report. The Tracker is a case management tool that allows Grantees to maintain case-level information about the families and children they serve and the services they provide. In addition to automatically generating Part 1 of the ACF-700 report from the family and provider records you have entered, the Tracker functions include preparation of vouchers/certificates, preparation of mailing labels, and generation of a variety of other management reports.

Additional information about the Tracker may be found online.

Question: Do I have to use the Tracker?

Answer: The use of the Tracker software is not required. Grantees decide how they will best be able to maintain all of the information that is necessary for calculating the annual summary information about the families and children they serve, and the services they provide. It is important to note that even though the ACF-700 is an annual report that is due only one time each year, it relies on information that is collected throughout the year and calculated on a monthly basis. Using the Tracker can greatly facilitate this process because it does the required calculations for you.

IV.Specific ACF-700 Data Elements

Question: Which children and families should be reported on the ACF-700?

Answer: Children and families should be counted if they meet CCDF eligibility requirements and receive direct child care services paid for at least partially by Tribal CCDF funds. Direct child care services may be provided through a certificate or voucher, a grant or contract with a child care provider for services, or in a tribally-operated center with operational costs funded by CCDF. Children and families should not be counted if the CCDF grant paid only for quality activities or indirect activities, like improving the nutritional value of lunches, training staff, or teaching reading skills. In these cases, CCDF did not pay for direct child care services.

If the direct child care services are partially funded by Tribal CCDF and partially funded by another source (such as non-CCDF Tribal funding), these children and families should still be reported on the ACF-700. In this case, the Tribe should indicate the use of non-CCDF funds and identify the funding source(s) in the “Comments” field of the ACF-700 report.

Question: For Element 3, how do I report a child’s age during the reporting period?

Answer: The age of the child is reported as of the end of the report period (i.e. the age of the child on September 30 of the fiscal year) or the date the child exits from the CCDF program.

Question: For Element 3, which line do I use if a child is one year old?

Answer: All children receiving services fit into one and only one age category. Note that the categories are intended to be non-overlapping. The first category of 0 up to 1 year does not include a child who is exactly 1 year old. A child who is exactly 1 year old should be counted in category 3b (1 year up to 2 years). Likewise, a child who is exactly 13 years old should not be counted in either category 3g or 3h, but in category 3i (13 years and older).

Question: For Element 3, how do I record information if a child is receiving care in more than one type of program?

Answer: For each age category, you should count the total number of children receiving each type of care regardless of whether that care is full-time or only part-time. For example, one child may receive care in a licensed center from 8:00-3:00 (7 hours), and receive care from a licensed family home provider from 3:00-6:00 (3 hours). This child should be counted under both Column J and Column L.

When you record information about children receiving care in more than one care type, the rows may not add across to equal the total in Column A. The total of Columns B-L should be equal to or greater than Column A. Column A should represent an unduplicated count of the number of children served in each age group meaning that each child should be counted only once in this column.

Question: For Element 4, which line do I use if a parent is both working and in a training program?

Answer: Count only the activity (i.e., work or training) in which the parent spends the most time and is the primary reason for needing subsidized child care.

Question: For Element 6, how do I report the CCDF subsidy amount if we are operating our own child care program? We really don’t “pay” ourselves for child care in the traditional sense.

Answer: You can calculate and report the subsidy amount that your program spends for direct child care services for each CCDF-eligible child in your Tribally-operated center. Line 4 in the ACF-696T form requires you to indicate how much of your mandatory, discretionary, and base amount funds you have spent for direct child care services. The total of these three numbers from the ACF-696T report can serve as the basis for your calculation. See the ACF-700 Report Guide for detailed guidance. It is likely that you will have to coordinate with your fiscal staff to obtain accurate numbers. Technical Bulletin #14: Reporting Clarifications for Tribally Operated Centers provides additional reporting guidance specifically for Tribal Grantees operating their own Child Care Center.

ACF-700 Report Guide

696T Report Guidance

Technical Bulletin #14

V.Common Reporting Errors

Question: Is Element 4 (number of children receiving child care services based on reason for care) a count of children or a count of families?

Answer: Element 4 is a count of children, not families.

Question: Is Element 7 (number of children served whose families fall into certain income categories) a count of children or a count of families?

Answer: Element 7 is a count of children, not families.

Question: Is Element 8 (number of children served by different types of payment to providers) a count of children or a count of families?

Answer: Element 8 is a count of children, not families.

Question: What values must add up on the ACF-700 form?

Answer: There are several categories of numbers that must equal one another when they are added up. If the numbers aren’t equal, it is likely that some children were either counted twice or were left out. Specific data checks are detailed below.

Elements 3a through 3g, (total # children ages 0-13) = Element 3h

Element 3h, Column A represents the total number of children being served who are between birth and 13 years. Numbers reported in 3a through 3g should add up to and equal 3h. The following example displays only Column A of the ACF-700 form. The same rule applies to all of the columns for each of the care types.

EXAMPLE

(A) TOTAL

1.Number of families receiving child care services

75

2a.Average number of children served per month

118

2b.Total number of children receiving child care services

125

3a.Age breakdown of children receiving child care services: 0 up to 1 year

3

3b.Age breakdown of children receiving child care services:1 year up to 2 years

5

3c.Age breakdown of children receiving child care services: 2 years up to 3 years

20

3d.Age breakdown of children receiving child care services: 3 years up to 4 years

50

3e.Age breakdown of children receiving child care services: 4 years up to 5 years

22

3f.Age breakdown of children receiving child care services: 5 years up to 6 years

8

3g.Age breakdown of children receiving child care services: 6 years up to 13 years

12

3h.Age breakdown of children receiving child care services: 0 up to 13 years (sum of rows 3a thru 3g)

120

3i.Age breakdown of children receiving child care services: 13 years and older

5

Elements 3h + 3i, (total # children receiving services) = Element 2b

All children receiving services are either below age 13 (category 3h) or at or above age 13 (3i). Therefore, the sum of categories 3h and 3i must equal the total number of children served as reported on line 2b in column A. For each care type – Columns B through L – the same rule applies.

EXAMPLE

(A) TOTAL

1.Number of families receiving child care services

75

2a.Average number of children served per month

118

2b.Total number of children receiving child care services

125

3a.Age breakdown of children receiving child care services: 0 up to 1 year

3

3b.Age breakdown of children receiving child care services: 1 year up to 2 years

5

3c.Age breakdown of children receiving child care services: 2 years up to 3 years

20

3d.Age breakdown of children receiving child care services: 3 years up to 4 years

50

3e.Age breakdown of children receiving child care services: 4 years up to 5 years

22

3f.Age breakdown of children receiving child care services: 5 years up to 6 years

8

3g.Age breakdown of children receiving child care services: 6 years up to 13 years

12

3h.Age breakdown of children receiving child care services: 0 up to 13 years (sum of rows 3a thru 3g)

120

3i.Age breakdown of children receiving child care services: 13 years and older

5

Elements 4a through 4f, (total # children receiving services by reason for care) = Element 2b Column A

All children should be receiving services for one of six reasons, so these six numbers should equal the total number of children served as reported on line 2b, in Column A. Note that the counts are children and not families. If a family has four children, three of whom are receiving services because the parent is working, these three children should be included in the counts for Element 4a. The child not receiving subsidized services should not be counted anywhere in the ACF-700 form.

EXAMPLE

(A) TOTAL

1.Number of families receiving child care services

75

2a.Average number of children served per month

118

2b.Total number of children receiving child care services

125

4a.Number of children who received child care services Because: Their parent(s) worked

80

4b.Number of children who received child care services Because: Their parent(s) were in training or an education program

26

4c.Number of children who received child care services Because: Child received or needed protective services

5

4d.Number of children who received child care services Because there was a Federal Emergency and: Their parent(s) worked

10

4e.Number of children who received child care services Because there was a Federal Emergency and: Their parent(s) were in training or an education program

4

4f.Number of children who received child care services Because there was a Federal Emergency and: Child received or needed protective services

0

Elements 7a through 7d (total # children receiving services by family income as related to poverty level)= Element 2b, Column A

All children are from families that fall into one of the four income categories, so these four numbers should equal the total number of children served as reported on line 2b, in Column A. Note that the counts are of children and not families.

For example consider a single parent in your program with four children (this would be a family of 5), three of whom are receiving services because the parent is working. If this family has an income that is less than the amount stated in the current poverty guidelines, they would fall in category 7a (below poverty threshold). Even though the fourth child that is not receiving services is included when determining poverty level, this child is not included when counting the total number of children who received services. HHS poverty guidelines are updated annually and are available online.

Note that there are separate poverty guidelines for the 48 contiguous states and the District of Columbia, and for Alaska and Hawaii.

EXAMPLE

(A) TOTAL

1.Number of families receiving child care services

75

2a.Average number of children served per month

118

2b.Total number of children receiving child care services

125

7a.Number of children receiving child care from families with income: at or below the poverty threshold for families of the same size

110

7b.Number of children receiving child care from families with income: above the poverty threshold but at or below 150 percent of the poverty threshold for families of the same size

9

7c.Number of children receiving child care from families with income: above the 150 percent of the poverty threshold but at or below 200 percent of the poverty threshold for families of the same size

6

7d.Number of children receiving child care from families with income: above 200 percent of the poverty threshold for families of the same size

0

Elements 8a through 8d (total # children receiving services by payment type)= Element 2b, Column A

All children are served by providers whose payments fall into one of the four payment types reported on lines 8a-d, in Column A. For each care type – Columns B through L – the same rule applies. Note that the counts are of children and not families.

EXAMPLE

(A) TOTAL

1.Number of families receiving child care services

75

2a.Average number of children served per month

118

2b.Total number of children receiving child care services

125

8a.Number of children served by payment type this fiscal year: Grant/contract with provider

17

8b.Number of children served by payment type this fiscal year: Certificate or voucher to parent and/or provider

98

8c.Number of children served by payment type this fiscal year: Cash payment to parent

10

8d.Number of children served by payment type this fiscal year: Tribally-operated center

0

 

VI.ACF-700 Quality Assurance

It is the responsibility of each Tribal Grantee to ensure that the information being reported on both parts of the ACF-700 report accurately represents the families and children you serve, the providers you pay, and the services your CCDF grant supports. Each Program Administrator should review Part 1 and Part 2 for completion and accuracy prior to submitting the report to OCC. Some questions to ask yourself as you review your report include:

  • Is every field complete?
  • Have you answered the right question –i.e. counted children or families as specified?
  • Is every number a whole number (no decimals or fractions)?
  • Are all of the counts in Column A unduplicated counts?
  • Are the numbers entered in the right column, indicating accurate care types?
  • Are the numbers entered on the right row?
  • Have you calculated your averages correctly? Remember most averages should represent one child for one month.
  • Does the report make sense? Does the information seem to accurately represent your program activities over the past year?
  • For the Narrative, have you responded to all questions and provided sufficient details in the describe boxes?

The information you provide to OCC becomes a part of the biennial Report to Congress – an official document which is used to help guide policy decisions and budgetary considerations. It is important that the story you tell about your CCDF child care program is accurate.

VII. Resources for Additional Help

If you have other questions or need more information about the ACF-700 report or the Child Care Data Tracker software, there are two primary resources for additional help – your Regional Office Child Care Program Manager, and the National Center on Child Care Data and Reporting (NCDR).

The Office of Child Care (OCC) is represented by staff in each of the ten administrative regions across the country. You should contact your Regional Office if you have questions regarding your Child Care program policy or operations. Contact information for the Regional Offices can be found on the OCC website.

NCDR works with the OCC to provide technical assistance to all of the Tribal, Territory, and State CCDF Grantees with matters related to the required CCDF data reporting. You can reach NCDR Monday – Friday, 9:00 am- 5:00 pm prevailing Eastern Time by:

Phone (toll-free): 1-877-249-9117
E-mail: NCDR@ecetta.info
Fax: 301-816-8640
Mail: 2600 Tower Oaks Boulevard, Suite 600
Rockville, MD 20852

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Last Reviewed: March 27, 2017