CCDF Submission of the Case-Level Report (ACF-801) |
| Index: ACYF-PI-CC-01-02 | ACF-801 Form | Definitions | (Collection available in Word and PDF) |
| Related Items: ACF Regional Administrators | 1998 Case-level Data Report (ACF-801) | Sampling Specifications | FIPS Code Listing | Standards on Race and Ethnicity Data |
Program Instruction and Definitions (ACYF-PI-CC-01-02) |
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ACF |
Administration on Children, Youth and Families |
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1. Log No. ACYF-PI-CC-01-02 |
2. Issuance Date: April 12, 2001 |
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3. Originating Office: Child Care Bureau |
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4. Key Word: Child Care and Development Fund; Revised ACF-801 Case-Level Reporting Form |
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| References |
The Child Care Development Block Grant Act of 1990 as amended by the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996 (P.L. 104-193) and the Balanced Budget Act of 1997 (P.L. 105-33); 45 CFR 98; Information Memorandum Log No. ACYF-IM-CC-97-01, ACYF-IM-CC-97-02 and ACYF-PI-CC-98-01. Relevant Technical Bulletins are located on the Child Care Bureau Web site at the following address: www.acf.dhhs.gov/programs/ccb/report/formhelp/techbull/index.htm. |
| Purpose |
To inform States and Territories of the reauthorized and modified collection of case-level Child Care and Development Fund data (ACF-801). The form and instructions (definitions) are attached. |
| Background |
Case-level child care program information for the Child Care and Development Fund (CCDF) is required by Section 658K of the Child Care Development Block Grant Act as amended by Personal Responsibility and Work Opportunity Reconciliation Act and as modified by the Balanced Budget Act of 1997. |
| Reauthorized Form |
The Office of Management and Budget (OMB) has extended authorization
for ACF-801 Form through March 31, 2003. |
| Revised Instructions | The instructions are revised to incorporate needed clarifications including some that have been made in Technical Bulletins. The revised instructions also discuss the need for Unique State Identifiers in cases where parents have chosen not to provide Social Security Numbers. (See ACYF-PI-CC-00-04, issued on October 27, 2000.) This is necessary to ensure that cases can be unduplicated for reporting purposes in accordance with the statute governing the Child Care and Development Fund. (The Act, 658K(a)(B)(2)(E)) If a case has neither a Social Security Number nor a Unique State Identifier, the data related to that case cannot be processed. |
| Due Dates for the Case Level Disaggregate Report | Case-level data is collected monthly and reported quarterly. Reports are due 60 days after the end of each quarter. States and Territories may submit case level data monthly instead of quarterly. If they choose to submit the data monthly, the report is due 90 days after the reported month. |
| Who Must Report | All Lead Agencies in the United States, the District of Columbia, and Territories (including Puerto Rico, American Samoa, Guam, Northern Mariana Islands, and the U.S. Virgin Islands) are responsible for completing the ACF-801. |
| Penalties |
The statute provides that the Secretary may sanction a Lead Agency for non-compliance with any requirement of the CCDF program. (Child Care Development Block Grant Act, Section 658I(b)(2)(B)) The regulations provide that the Secretary may impose a penalty of not more than four percent of the Discretionary Funds for a Fiscal Year, if it is determined that a Lead Agency has failed to implement a provision of the Act, the regulations, or the Lead Agency's biennial Plan. (§ 98.92(b)(2)) States failing to provide reports may be subject to this penalty. (63 FR 39980) |
| Additional Information Required | 1) Information on Pooling (if applicable)If
a grantee pools its CCDF funds (i.e., includes other funding,
such as Title XX, State-only funds not used for MOE or Match,
or other funds not used for Match), it must report the percentage
of funds that are provided by CCDF on the ACF-800 Form. The Child
Care Bureau will calculate the percentage of each data element
attributable to CCDF. 2) Sampling Plan All States and Territories that submit a sample of their records must have a sampling plan that has been approved by their Regional Administrator. Sampling plans were required to be submitted to Child Care Bureau by February 28, 1998. If there are anticipated changes to the existing sampling plan, e.g., switching from submitting a sample to submitting full population data or vice versa, the Child Care Bureau should be notified 60 days in advance. |
| Reporting Burden | No change is expected in the reporting burden for collecting the information on the ACF-801 Form. Collection of the information for the ACF-801 is expected to average 20 hours per response, including the time for reviewing instructions, gathering and maintaining the data needed, and reviewing the collection of information. |
| Data Uses | The case-level administrative information received through this collection provides the means to analyze and evaluate the CCDF program and the extent to which States are assisting families in addressing child care needs. This collection will provide ACF with the information necessary to make its biennial report to Congress, address national child care needs, offer technical assistance to grantees, meet performance measures, assess performance for the TANF High Performance Bonus for Child Care, and conduct research. |
| Electronic File Transfer Method for Transmitting the Case Level Data File | The case-level report must be submitted
electronically to ACF via Connect:Direct (C:D). For all 50 States
and the District of Columbia, the Social Security Administration
computer center serves as a gateway when transmitting the data
file to the National Institutes of Health computer center. C:D
provides the security when transmitting confidential data. States
should contact the Child Care Automation Resource Center for information
on the C:D contacts. It is acceptable for Territories to submit their data file on a diskette. |
| Notification | Upon receipt of the case-level data file, the Federal system will process the data and generate summary and detail assessment reports. The two report files will automatically be transmitted via C:D to the State. The summary assessment report is sent via e-mail to the State Lead Agency and the appropriate Regional Office staff. This serves as a notification that the data file has been received. |
| Child Care Information Systems Technical Assistance | The Child Care Bureau has awarded a contract for information systems technical assistance and development to the Anteon Corporation. The Child Care Automation Resource Center is part of that contract. The Center assists CCDF grantees with their questions and concerns related to information systems. Assistance for completing the ACF-801 Form is available weekdays from 9:00 a.m. to 5:00 p.m. (Eastern Time). The telephone number is: (877) 249-9117. |
| Reporting Problems |
Lead agencies that have problems complying with the statutory reporting requirements should contact the Department for technical assistance. Questions should be directed as follows: Child Care Bureau: Joseph Gagnier: 202-205-8455 Technical Assistance: Child Care Automation Resource Center:
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| Index: ACYF-PI-CC-01-02 | ACF-801 Form | Definitions | (Collection available in Word and PDF) |
| Related Items: ACF Regional Administrators | 1998 Case-level Data Report (ACF-801) | Sampling Specifications | FIPS Code Listing | Standards on Race and Ethnicity Data |
