Note: This Program Instruction and its attachments apply to the FY 1999 ACF-700 data collection. For instructions on the FY 2000 data collection, see the new Program Instruction (ACYF-PI-CC-00-06). |
CCDF Reporting Instructions and Requirements for Indian Tribes (ACF-700) |
Index: ACYF-PI-CC-99-09 | Internet Registration Form | ACF-700 Form (page 1) | ACF-700 Form (page 2) | Instructions | ACF RAs | (Collection available in Word and PDF) |
Related Items: FY 2000 Program Instruction |
ACF-700 Reporting Instructions |
CHILD CARE AND DEVELOPMENT FUND
INSTRUCTIONS FOR THE ANNUAL TRIBAL REPORT (ACF-700)
CONTENTS:
The table below shows the contents of this Program Guidance by topic.
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Contents of the CCDF Annual Report |
Instructions for Completing Lines 1-7 on Page 1 of the ACF-700 |
Definitions Used in ACF-700 |
Instructions for Completing Page 2 of the ACF-700 |
Instructions for the Supplemental Narrative Report |
Form ACF-700 |
Who must report |
All Tribal Lead Agencies must submit an Annual Report (ACF-700). |
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Reporting burden | The public reporting burden for collecting
the information in this Annual Report is estimated to average
42 hours per response. This estimate includes the time for reviewing
the instructions, searching existing data sources, gathering and
maintaining the data needed, and completing and reviewing the
reporting form.
Comments regarding the burden estimate or any other aspect
of this information collection, including suggestions for reducing
this burden, should be sent to: the Child Care Bureau, Switzer
Building, Room 2046, 330 C St., SW, Washington, DC 20201; and
to the Office of Information and Regulatory Affairs, Office
of Management and Budget, Washington, DC. |
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Background: | Page 1 of the ACF-700 collects aggregate data on families and children receiving CCDF-funded (or Child Care Development Block Grant-funded) child care services. | |
Contact Information | Enter the Tribal Lead Agency's name at the top of each page of the report form. Also, enter the Tribal Lead Agency's address and the name and phone number of a contact person. | |
How to count children & families (Lines 1 & 2): |
In Column A, count each child or family assisted once, regardless of the number of days care was provided, and even if the child or family has exited and re-entered the program. However, a child may be counted in more than one PROVIDER column (Columns B-L) if the child receives care from more than one provider type for different portions of the typical day, week, or month.
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How to calculate monthly average (Line2a) | Add the number of children served each month and divide by the number of months of service provided by the Tribal child care program (such as full year, 12 months; or. | |
When the service was provided determines if the service is counted | On page 1, report the number of children
or families provided services during the reporting period 10/1/98
- 9/30/99 regardless of:
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What services to count | Child care services are child care
slots purchased through contracts or grants or services purchased
through certificates funded under CCDF (or Child Care Development
Block Grant)
The total unduplicated number of children should be reported in column (A) line 2b.
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How to report exits or changes during the report period |
When a child or family leaves the program before the end of the report period, report the child or family data as of the date of exit from the program. (Enter data on all lines, as appropriate)
When a child or family changes the category of provider or reason for needing care during the report period, report the category or reason as of the end of the report period (or date of exit from the program).
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When data are "not applicable" on page 1 | The data requested on page 1 of the
ACF-700 may not apply in very three limited circumstances--when
the Tribal Lead Agency does not:
When one of these situations applies use "NA." Do not use "0", "--"or leave blanks in these situations. However, If a service is offered--but not used--show "0."
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How to show that data is "not available" on page 1 |
Use a "-" (dash) to indicate that the data requested apply to a Tribal Lead Agency's program, but are not available when the report is completed. When complete data are not available the Tribal Lead Agency should explain in a footnote or attachment when the missing data will be submitted.
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How to show "no" children served" on page 1 | Use a "0" when no children were served
in an age group or category of care.
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When a family receives services for multiple reasons: line 4 | When a family receives care for more than one reason (e.g., the parent works and is in a training program) count only the activity in which the parent (or child in the case of protective services) spends the most time and is the primary reason for needing subsidized child care. Line 4 entries should be unduplicated counts. NOTE: A Tribal Lead Agency defines the terms "working, " "job training and educational program," and "protective services" in Appendix 2 of the Tribal Plan Preprint. | |
How to calculate the average number of hours per month: line 5 |
Line 5 asks for the average number of hours of care per child per month. One method of calculating the average number of hours per month is to average the actual number of hours of care used by each child in each of the months in which services are provided or available. Tribal Lead Agencies should describe in a footnote how they calculated the average number of hours. Some Tribal Lead Agencies do not pay for (or keep records by) the actual number of hours of service per child. Rather, they reimburse by "full" or "part" days of service (or other increments). Such Tribal Lead Agencies can still calculate the average number of hours of child care per child per month by multiplying the average number of "full" and "part" days by the maximum number of hours of service that these definitions represent. For example, a Tribal Lead Agency that defines "part" day as 4 hours per day or fewer, the Tribal Lead Agency would multiply the number of "part" days provided per month by four. "Full days" can be similarly converted. |
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Calculating the average monthly rate: line 6 |
Tribal Lead agencies should use the same method for calculating the average monthly amount paid for child care services (i.e., CCDF subsidy on line 6a and parent copayment on 6b) as used to calculate the average number of hours of care as described above. Some Tribal Lead Agencies do not pay for (or keep records by) the month. Rather, they reimburse by "full" or "part" days of care (or other increments). Such Tribal Lead Agencies can still calculate the average monthly amount paid for child care per child. Multiply the number of full or part time days times 22 to calculate the monthly rate. |
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Poverty thresholds | Line 7 asks for the number of children served from families at specific poverty thresholds. The following table shows the HHS poverty guidelines for 1999 which should be used to complete line 7. (As published in the Federal Register on March 18, 1999 (Vol. 64, No. 52, pp. 13428-13430). |
1999 HHS Poverty
Guidelines for a family unit of... |
All States
(except |
Alaska |
Hawaii |
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1 |
$8,240 |
$10,320 |
$9,490 |
2 |
$11,060 |
$13,840 |
$12,730 |
3 |
$13,880 |
$17,360 |
$15,970 |
For each additional member add... |
$2,820 |
$3,520 |
$3,240 |
DEFINITIONS FOR FORM ACF-700 |
Child Care Services:
Child care services are child care slots purchased through contracts or grants or services purchased through certificates funded by Child Care Development Block Grant or CCDF funds.
Provider types are broken up into 2 broad categories of "Licensed/Regulated" and "CCDF Provider, No License Category Available." Under each of these categories are 4 types of providers: in-home; family home; group home; and centers (see columns (B) through (L). These terms are defined as follows:
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Provider legally regulated or licensed by Tribe or State designated licensing agent. |
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Legally non-regulated care provided in a child's home, family child care home, group home, or center-based site which licensing is not requirement. |
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Care provided by a caregiver in the child's home. |
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Care provided in a family child care home. |
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Care provided in a group child care home (as differentiated from a family child care home by the grantee). |
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Care provided in a center-based setting, including programs in schools. |
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A provider who is at least 18 years of age and who is a grandparent, great-grandparent, aunt or uncle, or sibling living outside the child's home |
INSTRUCTIONS FOR COMPLETING LINES 1 - 7 ON PAGE 2 OF THE ACF-700 |
Background: page 2 of the ACF-700 | Page 2 collects data on the uses for which Tribal Lead Agencies expended FFY 1996 Child Care Development Block Grant funds during the reporting period, 10/1/98 - 9/30/99. | |
The "FY 1996 Child Care Development Block Grant GRANT: $___ line | Complete the FY 1996 Child Care Development Block Grant GRANT: $____ line, which appears next to the "CONTACT PERSON:" field at the top of page 2, by entering the entire amount of the Child Care Development Block Grant grant (i.e., allocation) for FFY 1996. Enter only the total grant amount for FFY 1996. Do not show the total expended year-to-date, the remaining balance, a starting balance or other amount. | |
When the expenditure is made determines if the expenditure is counted |
Show only FY 1996 Child Care Development Block Grant GRANT expenditures made during the report period 10/1/98 through 9/30/99 regardless of when the service was provided.
NOTE: Tribal requirements may impact when an expenditure is officially "made." |
Report expenditures made only during the report period |
Column (A) reports final FFY 1996 expenditures made during the report period 10/1/98 through 9/30/99. Column (A) should not reflect cumulative (i.e., multi-year) expenditures -- only FFY 1996 expenditures that were made during the report period 10/1/98 through 9/30/99.
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Complete all items |
Complete all rows and columns. If no funds were expended in a category listed in lines 1 through 4 enter "$0". Do not use "NA", "-" or leave blanks on page 2.
Round all expenditures to the nearest dollar -- omit cents. |
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Financial Reporting | Amounts reported on page 2 of the ACF-700 should correspond to the amounts reported on the ACF-696-T or the SF-269 form submitted to ACF's Office of Administration for the same period. Do not include program income (i.e., parent fees) with expenditure data reported on the ACF-700. | |
Cross-checking; entries on page 2 |
The sum of items in column (A) on page 2 should be equal to or less than the amount shown in the FFY 1996 Child Care Development Block Grant GRANT $___ line at the top of page 2. The sum of items in column (A) on page 2 cannot exceed the amount of that year's grant. For a non-exempt Tribal Lead Agency that has expended its entire FY 1996 Child Care Development Block Grant allotment in a single fiscal year:
These percentages do not apply to exempt Tribal Lead Agencies. |
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A note about exempt Tribes | An exempt Tribal Lead Agency must expend at least 63.75% of its FFY 1996 Child Care Development Block Grant grant (excluding the base amount allocation per 45 CFR 98.62(b)) on direct child care services. Exempt Tribes should show the remaining expenditures (including expenditures from the base amount) in the line that most accurately describes the expenditure. Reminder: Where no expenditures are made show "$0". | |
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Supplemental narrative report |
The regulations require Tribal Lead Agencies to report other information, in addition to the data collected by Form ACF-700. This information will be included in the Secretary's report to Congress, as appropriate, and will be shared with other Tribal Lead Agencies to inform them of CCDF or Child Care Development Block Grant-funded activities in other tribal programs. There is no required format for the supplemental narrative report. Tribal Lead Agencies are encouraged to include any related materials to accompany the narrative, including brochures, pamphlets or news articles. |
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Content of narrative report |
There are 2 parts to the supplemental narrative:
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Descriptions |
In the supplemental narrative all Tribal Lead Agencies should describe:
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"Available data" |
To the extent that the Tribal Lead Agency has reasonably "available data", the following should also be included in the supplemental narrative report:
NOTE: Information in this section is not limited to CCDF programs, services or activities, but should include all child care available on the Tribal Lead Agency's reservation or tribal service area. |
Index: ACYF-PI-CC-99-09 | Internet Registration Form | ACF-700 Form (page 1) | ACF-700 Form (page 2) | Instructions | ACF RAs | (Collection available in Word and PDF) |
Related Items: FY 2000 Program Instruction |