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CCDF Reporting Overview for States and Territories (also available in Word)

 

 State/Territorial Plan Financial Report Aggregate and Case-Level Reports Error Rate Reports

Form number

ACF-118 ACF-696 ACF-800 & ACF-801 ACF-400, ACF-401 & ACF-402

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.

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 authorizations for payments as well as identify strategies for reducing future improper authorizations for payments.

Sampling Decisions/Fieldwork Preparation Plan

ACF-400: Record Review Worksheet

ACF-401: Data Entry Form

ACF-402: State Improper Authorizations for Payment Report

Report frequency

Biennially

Quarterly

ACF-800: Annual

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

ACF-400, ACF-401 & ACF-402 are to be completed once every three years for the review process.

Reporting period(s)

Two-year periods starting with an even-numbered fiscal year
(e.g. FY2008 – FY2009,
or Oct 1, 2007 – Sep 30, 2009)

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: 10/01/06 – 09/30/07
Year 2 States: 10/01/07 – 09/30/08
Year 3 States: 10/01/08 – 09/30/09

(Repeat cycle for subsequent years)

Due when

  • The July 1st prior to the 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

ACF-400: December 31st following end of reporting period.

ACF-401: March 31st following end of reporting period. (reviews completed)

ACF-402: June 30th following end of reporting period

Submission method

Hard copy, or Email attachment (to ACF Regional Office, by prior arrangement)

  • Hard copy or On-Line Data Collection (OLDC) System

  • Hard copy, or

  • Email attachment (to ACF Regional Office, by prior arrangement)

Submit to

  • ACF-800: Child Care Bureau, Reports Manager (via internet)

    ACF-801: Department of Health and Human Services (via secure electronic medium)

     

Technical assistance