TANF Data
Report - Section Two
Disaggregated
Data Collection for Families
No Longer
Receiving Assistance under the TANF Program
INSTRUCTIONS AND DEFINITIONS
General
Instruction: The State agency or Tribal grantee should
collect and report data for each data element.
The data must be complete (unless explicitly instructed to leave the
field blank) and accurate (i.e., correct).
An "Unknown" code may appear
only on four data elements: (#15 Date of Birth, #16 Social Security Number, #24
Educational Level, and #25 Citizenship/Alienage). For these data elements, unknown is not an
acceptable code for individuals who are members of the eligible family
receiving assistance (i.e., family affiliation code "1"). States are not expected to track closed
cases in order to collect information on families for months after the family
has left the rolls. Rather, States are
to report based on the last month of assistance.
1. State
FIPS Code: Enter your two-digit
State code from the following listing.
These codes are the standard codes used by the National Institute of
Standards and Technology. Tribal
grantees should leave this field blank.
|
State |
Code |
State |
Code |
|
|
01 |
|
30 |
|
|
02 |
|
31 |
|
|
60 |
|
32 |
|
|
04 |
|
33 |
|
|
05 |
|
34 |
|
|
06 |
|
35 |
|
|
08 |
|
36 |
|
|
09 |
|
37 |
|
|
10 |
|
38 |
|
Dist. Of |
11 |
|
39 |
|
|
12 |
|
40 |
|
|
13 |
|
41 |
|
|
66 |
|
42 |
|
|
15 |
|
72 |
|
|
16 |
|
44 |
|
|
17 |
|
45 |
|
|
18 |
|
46 |
|
|
19 |
|
47 |
|
|
20 |
|
48 |
|
|
21 |
|
49 |
|
|
22 |
|
50 |
|
|
23 |
|
78 |
|
|
24 |
|
51 |
|
|
25 |
|
53 |
|
|
26 |
|
54 |
|
|
27 |
|
55 |
|
|
28 |
|
56 |
|
|
29 |
|
|
2.
3. Tribal
Code: For Tribal grantees, enter the
three-digit Tribal code that represents your Tribe (See Appendix E of the TANF
Sampling and Statistical Methods Manual for a complete listing of Tribal Codes). State agencies should leave this field blank.
4. Reporting
Month: Enter the four-digit year and
two-digit month code that identifies the year and month for which the data are
being reported.
5. Stratum:
Guidance:
All families selected in the sample from the same stratum must be
assigned the same stratum code. Valid
stratum codes may range from "00" to "99." States and Tribes with stratified samples
should provide the ACF Regional Office with a listing of the numeric codes
utilized to identify any stratification.
States that use stratified samples must file section four of the TANF
Data Report, which contains the caseload size by stratum for each report month. If a State or Tribe uses a non-stratified
sample design or opts to provide data for its entire caseload, enter the same
stratum code any two-digit number) for each family.
Instruction:
Enter the two-digit stratum code.
FAMILY-LEVEL DATA
Definition: For reporting purposes, the TANF family
means (a) all individuals receiving
assistance as part of a family under the State's TANF Program; and (b) the
following additional persons living in the household, if not included under (a)
above:
(1) Parent(s)
or caretaker relative(s) of any minor child receiving assistance;
(2) Minor
siblings of any child receiving assistance; and
(3) Any
person whose income or resources would be counted in determining the family's
eligibility for or amount of assistance.
6. Case
Number - TANF:
Guidance:
If the case number is less than the allowable eleven characters, a State
may use lead zeros to fill in the number.
Instruction:
Enter the number that was assigned by the State agency or Tribal grantee
to uniquely identify the TANF family.
7. ZIP
Code: Enter the five-digit ZIP code
for the family's place of residence for the reporting month.
8. Disposition: Enter one of the following codes for each
TANF family.
1
= Data collection completed
2
= Not subject to data
collection/listed in error
9. Reason
for Closure:
Guidance: A closed case is a family whose
assistance was terminated for the reporting month, but received assistance
under the State's TANF Program in the prior month. A temporarily suspended case is not a closed
case. If there is more than one
applicable reason for closure, determine the principal (i.e., most relevant)
reason. If two or more reasons are
equally relevant, use the reason with the lowest numeric code. For example, when an adult marries, the
income and resources of the new spouse are considered in determining
eligibility. If, at the time of the
marriage, the family becomes ineligible because of the addition of the spouse's
income and/or resources, the case closure should be coded using code
"2". If the family did not
became ineligible based on the income and resources at the time of the
marriage, but rather due to an increase in earnings subsequent to the marriage,
then the case closure should be coded using code "1".
Instruction: Enter the two-digit code that indicates
the reason for the TANF family no longer receiving assistance.
01
= Employment and/or excess
earnings
02
= Marriage
03
= Federal five-year time limit
Sanctions
04
= Work-related sanction
05
= Child support sanction
06
= Teen parent failing to meet
school attendance requirement
07
= Teen parent failing to live in
an adult setting
08
= Failure to finalize an
individual responsibility plan (e.g., did not sign plan)
09
= Failure to meet individual
responsibility plan provision or other behavioral requirements (e.g., immunize
a minor child, attend parenting classes)
State
(Tribal) Policies
10
= State (Tribal) time limit, if
different than Federal
11
= Child support collected
12
= Excess unearned income
(exclusive of child support collected)
13
= Excess resources
14
= Youngest child too old to
qualify for assistance
15
= Minor child absent from the home
for a significant time period
16
= Failure to appear at
eligibility/redetermination appointment, submit required verification
materials, and/or cooperate with eligibility requirements
17
= Transfer to separate State MOE
program
18
= Family served by a Tribal TANF
program or Tribal New program
Other
19
= Family voluntarily closes the
case
99
= Other
10. Received
Subsidized Housing:
Guidance:
Subsidized housing refers to housing for which money was paid by the
Federal, State, or local government or through a private social service agency
to the family or to the owner of the housing to assist the family in paying
rent. Two families sharing living
expenses does not constitute subsidized housing.
Instruction:
Enter the one-digit code that indicates whether or not the TANF family
received subsidized housing for the reporting month (or for the last month of
TANF assistance).
1
= Public housing
2
= Rent subsidy
3
= No housing subsidy
11. Received
Medical Assistance:
Guidance:
The purpose of this data element is to identify families that are
eligible to receive medical assistance under the State plan approved under
Title XIX. This will include children
served by the Child Health Insurance Program (CHIP) when it is a part of the
Title XIX program.
Instruction: Enter "1" if, for the reporting
month (or for the last month of TANF assistance), any TANF family member was
enrolled in Medicaid and/or CHIP and, thus eligible to receive medical
assistance under the State plan approved under Title XIX or "2" if no
TANF family member was enrolled in Medicaid and/or CHIP.
1
= Yes, enrolled in Medicaid and/or CHIP
2
= No
12. Received
Food Stamps: Enter the one-digit code that indicates whether or not the
TANF family received food stamp assistance for the reporting month (or for the
last month of TANF assistance).
1
= Yes, received food stamp assistance
2
= No
13. Received
Subsidized Child Care:
Instruction:
If the TANF family received subsidized child care for services in the
reporting month (or for the last month of TANF assistance), enter code
"1" or "2," whichever is appropriate. Otherwise, enter code "3."
1
= Yes, received federally funded
(entirely or in part) child care (e.g., receives either TANF, CCDF, SSBG, or
other federally funded child care)
2
= Yes, received child care
funded entirely under a State, Tribal, and/or local program (i.e., no Federal
funds used)
3
= No
PERSON-LEVEL DATA
This section allows for coding up to
sixteen persons in the TANF family. If
there are more than sixteen persons in the TANF family, use the following order
to identify the persons to be coded: (1) the head-of-household; (2) parents in
the eligible family receiving assistance; (3) children in the eligible family
receiving assistance; (4) other adults in the eligible family receiving
assistance; (5) parents not in the eligible family receiving assistance; (6)
caretaker relatives not in the eligible family receiving assistance; (7) minor
siblings of a child in the eligible family; and (8) other persons, whose income
or resources count in determining eligibility for or amount of assistance of
the eligible family receiving assistance, in descending order from the person
with the most income to the person with the least income. As indicated below, reporting for certain
specified data elements in this section is optional for certain individuals
(whose family affiliation code is a 2, 3, 4, or 5).
14. Family
Affiliation:
Instruction:
Enter the one-digit code that shows the individual's relation to the
eligible family receiving assistance.
1
= Member of the eligible family
receiving assistance
Not
in eligible family receiving assistance, but in the household
2
= Parent of minor child in the eligible
family receiving assistance
3
= Caretaker relative of minor
child in the eligible family receiving assistance
4
= Minor sibling of child in the
eligible family receiving assistance
5
= Person whose income or
resources are considered in determining eligibility for or amount of assistance
for the eligible family receiving assistance
15. Date
of Birth: Enter the eight-digit code
for date of birth for this individual under TANF in the format YYYYMMDD. If the individual's date of birth is unknown
and the individual's family affiliation code is not "1," enter the
code "99999999".
16. Social
Security Number: Enter the
nine-digit Social Security Number for the individual in the format
nnnnnnnnn. If the social security number
is unknown and the individual's family affiliation code is not "1,"
enter "999999999". If the
Family Affiliation code is "1", the State (Tribe) must make every effort
to provide the SSN. For those few
individuals that the State (Tribe) cannot obtain the SSN in time to meet the
reporting due date, the State (Tribe) should use "000000000" with the
understanding that the State (Tribe) must replace this number with the correct
SSN once the SSN is obtained.
17. Race/Ethnicity:
Guidance: The intent of this data element is to
capture the multiplicity of race and ethnicity characteristic applicable to
each person. States (Tribes) should code
at least one of the race categories "YES" in addition to coding
ethnicity.
Instructions:
To allow for the multiplicity of race/ethnicity, please enter a
one-digit code for each race and for ethnicity of the TANF individual. Reporting of this data element is optional
for individuals whose family affiliation code is 4 or 5.
Ethnicity
a. Hispanic
or Latino
1
= Yes, Hispanic or Latino
2
= No
Race:
b. American
Indian or
1
= Yes, American Indian or
2
= No
c. Asian
1
= Yes, Asian
2
= No
d. Black
or African American
1
= Yes, Black or African American
2
= No
e. Native
Hawaiian or Other Pacific Islander
1
= Yes, Native Hawaiian or Pacific Islander
2
= No
f. White
1
= Yes, White
2
= No
18. Gender: Enter the one-digit code that indicates the
individual's gender.
1
= Male
2
= Female
19. Received
Disability Benefits
Instructions:
The Act specifies five types of disability benefits. For each type of disability benefits, enter
the one-digit code that indicates whether or not the individual received the benefit.
a. Received
Federal Disability Insurance Benefits Under the Social Security OASDI Program
(Title II of the Social Security Act):
Guidance:
States and Territories must complete this data element.
Instruction:
Enter the one-digit code that indicates the adult received Federal
disability insurance benefits for the reporting month (or the last month of
TANF assistance). This item is not
required to be coded for a child.
1
= Yes, received Federal disability insurance
2
= No
b. Receives
Benefits Based on Federal Disability Status Under Non-Social Security Act
Programs:
Guidance: These programs include
Veteran's disability benefits, Worker's disability compensation, and Black Lung
Disease disability benefits. States and
Territories must complete this data element.
Instruction: Enter the one-digit code that indicates
the individual received benefits based on Federal disability status for the
reporting month (or the last month of TANF assistance). This data element should be coded for each
adult and child with family affiliation code "1".
1
= Yes, received benefits based on
Federal disability status
2
= No
c. Received
Aid to the Permanently and Totally Disabled Under Title XIV-APDT of the Social
Security Act:
Guidance:
Title XIV-APDT is applicable only in the Territories. States (Tribes) may leave this data element
blank or use code "2." The Territories
must complete this data element.
Instruction:
Enter the one-digit code that indicates the adult received aid under a
State plan approved under Title XIV for the reporting month (or the last month
of TANF assistance). This item is not
required to be coded for a child.
1
= Yes, received aid under Title XIV-APDT
2
= No
d. Received
Aid to the Aged, Blind, and Disabled Under Title XVI-AABD of the Social
Security Act:
Guidance:
Title XVI-AABD is applicable only in the Territories. States (Tribes) may leave this data element
blank or use code "2." The
Territories must complete this data element.
Instruction:
Enter the one-digit code that indicates the adult received aid under a
State plan approved under Title XVI-AABD for the reporting month (or the last
month of TANF assistance). This item is
not required to be coded for a child.
1
= Yes, received aid under Title
XVI-AABD
2
= No
e. Received
Supplemental Security Income Under Title XVI-SSI of the Social Security Act:
Guidance:
States (Tribes) must complete this data element. The Territories may leave this data element
blank or use code "2."
Instruction: Enter the one-digit code that indicates
the individual received aid under a State plan approved under Title XVI-SSI for
the reporting month (or the last month of TANF assistance). This data element should be coded for each
adult and child with family affiliation code "1".
1
= Yes, received aid under Title
XVI-SSI
2
= No
20. Marital
Status:
Guidance: A noncustodial parent who is remarried
should be coded a "2" or "3" depending if (s)he is living
with his/her current spouse.
Instruction: Enter the one-digit code for the marital
status of the adult recipient. Reporting
of this data element is optional for individuals whose family affiliation code
is 4 or 5.
1
= Single, never married
2
= Married, living together
3
= Married, but separated
4
= Widowed
5
= Divorced
21. Relationship
to Head-of-Household:
Instruction:
Enter the two-digit code that shows the individual's relationship
(including by marriage) to the head of the household, as defined by the Food
Stamp Program or as determined by the State (Tribe), (i.e., the relationship to
the principal person of each person living in the household.) If a minor child head-of-household, enter
code "01."
01
= Head-of-household
02
= Spouse
03
= Parent
04
= Daughter or son
05
= Stepdaughter or stepson
06
= Grandchild or great grandchild
07
= Other related person (brother, niece, cousin)
08
= Foster child
09
= Unrelated child
10
= Unrelated adult
22. Parent
With Minor Child In the Family:
Guidance: A parent with a minor child in the
family may be a natural parent, adoptive parent, or step-parent of a minor
child in the family. Reporting of this
data element is optional for individuals whose family affiliation code is 3, 4,
or 5.
Instruction: Enter the one-digit code that indicates
the individual's parental status.
1
= Yes, a parent with a minor
child in the family
2
= No
23. Needs
of a Pregnant Woman: Some States
(Tribes) consider the needs of a pregnant woman in determining the amount of
assistance that the TANF family receives.
If the individual was pregnant and the needs associated with this
pregnancy were considered in determining the amount of assistance for the last
month of TANF assistance, enter a "1" for this data element. Otherwise enter a "2" for this data
element. This data element is applicable
only for individuals whose family affiliation code is 1.
1
= Yes, additional needs
associated with pregnancy were considered in determining the amount of
assistance
2
= No
24. Educational
Level: Enter the two-digit code to
indicate the highest level of education attained by the individual . Unknown is not an acceptable code for
individuals whose family affiliation code is "1". Reporting of this data element is optional
for individuals whose family affiliation code is 4 or 5.
01-11 = Grade
level completed in primary/secondary school including secondary level
vocational school or adult high school
12
= High school diploma, GED, or
National External Diploma Program
13
= Awarded Associate's Degree
14
= Awarded Bachelor's Degree
15
= Awarded graduate degree
(Master's or higher)
16
= Other credentials (degree,
certificate, diploma, etc.)
98
= No formal education
99
= Unknown
25. Citizenship/Alienage:
Instruction: Enter the one-digit code that indicates
the adult's (or minor child head-of-household's) citizenship/alienage. Unknown is not an acceptable code for an
individual whose family affiliation code is "1". Reporting of this data element is optional
for individuals whose family affiliation code is 4 or 5.
1 =
2 = Qualified
alien
9 = Unknown
26. Number
of Months Countable toward Federal Time Limit:
Guidance: A
countable month is a month for which the adult head-of-household, a spouse of
the head-of-household, or minor child head-of-household receives assistance and
is not exempt from the Federal five-year time limit. Continue accumulating countable months beyond
the 60 months as long as the head-of-household or the spouse of the
head-of-household continues to receive assistance. For an adult who is not the head-of-household
or the spouse of the head-of-household the number of months on assistance do
not count toward the Federal five-year time limit.
Instruction: Enter the number of months countable
toward the adult's (or minor child head-of-household's) Federal five-year time
limit based on the cumulative amount of time the individual has been either the
head-of-household or the spouse of the head-of-household and has received
Federal TANF assistance from both the State (Tribe) and other States or
Tribes. Reporting of this data element
is optional for individuals whose family affiliation code is 2, 3, 4, or 5.
27. Number
of Countable Months Remaining Under State's (Tribe's) Time Limit:
Guidance: If a State (Tribe) did not opt to have a
time limit other than the Federal five-year time limit, the State may leave
this data element blank.
Instruction; Enter the number of months that remain
countable toward the adult's (or minor child head-of-household's) State
(Tribal) time limit. Reporting of this
data element is optional for individuals whose family affiliation code is 2, 3,
4, or 5.
28. Employment
Status:
Guidance:
An employed adult (or minor child head-of-household) should have earned
income (See data element #29.)
Instruction: Enter the one-digit code that indicates
the adult's (or minor child head-of-household's) employment status. Leave this field blank for other minor
children. Reporting of this data element
is optional for individuals whose family affiliation code is 4 or 5.
1
= Employed
2
= Unemployed, looking for work
3
= Not in labor force (i.e.,
unemployed, not looking for work, includes discouraged workers)
29. Amount
of Earned Income: Enter the amount
of the adult's (or minor child head-of-household's) earned income for the last
month on assistance or for the month used to budget for the last month on
assistance.
30. Amount
of Unearned Income: Enter the dollar
amount of the individual's unearned income for the last month on assistance or
for the month used to budget for the last month on assistance.