CCDF Error Rate Review Resources
The CCDF error rate methodology employs a case record review process to determine whether eligibility for child care subsidy was properly determined and /or any improper payments were made. Each state (including the District of Columbia and Puerto Rico) completes the error rate review once every three years on a rotational cycle. NCSIA provides technical assistance for grantees in completing the methodology.
More background on the error rate review, including applicable regulations, can be found on the Office of Child Care's website.
Forms and Submissions
The Data Collection Instructions (DCI), most recently revised in 2022, details the error rate methodology and includes all required forms and instructions for completing the review process. The DCI and forms can be found on the Office of Child Care's website or can be accessed directly using the links below.
This document provides instructions for implementing the required error rate methodology.
The SDAP includes states’ plans for sampling cases and conducting case record reviews.
The Record Review Worksheet (ACF-403) provides a standardized format to assess the case record.
The State Improper Payments Report (ACF-404) contains the error and improper payment findings and analyses.
Any Lead Agency with an improper payment rate above 10% must complete and submit the ACF-405 CAP.
Resource for Completing Reviews
These resources will help Lead Agencies complete the required error rate reviews.
The module provides background on the error rate review and covers the steps needed to complete the process.
This resource includes considerations for the logistics, technology, and security of conducting reviews remotely.
This resource assists Lead Agencies in understanding the pooling factor as it relates to the review.
Training and Technical Assistance: Cohort Calls
NCSIA provides training webinars, or "cohort calls", for states that are completing the error rate review. Typically, two webinars are held for states during the review period year, and three are held for states during the reporting period year.
Error Rate Training for Year One States: Creating the Sampling Decisions, Assurances, and Fieldwork Preparation Plan and the Record Review Worksheet (March 30, 2022)
Error Rate Training for Year Three States: Successfully Completing Reviews and the ACF-404 Report (May 26, 2022)