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Data Reporting Requirements

Subsidy, Access and Accountability information
This table is provided as a quick reference on reporting requirements for CCDF Administrators and other Lead Agency staff. Tribes have similar forms and dates. Click here to print this document. Click here to print this document for a similar table for tribes.
 
  State or Territory CCDF Plan Quality Progress Report Financial Report Aggregate and Case-Level Reports State or Territory ARP Stabilization Grants Provider-Level Report Error Rate Reports
Form number ACF-118 ACF-218 ACF-696 ACF800 & ACF 801 ACF 901 SDAP, ACF-403, 404 & 405
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. The purpose of the annual QPR is to capture State and Territory progress on how CCDF quality funds were expended, including the activities funded and the measures used by States and Territories to evaluate progress in improving the quality of child care programs and services for children from birth to age 13. 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 and territories are required to use the ACF-901 to report child care provider-level information about the numbers of and characteristics of child care providers receiving American Rescue Plan (ARP) Act stabilization grant awards. Sampling Decisions/Fieldwork Preparation Plan ACF-403: Record Review Worksheet

 

ACF-404: Data Entry Form

ACF-405: State Improper Authorizations for Payment Report

Frequency Triennially (Note: See information on amendment process and timelines) Annually Quarterly ACF-800: Annually

 

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

Quarterly (starting Jan. 2022) ACF-403, ACF-404, & ACF-405 are to be completed by one-third of the 52 states each year of a three-year cycle for the review process.
Reporting Period Three-year period Federal FY: October 1–September 30 (annually) October 1–December 31 January 1– March 31 April 1–June 30 July 1–September 30 ACF-800: Federal fiscal year (October 1 – September 30)

 

ACF-801: Every month or quarter

October 1 – December 31 January 1 – March 31 April 1 – June 30 July 1 – September 30

ACF-404 Year 1 cohort: FY 19, due June 2023* Year 2 cohort: FY 20, due June 2024* Year 3 cohort: FY 21, due June 2025* Due July 1 prior to start of reporting period (for example, 7/1/21 for FY 2022–2024) December 31 (three months after end of reporting period) 30 days after end of quarter

ACF-800: December 31

 

Due July 1 prior to start of reporting period (for example, 7/1/21 for FY 2022–2024) December 31 (three months after end of reporting period) 30 days after end of quarter ACF-800: December 31

 

 

ACF-801: For monthly reporting: 90 days after end of month; For quarterly reporting: 60 days after end of quarter

30 days after end of quarter

SDAP: October 31 following end of reporting period

 

ACF-403: December 31 following end of reporting period

ACF-404: June 30 following end of reporting period

ACF-405: 60 days from date of ACF-404 submission deadline

Submission method ACF-118 E-Submission site ACF-118 E-Submission site On-Line Data Collection (OLDC) System ACF-800: Child Care Automated Reporting System (CARS)

 

ACF-801: Electronic data files (via secure electronic medium)

ACF-901 submission of provider-level records of awarded stabilization grants to the Child Care Automated Reporting System (CARS) SDAP, ACF-404, ACF-405: Online Data Collection (OLDC) System

 

ACF-403: Email to Regional Office

Submit to Office of Child Care (via Internet) Office of Child Care (via Internet) ACF Regional Office ACF-800: Office of Child Care (via Internet)

 

ACF-801: Office of Child Care (via secure electronic medium)

Office of Child Care (via Internet) ACF Regional Office
Technical assistance ACF Regional Office ACF Regional Office ACF Regional Grants Staff On-line help for ACF-800

 

On-line help for ACF-801

ACF Regional Office

 

National Center on Child Care Data and Technology (NCDR)

On-line help for ACF-901

 

ACF Regional Office

 

National Center on Child Care Data and Technology (NCDR)

ACF Regional Office

 

National Center on Subsidy Innovation and Accountability (NCSIA)

 

Notes: Regarding due dates for reports, states [1] are strongly encouraged to submit reports ahead of due dates. This allows time for adjustments that may be needed, any technical challenges that may occur with the submission website, and unexpected absences by Lead Agency staff. The 31st dates reference “in the calendar year prior to the reporting year.”

** Each state, including the District of Columbia and Puerto Rico, reports its error rate once every 3 years on a rotational cycle. The 3-year cycle is assigned into cohorts as follows:

Cycle year 1: Alabama, Alaska, California, Colorado, Georgia, Illinois, Indiana, Kansas, Nevada, New Hampshire, North Dakota, Oklahoma, Pennsylvania, Puerto Rico, Texas, Vermont, Washington, West Virginia

Cycle year 2: Arizona, Arkansas, Delaware, Florida, Iowa, Louisiana, Massachusetts, Mississippi, New York, Ohio, Oregon, Rhode Island, South Dakota, Tennessee, Utah, Virginia, Wisconsin

Cycle year 3: Connecticut, District of Columbia, Hawaii, Idaho, Kentucky, Maine, Maryland, Michigan, Minnesota, Missouri, Montana, Nebraska, New Jersey, New Mexico, North Carolina, South Carolina, Wyoming

*** The 31st dates reference “in the calendar year prior to the reporting year.”

 


[1] CCDF regulations define state as follows: “any of the states, the District of Columbia, the Commonwealth of Puerto Rico, the Virgin Islands of the United States, Guam, American Samoa, the Commonwealth of the Northern Marianas Islands, and includes tribes unless otherwise specified” [Child Care and Development Fund, 45 C.F.R. § 98.2 (2016)]. For ease of reading, the term state is used inclusively throughout this resource unless otherwise specified.