Background

The CCDF error rate methodology employs a case record review process to determine whether eligibility for child care subsidy was properly determined, and whether 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 on 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 2018, details the error rate methodology and includes all required forms and instructions for completing the review process. The DCI and forms can be the Office of Child Care's website, or can be accessed directly using the links below.

• CCDF Improper Payment Data Collection Instructions for 2018-2021
• Sampling Decisions, Assurances, and Fieldwork Preparation Plan for 2018-2021
• Record Review Worksheet (ACF-403) for 2018-2021
• State Improper Payments Report (ACF-404) for 2018-2021
• Corrective Action Plan (ACF-405) for 2018-2021

Resources for Completing Reviews

• Using the Pooling Factor in the CCDF Error Rate Review: Assists Lead Agencies in understanding the pooling factor as it relates to the review
• Conducting CCDF Error Rate Reviews Remotely (brief): Includes considerations for the logistics, technology,and security of conducting reviews remotely.

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. All webinar videos not linked below can be accessed on NCSIA's GoToWebinar channel. PDFs of the webinars slides can be accessed at the bottom of this page. The following webinars have taken place during FY 2019 and FY 2020:

• Year Three State Cohort Call: Conducting Error Rate Reviews (November 14, 2018)
• Year One State Cohort Call: Conducting Error Rate Reviews Using the Revised Data Collection Instructions (January 9, 2019)
• Year Three State Error Rate Training: Case Reviews Using the Record Review Worksheet (February 13, 2019)*
• Year One State Error Rate Training: Case Reviews Using the Record Review Worksheet (February 14, 2019)*
• Year Three State Error Rate Training: Successfully Completing Reviews and the ACF-404 Report (April 24, 2019)
• Year Two State Cohort Call: Getting Started with the Error Rate Review (October 30, 2019)
• Year One and Two State Cohort Call: Conducting Case Record Reviews (February 18, 2020)
• Year Two Cohort Call: Creating the Sampling Decisions Assurances and Fieldwork Preparation Plan (February 19, 2020)
• Error Rate Training for Year 1 States: Successfully Completing Error Rate Reviews & the ACF-404 Report (May 28, 2020)
• Error Rate Year 2 Cohort Call: Case Review Check-In and Frequently Asked Questions (October 1, 2020)

*The same set of slides was used for both of these webinars

Error Rate Fact Sheets

These fact sheets summarize the error rate findings for each year. They include information about the national error rates, causes of improper payment errors, and states' strategies to reduce errors.

The most recent fact sheet includes the findings from the 2019 federal fiscal year, and can be accessed at the bottom of this page. Previous fact sheets can be accessed here.