CDD-801A Report

The CDD-801A Report is the standardized California Department of Education report used to list families receiving child care services during the reporting month.

To View the CDD-801A Report:

From the Reports Menu, select the CDD-801A Report. The report criteria form will be displayed.
Select a division or select "All" to include all.
Select a report month and year.
Select a program group or select "All" to include all.
Note: Many agencies will create an "801A Report Group" including all the programs that should be reported on the 801A. For more information on setting up program groups, click here.
Select a data source. Choices include:
- Attendance- will include children with one or more days of attendance entered during the specified report month. This will allow center-based agencies to filter for only those children that received services during the reporting period.
- Attendance Sheets Received- will include children with attendance sheets that have had a status of “Received." This can be a great option for agencies that have not processed all provider payments before submitting their 801A Report. Children will be included if they have an attendance sheet with a "Received" status at any point (not just the current status). For example, if an attendance sheet has a “Received” status on April 5th and a “Rejected” status on April 6th, that child will be included in the 801A export because their attendance sheet had a “Received” status at some point.
- Schedules (not recommended)- will include children with one or more scheduled days of care for the specified report month. When the “Schedules” option is used, it is possible that children who did not receive services will be included in the 801A, since this option is using scheduled care, not actual care. When you choose this option, it is highly recommended that you review your 801A carefully and remove any children that did not receive care during the reporting period.
- Vouchers- will include children for whom payments were made for child care services provided during the specified report month.
Verify that the "Exclude children in private/full fee programs" box is checked. Any scheduled care for programs in the "PRVT" (Private/Full Fee) Program Group will be excluded from the 801A.
Specify a file name.
Click the Display Report button to display a report listing the records that will be included in the 801A export file that will be submitted to CDE. You should print the report or save a copy to your computer.
Carefully review the information in the file and resolve any issues found before continuing.
If the information in the report is correct, click the Export button to create the 801A export file. The file will be saved to your computer. The location where the file is saved is based on your internet browser settings, but the most common location is your Downloads folder.
Follow the instructions from CDE to submit the file.
Note: After submitting the report to CDE, you may receive an error report detailing any issues with your file. The error report will include row numbers specifying the records with issues. You should review the data and resolve any issues, then create a new export file.

Fields included in the 801A export file:

Field

Description

FICN

The FICN is made up of the following: [Last two characters from vendor number] plus “F” plus the CARE Family ID.

For foster children: [Last two characters from vendor number] plus “C” plus the CARE Child ID.

Note: The vendor number is entered via the Header button on the 801A Report criteria form.

Head-of-Household Social Security Number

This field will be left blank.
This is excluded due to the phase-out of collecting of social security number, per Management Bulletin 17-20.

Head-of-Household Last Name

Primary parent last name from the /wiki/spaces/NSSD/pages/103612425.. Or, if the family record includes foster children, the foster child's last name will be used.

Head-of-Household First Name

Primary parent first name from the /wiki/spaces/NSSD/pages/103612425. Or, if the family record includes foster children, the foster child's first name will be used.

Head-of-Household

Middle Initial

Primary parent's middle initial from the /wiki/spaces/NSSD/pages/103612425. Or, if the family record includes foster children, the foster child's middle initial will be used.

Zip Code

Family Zip Code (9 digits) from the /wiki/spaces/NSSD/pages/103612425.

TANF

If the TANF field on the Family Form: Income/Family Fee Page is set to "Yes," a “Y” will be exported. If the TANF field is set to "No", a "N" will be exported.

Family income greater than 70% of state median income?

If the family’s total income and family size is greater than 70% of the state median income (based on the values entered in the Rank Setup Form), a "Y" will be exported. Otherwise, a “N” will be exported.

Note: There is a “Set income ceiling to ___%” system option (on the State Report Page of System Options). This option allows CARE Administrators to set the income limit that will be used to specify the percentage to be used for this field on the 801A and 801B. For most agencies, this will be set to 70%. This can be used to specify a higher percentage in counties where the income limits are higher (such as San Mateo and San Francisco counties).

Note: The report/export will compare the income entry in effect as of the reporting period to the rank table in effect as of the income entry.

Family Size

The family size from the Family Form: Income/Family Fee Page.

Income

The monthly family income (rounded to the nearest dollar) from the Family Form: Income/Family Fee Page.

Note: When a family has an income change during the reporting month that results in the family being over the income limits, CARE will report their previous income for that reporting month. Then, the actual income will be reported for any subsequent months where the family is included in the 801A Report. This functionality was requested by CDE so the family record would not be rejected for being over income during the month their income changed.

Reason for Receiving Child Care

The single letter need status code for the entries selected on the Family Form: Need Status Page.

Note: If more than one Need Status is selected on the Family Form, the need status code with the greatest value will be used.

The need status codes (defined by CDE) are entered on the Need Status Setup Form in CARE. The standard codes used for the 801A are:

Code	Description
A	Child Protective Services Note: This code will be used for these two need statuses: (1) "Child Protective Services" (code A in Family Need Status Setup Form) and (2) “Child(ren) Identified as At Risk of Being Abused, Neglected, or Exploited” (code "N" in Family Need Status Setup Form).
B	Parent/Caretaker Incapacitated
D	Working
E	Education or Training
F	Both Working and Education/Training
G	Seeking Employment
H	Seeking Permanent Housing Note: This code will be used for these two need statuses: (1) "Seeking Permanent Housing (code H in Family Need Status Setup Form) and (2) “Homeless” (code "M" in Family Need Status Setup Form).
J	Handicapped Program
M	Homeless
N	Child(ren) Identified as At Risk of Being Abused, Neglected, or Exploited
Q	Part Day California State Preschool Program (this reason must be used when all children in the family receive only part-day CSPP services)

FIPS Code

The two digit state code plus the three digit county code. These codes are specified by the government.
The code displayed here will be based on the county selected on the /wiki/spaces/NSSD/pages/103612425.

Family Start Date

Family First Served Date from the Family Form: Case Info Page
Per CDE, this should be the actual date on which the family began receiving CDD-subsidized services through your agency. This date should only be changed if there was a three month or greater gap in services.

Child’s Last Name

Child's last name from the Child Form: General Page.

Child’s First Name

Child's first name from the Child Form: General Page.

Child’s Middle Initial

Child's middle initial from the Child Form: General Page.

Child's Ethnicity

“Y” will be reported if "Hispanic/Latino" is selected on the Child Form: General Page.

"N" will be reported for anything other than "Hispanic/Latino" or if the Ethnicity field is blank.

Child's Race

A "Y" will be exported for the applicable child races selected on the Child Form: Race Page.

Child's Gender

Child's gender from the Child Form: General Page. "F" will be reported for "Female" and "M" will be reported for "Male."

Child’s Date of Birth

Child's date of birth from the Child Form: General Page.

Has IEP?

If “Exceptional Needs” or “Severely Handicapped” is selected on the Child Form: Special Need Page AND that need status entry was in effect for at least one day during the report month or the special needs dates were blank, a "Y" will be reported. A "N" will be reported when the child does not have either of the two special needs options selected or if the specified special needs are selected, but not in effect during the reporting month.

Child's Primary Language

The two digit setup code (from the Native Language Setup Form) for the child's native language (entered on the Child Form: General Page will be reported.

Child is an English Learner

If “Limited English” is selected on the Child Form: Special Need Page and the entry is in effect for at least one day during the reporting month or the special needs dates are blank, a "Y" will be reported. Otherwise, "N" will be reported.

Note: The field will be left blank for children under 5 or over 18 as of the kindergarten cut-off date (September 1st).

Child Start Date

Enrolled Date from the Child Form: General Page.
Per CDE, this should be the the actual date on which the child began receiving CDD-subsidized services through your agency. This date should only be changed if there was a three month or greater gap in services.

PT Care

The report/export will take all schedules in effect as of the reporting period and calculate the total hours for each day based on all scheduled or attended care for the day. It will count the days of scheduled/attended care with less than 4 hours and the days of scheduled/attended care with 4 hours or more. If the majority of days are less than 4 hours, “Y” will be reported.

Note: When a program group is selected on the 801A criteria form, only hours of enrollment/attendance for the programs in the selected program group will be counted.

Provider Tax ID

The Tax ID from the Provider Form: General Page.

FIPS Code

The two digit state code plus the three digit county code. These codes are specified by the government.
The code displayed here will be based on the county selected on the Provider Form: General Page.

Zip Code

Provider Zip Code (9 digits) from the Provider Form: Demographics Page.

Note: The zip code from the provider's main address will be used unless the zip code is only 5 digits. In that case, CARE will use the zip code from the provider's mailing address.

QRIS

QRIS Participation Code- A single digit code will be exported based on the selection made on the Provider Form: Demographics Page.

The codes (as set by CDE) are as follows:

0- No. Provider is eligible but does not participate in QRIS.
1- Yes. Provider does participate in a QRIS.
7- The State has an operating QRIS in the provider's area, but the provider is not eligible to participate.
8- The State does not have an operating QRIS in the provider's area.

Accreditation

Accreditation Status- A single digit code will be exported based on the selection made on the Provider Form: Demographics Page.

The codes (as set by CDE) are as follows:

0 – No
1 - Yes. National Accreditation
2 - Yes. State Accreditation
3 – Yes. Other Accreditation (not National or State Level)
4 – Yes. Level/Type of Accreditation Unavailable
9 – NA. Information Currently Unavailable

Provider Code

The two digit setup code (from the Provider Type Setup Form) for the provider type selected on the Provider Form: General Page will be reported.

Program Codes

The four character program codes (from the Program Setup Form). If program assignment is tracked at the schedule detail level, the program information will be pulled from the Schedule Form: Enrollment Page. If program assignment is tracked at the child level, the program information will be pulled from the Child Form: Programs Page.

Services Date

The earliest Schedule Start Date for that consecutive Child/Provider/Program combination. So, if the child has 3 consecutive schedules with the same provider and program, it will use the “Schedule Start Date” from the earliest schedule.

Notes:

If there is a change in program (even if the provider remains the same), the start date from the newer schedule will be used.
If there is a gap in service of three months or longer for a child with a provider, the Service Date will be set to the Schedule Start Date from the earliest schedule after the gap in child care.
If a child has a change in provider and at a later date changes back to a provider from a previous schedule, the service date for the 801A Report will be the schedule start date from the earliest schedule after the child’s return to the provider.
If a child has concurrent schedules with two providers and there is a three month or longer gap with only one of the providers, the service date for the 801A will be the latest schedule start date with that provider after the gap.

Additional Information:

General Information:

The vendor number is a seven character code assigned by CDE and included in the report and export file. The vendor number is pulled from the report header information. Click the Header button on the criteria form to enter the vendor number. If you enter seven characters, the vendor number will be exported as is. If you only enter four characters, CARE will add three trailing zeros to the end of the vendor number before exporting (e.g. if you enter Z987, it will be updated by CARE to Z987000). This information is saved and does not need to be changed or re-entered unless you are submitting multiple 801A reports with different vendor numbers.
When a child has multiple schedules due to a change of provider during the month, but the Provider Tax ID is the same for both providers, to prevent duplicate record errors from CDE, the one with the earliest service start date will be reported.
When a child has multiple schedules due to a change of provider during the month and the Provider Tax ID is different, both records will be included.
Regardless of the data source selected, a record must meet the following requirements in order to be included in the report/export:
- The First Served Date on the Family Form: Case Info Page must be before the end of the report month OR blank.
- The Term Date on the Family Form: Case Info Page must be after the first day of the report month OR be blank.
Children on LOA during the entire month will be excluded from the 801A when the "Schedules" data source option is selected. This also applies if the child’s schedule starts or ends mid-month and the LOA period covers the entire period that the schedule is in effect.

Reporting Foster Children on the 801A Report:

When there is a foster child in the family, he/she will be reported as the head of household on the 801A report.
For the 801A, all foster children in the same family will have the same FICN and the oldest foster child receiving care will be reported as the head of household for all.
- Example: In a family with two foster children (John Doe- age 7 and Sally Smith- age 4), the 801A record for both children will have John Doe listed as the head of household because John Doe is the oldest foster child recieving care in the family.
For more information about foster child records in CARE, click to view the Foster Child Records in CARE page.

Applicable Setup and System Options

There is a "Set 801A income ceiling to ___%" system option on the State Report Format Page of System Options. This option allows CARE Administrators to set the income limit that will be used to determine if the family is over the income ceiling for the corresponding field on the CDD-801A and 801B Reports. By default, the limit is set to 70%. This can be changed to a higher percentage in counties where the income limits are higher (such as San Mateo and San Francisco counties).

KinderSystems CARE Online User Guide

CDD-801A Report

To View the CDD-801A Report:

Fields included in the 801A export file:

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