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Child Care Reporting--Employer Identification


Provider Federal Employment Identification Number (FEIN)/Social Security Number (SSN)

Description

The Provider Federal Employment Identification Number (FEIN)/Social Security Number (SSN) is the unique identification number that the federal government requires all workers and agencies to have for tax purposes. For providers who do not have a FEIN, use their SSN.

The Provider FEIN/SSN is used by CDE to determine the unduplicated number of providers (both centers and homes) serving children during a one-year period. This count is needed for the CDD-800 Annual Aggregate report. This is a required federal report.

For Alternative Payment (AP) Contractors, the Provider FEIN/SSN submitted must be the FEIN or SSN of the license-exempt provider, family day care home provider, or center (the agency that operates the center) that provided the actual services to the child.

For Center-based Programs and Family Child Care Home Networks, the FEIN is the tax identification number of the provider where the child actually receives services. If the child received services in a Family Child Care Home, you must enter the Family Child Care Home provider’s FEIN or SSN. If the child received services in a center, you must enter the FEIN of the agency that operates the center.

Where to Find It

For Alternative Payment (AP) Contractors: The agency must have the FEIN or SSN in order to make payments to the provider. The agency's payment office will have the provider's FEIN or SSN.

For Center-based Programs and Family Child Care Home Networks: The agency's fiscal or accounting office will have the center's FEIN, and will have the FEIN or SSN of all family child care home providers who receive payments.

Rules and Guidelines

Error Messages and Solutions

The Provider FEIN/SSN is required. [801A File Transfer], [801 Web Input]
Problem

The Provider FEIN/SSN is blank.

Solution

Enter the Provider FEIN/SSN.

Invalid Provider FEIN/SSN. [801A File Transfer], [801 Web Input]
Problem

The Provider FEIN/SSN contains nonnumeric characters.
Or
The Provider FEIN/SSN contains all the same number (see exceptions above under Rules and Guidelines).

Solution

Enter a valid and complete Provider FEIN/SSN.

FEIN must contain nine (9) numbers. [801A File Transfer], [801 Web Input]
Problem

The Provider FEIN/SSN you entered does not contain exactly nine numbers.

Solution

Enter a valid and complete Provider FEIN/SSN.

The Head-of-Household SSN and Provider FEIN/SSN cannot be identical. [801A File Transfer], [801A Web Input]
Problem

You have entered the same number under both the Provider FEIN/SSN and Head-of-Household SSN. The information as entered indicates the parent is the service provider and this is not allowed.

Solution

Verify the Head-of-Household SSN entered.

Verify the Provider FEIN/SSN entered.

One or more duplicate records for this family. [801A File Transfer]
or
The provider/type of care already exists for this child's services. [801A Web Input]
Problem

For agencies submitting their CDD-801A via an electronic file:

For agencies submitting their CDD-801A via Web Input:

Solution

Electronic File Transfer: Delete one of the duplicate rows in the electronic file or correct the information in the identified rows to reflect the family, child, and provider information. In the case where a child received services from the same provider but at centers with different zip codes, review the Rules and Guidelines section above to determine which zip code to report.

Web Input: The information provided under the Provider FEIN/SSN and Type of Care has been entered twice. Verify information under each type of care displaying the error. Correct the information as necessary. In the case where a child received services from the same provider but at centers with different zip codes, review the Rules and Guidelines section above to determine which zip code to report.

FAQs about the Federal Employment Identification Number (FEIN)

Question 1

I have a child who has changed centers during the month. Both centers are operated by the same provider, but they have different zip codes. Nothing else changed for this child except the zip code of the provider. How do I report this child's provider information?

Answer

For children who receive services from the same provider but changed locations during the month, report the using the same FEIN/SSN. Do not change the Provider's Services Date because this date only changes when there has been a change in the Provider FEIN/SSN, the setting type, or the program code.

Question 2

The Provider is a license-exempt non-profit. The provider does not wish to disclose their FEIN.  Is there a way to record only zeros for this provider's FEIN/SSN field?

Answer

If the provider is receiving monies from the State then they must disclose their actual FEIN. 

Questions:   CDMIS Staff | cdmis@cde.ca.gov | 916-445-1907
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