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Child Care Reporting--Provider Zip Code


Provider Zip Code

Description

The Provider Zip Code is the 9-digit zip code (5-digit zip code and +4 digit extension) of the location where the child receives services.

Where to Find It

This information is part of the provider's address. For Alternative Payment programs, it should be in the provider's file and for center-based programs, it may be in the family's file.

Note: check to see if the family has a subsequent Notice of Action on file (not the initial notice) that applies to the report month/year (i.e., completed on or before the report month as indicated by the Effective Date of Action). If such a Notice of Action is on file, enter the updated information.

Rules and Guidelines

Error Messages and Solutions

The Provider Zip Code is required. [801A File Transfer], [801A Web Input], [801B]
Problem

The Provider Zip Code field is blank. This field must have information.

Solution

Enter the zip code of the provider.

A valid Provider Zip Code must have nine numbers. [801A File Transfer], [801A Web Input], [801B] (effective with the September 2013 report month)
Problem

You have entered an incomplete Provider Zip Code or letters instead of numbers.

Solution

Confirm that you have entered all nine digits of the Provider Zip Code.

A valid Provider Zip Code must have five numbers or nine numbers. [801A File Transfer], [801A Web Input], [801B] (through the August 2013 report month)
Problem

You have entered an incomplete Provider Zip Code or letters instead of numbers.

Solution

Confirm that you have entered all nine digits of the Provider Zip Code.

The "Provider Zip Code" does not exist in the "Provider FIPS Code" provided. [801A File Transfer], [801A Web Input]
Problem

You have entered a Provider Zip Code that does not exist in the county indicated by the Provider's FIPS Code.

Solution

Confirm that you have entered the first five digits of the Provider Zip Code correctly.
Confirm that you have entered the Provider FIPS Code correctly.

Use the "Zip/FIPS Lookup" function available on the Main Menu of the CDMIS Web site to verify the information based on the first five digits of the zip code.

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.

Child care provided in Oregon, Nevada, or Arizona is only allowed when all services to the child are provided by CalWORKs Stage 2 or 3 or Alternative Payment program types. [801A File Transfer], [801A Web Input]
Problem

The information for the provider indicates they are located in Oregon, Nevada, or Arizona; however, the program codes indicating the services provided are not CalWORKs Stage 2 or 3 or Alternative Payment program types. Out-of-state providers can be reported when the child receives services only through the CalWORKs Stage 2 or 3 or Alternative Payment programs from that provider.

Solution

Confirm that you have entered the Provider FIPS Code, not that of the head-of-household.
Confirm that you have entered the correct provider zip code, not that of the head-of-household.

Use the "Zip/FIPS Lookup" function available on the Main Menu of the CDMIS Web site to verify the information based on the first five digits of the zip code.

FAQs About the Provider Zip Code

Question 1

The United States Postal Service (USPS) does not provide mail delivery to some of the service locations (centers and/or homes) where services to children are provided and there is no nine-digit zip code associated with these locations. Some providers have a Post Office Box and some pick up their mail General Delivery at their local Post Office. What Zip Code should I report for these providers?

Answer

For instances where the USPS does not provide mail delivery to these service locations, use the nine-digit zip code associated with the provider's P.O. Box.

Question 2

I am trying to enter a Provider Zip Code, but the system is giving me the error "The Provider Zip Code does not exist in the Provider FIPS Code provided" and I cannot save the information. What do I do?

Answer

Our system uses the zip codes provided by the United States Postal Service. They are updated once each month. The zip code provided to you may be incorrect or you are typing it incorrectly. To verify a zip code, go to the United States Postal Service External link opens in new window or tab. Web site to obtain the nine-digit zip code. You may also have entered the FIPS Code incorrectly. (See "Provider Federal Information Processing Standards (FIPS) Code" for more details.)

Question 3

I have a child who received services at two of our centers during the same month. These centers are located in different zip codes. How do I report this child's provider information?

Answer

For children receiving services at two different centers operated by the same provider, and the centers are located in different zip codes, you would report only the zip code where the child receives the most services.

For children who receive services from the same provider but changed centers during the month, resulting in the child receiving services in a different zip code, you would only report the zip code where the child received services most recently in the month.

In both these cases, you would not change the Provider's Services Date because this date only changes when there has been a change in the Provider FEIN/SSN, the type of child care, or the program code. For those who submit an electronic file, you would only list one record for this child's services in the CDD-801A report. If you list two rows for this child's services, this will cause a duplicate provider error and the file will not pass.

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