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Child Care Reporting--Services Date


Services Date

Description

The Services Date is the date on which a child begins receiving services:

When any of the three items listed above changes, the Services Date must reflect the effective date of the change. This date is used to calculate the CDD-800, Annual Aggregate report, which is federal report the Child Development Division is required to submit annually.

Where to Find It

The most accurate documentation should be located in the agency's provider payment records. Documentation may also be found in the family file.

Rules and Guidelines

Example 1: Janet Jones has received subsidized child care at Happy Day Care Center since April 1, 2008, three days a week after school. On April 15, 2009, she also began receiving subsidized services from Deanna's Family Day Care Home five days a week before school started. In the April 2009 report month, you would report two provider FEINs for this child - one for Happy Day Care Center (along with the Type of Care and Program Code) and one for Deanna's Family Day Care Home (along with the Type of Care and Program Code). The Services Date for Happy Day Care would remain April 1, 2008. The Services Date for Deanna's Family Day Care Home would be April 15, 2009.

Example 2: George Jones began receiving subsidized child care at Happy Day Care Center on February 15, 2009. George's last day at Happy Day Care Center was April 11, 2009, and the next day, April 12, 2009, he began receiving subsidized care at Deanna's Family Day Care Home. You would report two provider FEINs for this child in the April 2009 report month, one for Happy Day Care Center (along with the type of care and program code) and one for Deanna's Family Day Care Home (along with the type of care and program code). The Services Date for Happy Day Care would remain February 15, 2009. The Services Date for Deanna's Family Day Care Home would be April 12, 2009. In the May 2009 report month, you would only report one Provider FEIN/SSN for George, which would be Deanna's Family Day Care Home.

Example 3: Ben Kim has always received subsidized child care at Happy Day Care Center under the CCTR program. On April 10, 2009, the funding for his care changed from CCTR to CMIG. During April 2009, your agency's records showed that the majority of care was provided by the CMIG contract. For the April 2009 report month, you would change the Services Date to April 10, 2009. In addition, you would list select CMIG for Program Code 1 because CMIG paid for the greatest amount of services in the month, and you would select CCTR for Program Code 2.

Example 4: For families who were served by your agency under CalWORKs Stage 3 (C3AP) in December 2010 and were determined eligible for CalWORKs Diversion services effective January 1, 2011, the January 2011 CDD-801A report would reflect changes to both the Services Date and the Program Code. For example:

Sally Smith was receiving services from your agency in CalWORKs Stage 3 (C3AP) program in December 2010 and was determined eligible for CalWORKs Diversion services effective January 1, 2011. For the December 2010 report month, there is no change in reporting this family. In the January 2011 report month, change the Services Date to January 1, 2011, and change the Program Code to C2AP to reflect the services now being received in the CalWORKs Stage 2 program.

Example 5: For families who were served by your agency under CalWORKs Stage 3 (C3AP) in December 2010, were determined eligible for CalWORKs Diversion services to begin December 2010, and were transferred to CalWORKs Stage 2 (C2AP) immediately, the December 2010 CDD-801-A report would reflect a change in the Services Date in both Program Code 1 and Program Code 2 and the January 2011 CDD-801A report would reflect a change in Program Code 1. Program Code 2 would be blank. For example:

Jenny Jones received services from your agency in CalWORKs Stage 3 in December 2010 and the determination of her eligibility for CalWORKs Diversion services was made on December 15, 2010. If your agency chose to transfer Jenny to the CalWORKs Stage 2 (C2AP) program at the time the eligibility for Diversion services was determined, the December 2010 CDD-801A report for this family would reflect a change in the Services Date to December 15, 2010. Program Code 1 and Program Code 2 should reflect services from both C2AP and C3AP (the program listed under Program Code 1 should list the program with the most services in that month). For the January 2011 report month, Program Code 1 should reflect C2AP as the only services Jenny received.

Example 6: For families who were served by your agency under CalWORKs Stage 2 (C2AP) in December 2010 and exhausted their 24 months of eligibility after December 31, 2011, and were determined eligible for CalWORKs Diversion services, no changes in the Program Code or Services Date are necessary. For example:

Beth Bertolluci is receiving services from your agency in CalWORKs Stage 2 (C2AP) and exhausted her 24 months of eligibility after December 31, 2010. Beth has been determined eligible for CalWORKs Diversion services, which will begin January 1, 2011. Because the program funding Beth's services did not change, no changes in the Program Code or Services Date are necessary because the family continues to receive services in the C2AP program.

Example 7: For families who were receiving CalWORKs Stage 3 (C3AP) services from another agency in December 2010, were determined eligible for CalWORKs Diversion services after December 31, 2010, and transferred to your agency in January 2011, these families would be considered new families. For example:

Leif Erickson was receiving CalWORKs Stage 3 (C3AP) services from another agency until December 31, 2010. Leif is determined eligible for CalWORKs Diversion services and comes to your agency for services under C2AP in January 2011. Leif would be considered a new family and the Family Start Date would be the first day Leif began receiving services from your agency.

Error Messages and Solutions

The Services Date is required. [801A File Transfer]
Problem

The Services Date is blank.

Solution

Enter the Services Date.

Invalid Services Date. [801A File Transfer], [801A Web Input]
Problem

You have entered an invalid or incomplete date.

Solution

Enter a valid date.

The Services Month is required. [801A Web Input]
Problem

No month was selected from the dropdown list.

Solution

Select the month from the dropdown list (January-December).

The Services Day is required. [801A Web Input]
Problem

No day was selected from the dropdown list.

Solution

Select the day from the dropdown list (1-31).

The Services Year is required. [801A Web Input]
Problem

No year was selected from the dropdown list.

Solution

Select the year from the dropdown list.

The Services Date must be on or before the report month/year. [801A File Transfer], [801A Web Input]
Problem

The Services Date is after the report month indicating that the setting is being reported in a month that hasn't yet started.

Solution

Confirm that you have entered the Services Date correctly.

The Services Date must be on or after the Child Start Date. [801A File Transfer], [801A Web Input]
Problem

The Services Date entered is before the Child Start Date.

Solution

Confirm that you have entered the setting (or child) start date correctly.

FAQs About the Services Date

Question 1

I don't know the Services Date. What should I do?

Answer

First, determine whether a Services Date needs to be entered or changed by reading the examples below:

Question 2

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. Do I change the Services Date because of the change in service location?

Answer

No. Because only the zip code changed for this child's provider, the Services Date should not be changed. In addition, in the month the change occurred, only the Provider Zip Code where the child last received services in the month would be reported for this child's services.

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