The Services Date information field indicates the date on which a child began receiving subsidized childcare services through an agency’s contract with the Early Education Division (EED) by one of the following:
- A specific provider (the person or entity that physically provides the services)
- A specific Type of Care
Where to Find It
The most accurate documentation should be located in the agency’s provider payment records. Documentation may also be located in the family’s file.
Rules and Guidelines
- This information field is required.
- Enter the date (day, month, and year) services began or changed with a specific provider, in a specific Type of Care, or under a particular Program Code.
- If there is a change in the provider, the Type of Care, or the Program Code, enter the date on which the change became effective.
- The Services Date must be on or after the Child Start Date.
- The Services Date must be during or before the report period.
- Change the Services Date when the provider’s Federal Employment Identification Number (FEIN) or Social Security Number (SSN) changed from the prior report period or changed during the report period. Use the effective date of the change as the new Services Date.
- Change the Services Date when the Type of Care changed from the prior report period or changed during the report period. Use the effective date of the change as the new Services Date.
- Change the Services Date when the Program Code changed from the prior report period or changed during the report period. Use the effective date of the change as the new Services Date.
Example 1: Janet Jones has received subsidized childcare at Happy Day Care Center since April 1, 2024, three days a week after school. On April 15, 2024, she also began receiving subsidized services from Deanna's Family Day Care Home five days a week before school started. In the April 2024 report month, the agency reports 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, 2024. The Services Date for Deanna's Family Day Care Home would be April 15, 2024.
Example 2: George Jones began receiving subsidized childcare at Happy Day Care Center on February 15, 2024. George's last day at Happy Day Care Center was April 11, 2025, and the next day, April 12, 2025, George began receiving subsidized care at Deanna's Family Day Care Home. The agency reports two provider FEINs for this child in the April 2025 801A: 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, 2025. The Services Date for Deanna's Family Day Care Home would be April 12, 2025. In the May 2025 report month, the agency would only report one Provider FEIN/SSN for George, which would be Deanna's Family Day Care Home.
Error Messages and Solutions
- The Services Date is required. [801A Electronic File Transfer], [801A Input/Edit]
Problem: The Services Date is blank.
Solution: Enter the Services Date.
- Invalid Services Date. [801A Electronic File Transfer], [801A Input/Edit]
Problem: The Services Date entered is invalid or missing.
Solution: Enter a valid date.
- The Services Month is required. [801A Input/Edit only]
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 Input/Edit only]
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 Input/Edit only]
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 Electronic File Transfer], [801A Input/Edit]
Problem: The Services Date is after the report period, indicating that the services are being reported in a month that has not yet begun.
Solution: Confirm that the Services Date is entered correctly.
- The Services Date must be on or after the Child Start Date. [801A Electronic File Transfer], [801A Input/Edit]
Problem: The Services Date entered is before the Child Start Date.
Solution: Confirm that the services and child start dates are entered correctly.
Frequently Asked Questions
- I do not know the Services Date. What should I do?
First, determine whether a Services Date needs to be entered or changed by referring to the examples below.
| Agencies Reporting the Following | Appropriate Action |
|---|---|
| A new child for the first time | The Services Date is the date on which the child began receiving services from a specific provider. This date is found on the Notice of Action. For center-based programs, this is usually the first day the child attended the program and was eligible to be claimed for fiscal reimbursement purposes under an agency’s contract with the EED. For other programs, this is usually the first day that the agency paid for care for that child. For a new family with a new child, the Family Start Date, the Child Start Date, and the Services Date will typically all be the same. |
| A child whose provider (the person or entity that physically provided the services) changed from the previous report period or changed during the current report period | Change the Services Date when the Provider FEIN/SSN changed from the prior report period or changed during the report period. Use the effective date of the change as the new Services Date. |
| A child whose Type of Care changed from the previous report period or changed during the current report period | Change the Services Date when the Type of Care changed from the prior report period or changed during the report period. Use the effective date of the change as the new Services Date. |
| A child whose Program Code (i.e., contract funding source) changed from the previous report period or changed during current report period | Change the Services Date when the Program Code changed from the prior report period or changed during the report period. Use the effective date of the change as the new Services Date. |
| A child receiving services from the same provider, in the same type of care, and the same program code but who changed centers or classrooms | Do not change the Services Date. |
Return to Appendix A: Data Definitions