CDD-801A Electronic File Format Specifications

Overview

This section provides detailed information of format specifications for each data field within a CDD-801A electronic file.

Within an electronic file, all data elements must be specifically formatted and meet specific criteria. The below table outlines each data element of a file. Additionally, the table below provides descriptions and comments of each data element, including the data type, size, and entry requirement.

C: Character (upper- and lower- case letters, numbers, dashes, etc.)
N: Numbers only

Field Number	Field Letter	Data Field Description	Data Type	Data Size	Required Entry	Comments
1	A	Report month and year	C	7	Yes	Required format is mm/yyyy. Example: January 2012 must be entered as 01/2012.
2	B	Vendor number/submission code1	C	7- 8	Yes	Example: Vendor number Z987 and submission code 000 is entered as Z987000.
3	C	Family Identification/Case Number (FICN)	C	Max. 15	Yes	Only letters A-Z (both upper and lower case are acceptable) and numbers 0-9 are allowed. For each family you must report the FICN.
4	D	Head-of-Household Last Name	C	Max. 50; Min. 1	Yes	Only letters, hyphens, spaces, and apostrophes are allowed.
5	E	Head-of-Household First Name	C	Max. 50; Min. 1	Yes	Only letters, hyphens, spaces, and apostrophes are allowed.
6	F	Head-of-Household Middle Initial	C	1	No	This field must be included in the file, even if it is blank.
7	G	Head-of-Household Zip Code	N	9	Yes	Numbers only; do not include dash. Example: 999999999 (Five digit Zip Code + 4 digit extension)
8	H	TANF/CalWORKs Cash Aid Recipient?	C	1	Yes	3 valid entries are: Y (yes), N (no), or U (unknown).
9	I	Family Income Greater Than 85 Percent of the State Median Income Level?	C	1	Yes	3 valid entries are: Y (yes), N (no), or U (unknown).
10	J	Family Size	N	2	Yes	Numbers only; 0-9
11	K	Family Income	N	4	Yes	Numbers only; 0-9; no decimals.
12	L	Reason for Receiving Services	C	1	Yes	Only 14 valid entries: A, B, C, D, E, F, G, H, J, Q, R, S, U, V.
13	M	Head-of-Household FIPS Code	N	5	Yes	This field must contain five digits. Example: 06001, 06003. Leading zero must be included.
14	N	Family Start Date	Date	10	Yes	Required format is mm/dd/yyyy (include the slashes). Example: September 2, 2012, must be entered as 09/02/2012.
15	O	Child's Last Name	C	Max. 50; Min. 1	Yes	Only letters, hyphens, spaces, and apostrophes are allowed.
16	P	Child's First Name	C	Max. 50; Min. 1	Yes	Only letters, hyphens, spaces, and apostrophes are allowed.
17	Q	Child's Middle Initial	C	1	No	This field must be included in the file, even if it is blank.
18	R	Child's Ethnicity	C	1	Yes	2 valid entries; Y (yes) or N (no).
19	S	Child's Race: American Indian or Alaskan Native	C	1	Yes	2 valid entries; Y (yes) or N (no).
20	T	Child's Race: Asian	C	1	Yes	2 valid entries; Y (yes) or N (no).
21	U	Child's Race: Black or African American	C	1	Yes	2 valid entries; Y (yes) or N (no).
22	V	Child's Race: Native Hawaiian or Other Pacific Islander	C	1	Yes	2 valid entries; Y (yes) or N (no).
23	W	Child's Race: White	C	1	Yes	2 valid entries; Y (yes) or N (no).
24	X	Child's Gender	C	1	Yes	2 valid entries; M (male) or F (female).
25	Y	Child's Date of Birth	Date	10	Yes	Required format is mm/dd/yyyy (include the slashes). Example: September 2, 2012, must be entered as 09/02/2012.
26	Z	Child has an IEP or IFSP	C	1	Yes	2 valid entries: Y (yes) or N (no).
27	AA	Child's Primary Language	N	2	Yes	This field must contain 2 digits. Example: 02, 04, etc. Leading zero must be included. See list of language codes on CD-9600 Confidential Application for Child Development Services and Certification of Eligibility form and Data Definitions.
28	AB	Child is English Learner	C		Yes	3 valid entries; Y (yes) or N (no), or blank.
29	AC	Child Start Date	Date	10	Yes	Required format is mm/dd/yyyy (include the slashes). Example: September 2, 2012, must be entered as 09/02/2012.
30	AD	Services Type and Length	C	1	Yes	4 valid entries; A, B, C, D.
31	AE	Provider FEIN/SSN	N	9	Yes	Numbers only; do not include dashes (-).
32	AF	Provider FIPS Code	N	5	Yes	This field must contain five digits. Example: 06001, 06003. Leading zero must be included.
33	AG	Provider Zip Code	N	9	Yes	Numbers only; do not include dash. Example: 999999999 (Five digit Zip Code + 4 digit extension)
34	AH	QRIS Participation	C	1	Yes	The field must contain a single digit. The ten valid entries are: 0 - No. Provider is eligible but does not participate in a QRIS. 1 - Yes. Provider does participate in a QRIS and tier rank is 1. 2 - Yes. Provider does participate in a QRIS and tier rank is 2. 3 - Yes. Provider does participate in a QRIS and tier rank is 3. 4 - Yes. Provider does participate in a QRIS and tier rank is 4. 5 - Yes. Provider does participate in a QRIS and tier rank is 5. 6 - Yes. Provider does particiapte in a QRIS but is not rated yet. 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 area. 9 - The State has an operating QRIS in the Provider's area but information is currently unavailable at the Provider level.
35	AI	Accreditation Status	C	1	Yes	The field must contain a single digit. Six valid entries are: 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
36	AJ	Type of Child Care	N	2	Yes	This field must contain 2 digits. Example: 02, 04, etc. Leading zero must be included.
37	AK	Program Code 1	C	4	Yes	Program Code 1 is required.
38	AL	Program Code 2	C	4	No	This field should only contain data if the child receives services from more than one program code. This field must be included in the file, even if it is blank.
39	AM	Program Code 3	C	4	No	This field should only contain data if the child receives services from more than two program codes. This field must be included in the file, even if it is blank.
40	AN	Attendance Status 1	N	2	Yes	Attendance Status 1 is required. This field records the attendance for Program Code 1. This field must contain two digits. Leading zero must be included. Valid entries are: 01 – Child enrolled but did not attend any day due to program closure 02 – Child enrolled but did not attend any day; program is open and operating 03 – Child attended all enrolled days with zero absences 04 – Child attended 1–5 day(s) in the month 05 – Child attended 6 - 10 days in the month 06 – Child attended 11-15 days in the month 07 – Child attended 16-20 days in the month 08 – Child attended 21+ days in the month 09 – Alternative Payment Program – No Need Note: 09 must be used with either C2AP, C3AP, CAPP or CMAP.
41	AO	Attendance Status 2	N	2	No	This field records the attendance for Program Code 2 and should only contain data if the child receives services from more than one program code. This field must be included in the file, even if it is blank. This field must contain two digits. Leading zero must be included. Valid entries are: 01 – Child enrolled but did not attend any day due to program closure 02 – Child enrolled but did not attend any day; program is open and operating 03 – Child attended all enrolled days with zero absences 04 – Child attended 1–5 day(s) in the month 05 – Child attended 6–10 days in the month 06 – Child attended 11–15 days in the month 07 – Child attended 16–20 days in the month 08 – Child attended 21+ days in the month 09 – Alternative Payment Program – No Need Note: 09 must be used with either C2AP, C3AP, CAPP, or CMAP
42	AP	Attendance Status 3	N	2	No	This field records the attendance for Program Code 3 and should only contain data if the child receives services from more than two program codes. This field must be included in the file, even if it is blank. This field must contain two digits. Leading zero must be included. Valid entries are: 01 – Child enrolled but did not attend any day due to program closure 02 – Child enrolled but did not attend any day; program is open and operating 03 – Child attended all enrolled days with zero absences 04 – Child attended 1–5 day(s) in the month 05 – Child attended 6–10 days in the month 06 – Child attended 11–15 days in the month 07 – Child attended 16–20 days in the month 08 – Child attended 21+ days in the month 09 – Alternative Payment Program – No Need Note: 09 must be used with either C2AP, C3AP, CAPP, or CMAP
43	AQ	Services Date	Date	10	Yes	Required format is mm/dd/yyyy (include the slashes). Example: September 2, 2012, must be entered as 09/02/2012.

1 The default submission code for agencies that do not report by sub-agency is "000". If an agency has created sub-agencies for reporting purposes, then each sub-agency has its own submission code. The list of submission codes for each agency is available on the Sub-agency/No Services screen of the CDMIS Live site.

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Last Reviewed: Tuesday, August 27, 2024

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