CDD-801A Electronic File Format Specifications

1

Report month and year

C

7

Yes

Required format is mm/yyyy. Example: January 2012 must be entered as 01/2012.

2

Vendor number/submission code1

C

7

Yes

Example: Vendor number Z987 and submission code 000 is entered as Z987000.

3

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

Head-of-Household Social Security Number (SSN)

N

9

No

The SSN field is no longer used. This field must remain blank when reporting.

5

Head-of-Household Last Name

C

Max. 50; Min. 2

Yes

Only letters, hyphens, spaces, and apostrophes are allowed.

6

Head-of-Household First Name

C

Max. 50; Min. 2

Yes

Only letters, hyphens, spaces, and apostrophes are allowed.

7

Head-of-Household Middle Initial

C

1

No

This field must be included in the file, even if it is blank.

8

Head-of-Household Zip Code

N

9

Yes

Numbers only; do not include dash. Example: 999999999 (Five digit Zip Code + 4 digit extension)

9

TANF/CalWORKs Cash Aid Recipient?

C

1

Yes

3 valid entries are: Y (yes), N (no), or U (unknown).

10

Family Income Greater Than 70 Percent of the State Median Income Level?

C

1

Yes

3 valid entries are: Y (yes), N (no), or U (unknown).

13

Reason for Receiving Services

C

1

Yes

Only 9 valid entries: A, B, D, E, F, G, H, J, Q.

14

Head-of-Household FIPS Code

N

5

Yes

This field must contain five digits. Example: 06001, 06003. Leading zero must be included.

15

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.

16

Child's Last Name

C

Max. 50; Min. 2

Yes

Only letters, hyphens, spaces, and apostrophes are allowed.

17

Child's First Name

C

Max. 50; Min. 2

Yes

Only letters, hyphens, spaces, and apostrophes are allowed.

18

Child's Middle Initial

C

1

No

This field must be included in the file, even if it is blank.

26

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.

27

Child Has IEP

C

1

Yes

2 valid entries: Y (yes) or N (no).

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.

32

Provider FEIN/SSN

N

9

Yes

Numbers only; do not include dashes (-).

The field must contain a single digit.
Four valid entries are:
0 – No: Provider is eligible but does not participate in QRIS
1 – Yes: Provider does participate in the QRIS
7 – There is an operating QRIS in the provider’s area, but the provider is not eligible to participate
8 – There is no operating QRIS in the provider’s area

37

Type of Child Care

N

2

Yes

This field must contain 2 digits. Example: 02, 04, etc. Leading zero must be included.

38

Program Code 1

C

4

Yes

Program Code 1 is required.

39

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.

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.

41

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.