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pdfCODING INSTRUCTIONS
FOR TRIBAL
TEMPORARY ASSISTANCE FOR NEEDY FAMILIES
PROGRAMS (TRIBAL TANF)
DIVISION OF TRIBAL TANF MANAGEMENT
OFFICE OF FAMILY ASSISTANCE
ADMINISTRATION FOR CHILDREN AND FAMILIES
330 C St. SW
WASHINGTON, DC 20201
PAPERWORK REDUCTION ACT OF 1995 (Pub. L. 104-13) STATEMENT OF
PUBLIC BURDEN: Through this information collection, ACF is gathering details on
Tribal Temporary Assistance for Needy Families (TANF) program operation. Public
reporting burden for this collection of information is estimated to average 451 hours per
grantee, including the time for reviewing instructions, gathering and maintaining the data
needed, and reviewing the collection of information. This is a mandatory collection of
information per 42 U.S.C. 612 (h))(Section 412 of the Social Security Act as amended by
Public Law 104-193, the Personal Responsibility and Work Opportunity Reconciliation
Act of 1996 (PRWORA)). An agency may not conduct or sponsor, and a person is not
required to respond to, a collection of information subject to the requirements of the
Paperwork Reduction Act of 1995, unless it displays a currently valid OMB control
number. The OMB # is 0970-0215 and the expiration date is xx/xx/2025. If you have any
comments on this collection of information, please contact
[email protected].
OMB Control No: 0970-0215
Expiration date: XX/XX/2025
Disaggregated Data Collection for Families
Receiving Assistance under the TANF Program
ACTIVES
Instructions and Definitions
General:
•
The Tribal grantee should collect and report data for each data
element. The data must be complete (unless explicitly instructed to
leave the field blank) and accurate (i.e., correct).
•
An “Unknown” code may appear only on four sets of data elements
([#32 and #67] Date of Birth, [#33 and #68] Social Security Number,
[#41 and #74] Educational Level, and [#42 and #75]
Citizenship/Alienage).
For these data elements, unknown is not an
acceptable code for individuals who are members of the eligible
family (i.e., family affiliation code “1”).
•
There are five data elements for which Tribes have the option to
report based on either the budget month or the reporting month.
These are: #16 Amount of Food Stamps Assistance; #19 Amount of Child
Support; #20 Amount of Families Cash Resources; #64 Amount of Earned
Income; and [#35 and #76] Amount of Unearned Income. Whichever
choice the Tribe selects must be used for all families reported each
month and must be used for all months in the fiscal year.
1.
State FIPS Code: Tribal grantees should enter “00” or leave blank.
2.
County FIPS Code: Tribal grantees should leave this field blank.
3.
Tribal Code: For Tribal grantees, enter the three-digit Tribal
code that represents your Tribe. For a complete listing of Tribal
Codes, contact the Division of Tribal TANF Management, Office of
Family Assistance. Newly formed consortiums must contact the
Division to obtain a code. State agencies should leave this field
blank.
4.
Reporting Month: Enter the four-digit year and two-digit month
codes that identify the year and month for which the data are
being reported.
5.
Stratum:
Guidance: If a Tribe opts to provide data for its entire caseload,
it may use this for its own coding purposes as long as a two-digit
numerical code is specified.
Instruction: Enter any two-digit numerical code.
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OMB Control No: 0970-0215
Expiration date: XX/XX/2025
Family-Level Data
Definition: For reporting purposes, the TANF family means
(a) all individuals receiving assistance as part of a family under
the Tribe's TANF Program; and
(b) the following additional persons living in the household, if
not included under (a) above:
(1) Parent(s) or caretaker relative(s) of any minor child
receiving assistance;
(2) Minor siblings of any child receiving assistance; and
(3)Any person whose income or resources would be counted in
determining the family's eligibility for or amount of
assistance.
6.
Case Number--TANF:
Guidance: If the case number is less than the allowable eleven
characters, Tribes may use lead zeros to fill in the number. This
number will be used to refer back to the Tribal records concerning
the case if a question about the data arises.
Instruction: Enter the number assigned by the Tribal grantee to
uniquely identify the case.
7.
ZIP Code: Enter the five-digit ZIP code for the TANF family's
place of residence for the reporting month.
8.
Funding Stream:
Guidance: If a State is paying maintenance assistance directly to
a family because the family is a Tribal TANF family, then the
Tribe is responsible for reporting on that family. In this
circumstance, Item 8, funding stream should be coded 2. In the
event that the State is paying maintenance assistance to an
American Indian family under the State's program, the State is
responsible for reporting on that family.
Instructions:
1.
Enter 1 if a Tribal TANF family is receiving maintenance
assistance directly from the Tribe.
2.
Enter 2 if the State is paying maintenance assistance directly
to a family because the family is a Tribal TANF family.
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OMB Control No: 0970-0215
Expiration date: XX/XX/2025
9.
Disposition:
Guidance: If a Tribe opts to report on its entire caseload, the
only applicable code for the Tribe is “1”.
Instructions: Enter code “1”.
10.
New Applicant:
Guidance: A newly-approved applicant means the current reporting
month is the first month in which the TANF family receives TANF
assistance (and thus has had a chance to be reported on). This
may be either the first month that the TANF family has ever
received assistance or the first month of a new spell on
assistance.
A TANF family that is reinstated from a suspension is
not a newly, approved applicant.
Instruction: Enter the one-digit code that indicates whether or
not the TANF family is a newly-approved applicant.
11.
1=
Yes, a newly-approved application
2=
No.
Number of Family Members:
Instruction: Enter two digits that represent the number of members
in the family receiving assistance under the Tribe's TANF Program
during the reporting month. Include in the number of family
members, the noncustodial parent who the Tribe has opted to
include as part of the eligible family, who is receiving
assistance as defined in Sec. 260.31, or who is participating in
work activities as defined for Tribes in their approved plan.
12.
Type of Family for Work Participation:
Guidance: This data element will be used in conjunction with other
data elements (dependent on the approved Tribal plan) to determine
work participation rates.
A family with a minor child head-of-household should be coded as
either a single-parent family or two-parent family, whichever is
appropriate.
If the family receiving assistance includes a custodial and
noncustodial parent, then, if neither parent is disabled, the
family should be coded as a two-parent family. A noncustodial
parent is defined in section 260.30 as a parent who lives in the
State or States (in which the Tribal Service area is located) and
does not live with his/her child(ren). The Tribe must report
information on the noncustodial parent if the noncustodial parent:
(1) Is receiving assistance as defined in Sec. 260.31; (2) is
participating in work activities as defined in the Tribal plan; or
(3) has been designated by the Tribe as a member of a family
receiving assistance.
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OMB Control No: 0970-0215
Expiration date: XX/XX/2025
Instruction: Enter the one-digit code that represents the type of
family
1=
One parent family
2=
Two-parent family
3=
Family excluded from both the overall and two-parent work
participation rates (no adult receiving assistance)
13. Receives Subsidized Housing:
Guidance: Subsidized housing refers to housing for which money was
paid by the Federal, State, Tribe or local government or through a
private social service agency to the family or to the owner of the
housing to assist the family in paying rent. Two families sharing
living expenses does not constitute subsidized housing.
Instruction: Enter the one-digit code that indicates whether or
not the TANF family received subsidized housing for the reporting
month.
14.
1=
Public housing.
2=
Rent subsidy.
3=
No housing subsidy.
Receives Medical Assistance:
Instruction: Enter “1” if, for the reporting month, any TANF
family member is enrolled in Medicaid and thus eligible to receive
medical assistance under the State plan approved under Title XIX
or “2” if no TANF family member is enrolled in Medicaid.
15.
1=
Yes, enrolled in Medicaid.
2=
No.
Receives Food Stamps:
Instruction: Enter the one-digit code that indicates whether or
not the TANF family is receiving food stamp assistance.
1=
Yes, receives food stamp assistance.
2=
No.
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OMB Control No: 0970-0215
Expiration date: XX/XX/2025
16.
Amount of Food Stamp Assistance:
Guidance: For situations in which the food stamp household differs
from the TANF family, code this element in a manner that most
accurately reflects the resources available to the TANF family.
One acceptable method for calculating the amount of food stamp
assistance available to the TANF family is to prorate the amount
of food stamps equally among each food stamp recipient then add
together the amounts belonging to the TANF recipients to get the
total amount for the TANF family.
Instruction: Enter the TANF family's authorized dollar amount of
food stamp assistance for the reporting month or for the month
used to budget for the reporting month.
17.
Receives Subsidized Child Care:
Instruction: If the TANF family receives subsidized child care for
the reporting month, enter code “1” or “2”, whichever is
appropriate.
Otherwise, enter code “3”.
1= Yes, receives child care funded entirely or in part with
Federal funds (e.g., receives TANF, CCDF, SSBG, or other
federally funded child care).
18.
2=
Yes, receives child care funded entirely under a State,
Tribal, and/or local program (i.e., no Federal funds used).
3=
No subsidized child care received.
Amount of Subsidized Child Care:
Guidance: Subsidized child care means a grant by the Federal,
State, Tribal, or local government to or on behalf of a parent (or
caretaker relative) to support, in part or whole, the cost of
child care services provided by an eligible provider to an
eligible child. The grant may be paid directly to the parent (or
caretaker relative) or to a child care provider on behalf of the
parent (or caretaker relative).
Instruction: Enter the total dollar amount of subsidized child
care from all sources (e.g., CCDF, TANF, SSBG, State, Tribal,
local, etc. ) that the TANF family has received for services in
the reporting month. If the TANF family did not receive any
subsidized child care for services in the reporting month, enter
“0”.
19.
Amount of Child Support:
Instruction: Enter the total dollar value of child support
received on behalf of the TANF family in the reporting month or
for the month used to budget for the reporting month. This
includes current payments, arrearages, recoupment, and passthrough amounts whether paid to the Tribe or the family.
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OMB Control No: 0970-0215
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20.
Amount of the Family's Cash Resources:
Instruction: Enter the total dollar amount of the TANF family's
cash resources as the Tribe defines them for determining
eligibility and/or computing benefits for the reporting month or
for the month used to budget for the reporting month.
Amount of Assistance Received and the Number
of Months That the Family Has Received Each
Type of Assistance under the Tribal TANF
Program
Guidance: The term “assistance” includes cash, payments, vouchers,
and other forms of benefits designed to meet a family's ongoing
basic needs (i.e., for food, clothing, shelter, utilities,
household goods, personal care items, and general incidental
expenses).
It includes such benefits even when they are provided
in the form of payments by a TANF agency, or other agency on its
behalf, to individual recipients and conditioned on their
participation in work experience, community service, or other work
activities.
Except where excluded as indicated in the following paragraph, it
also includes supportive services such as transportation and child
care provided to families who are not employed.
The term “assistance” excludes:
(1) Nonrecurrent, short-term benefits (such as payments for rent
deposits or appliance repairs) that:
(i) Are designed to deal with a specific crisis situation or
episode of need;
(ii) Are not intended to meet recurrent or ongoing needs; and
(iii) Will not extend beyond four months.
(2) Work subsidies (i.e., payments to employers or third parties
to help cover the costs of employee wages, benefits,
supervision, and training);
(3) Supportive services such as child care and transportation
provided to families who are employed;
(4) Refundable earned income tax credits;
(5) Contributions to, and distributions from, Individual
Development Accounts;
(6) Services such as counseling, case management, peer support,
child care information and referral, transitional services,
job retention, job advancement, and other employment-related
services that do not provide basic income support; and
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(7) Transportation benefits provided under an Access to Jobs or
Reverse Commute project, pursuant to section 404(k) of the
Act, to an individual who is not otherwise receiving
assistance.
The exclusion of nonrecurrent, short-term benefits under (1) of
this paragraph also covers supportive services for recently
employed families, for temporary periods of unemployment, in order
to enable continuity in their service arrangements.
Instruction: For each type of assistance provided under the Tribal
TANF Program, enter the dollar amount of assistance that the TANF
family received or that was paid on behalf of the TANF family for
the reporting month and the number of months that the TANF family
has received assistance under the Tribe's TANF program. For TANF
Child Care also enter the number of children covered by the dollar
amount of child care. If, for a “type of assistance”, no dollar
amount of assistance was provided during the reporting month,
enter “0” as the amount. If, for a “type of assistance”, no
assistance has been received (since the Tribe began its TANF
Program or since the effective date of the final regulations) by
the TANF eligible family, enter ``0'' as the number of months of
assistance.
21.
22.
Cash and Cash Equivalents:
A.
Amount
B.
Number of Months
TANF Child Care:
Guidance: For TANF Child Care, enter the dollar amount, the number
of children covered by the dollar amount of child care, and the
total number of months that the family has received TANF child
care assistance for families not employed. For example, a TANF
family may receive a total of $500.00 in TANF child care
assistance for two children for the reporting month. Furthermore,
the family may have received TANF child care for one or more
child(ren) for a total of six months under the State (Tribal) TANF
Program. In this example, the State (Tribe) would code 500, 2,
and 6 for the amount, number of children and number of months
respectively.
Include only the child care funded directly by the
Tribal TANF Program. Do not include child care funded under the
Child Care and Development Fund, even though some of the funds
were transferred to the CCDF from the TANF program.
A.
Amount
B.
Number of Children Covered
C.
Number of Months
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23.
24.
25.
26.
Transportation:
A.
Amount
B.
Number of Months
Transitional Services:
A.
Amount
B.
Number of Months
Other:
A.
Amount
B.
Number of Months
Reason for and Amount of Reductions in Assistance:
Instruction: The amount of assistance received by a TANF family
may have been reduced for one or more of the following reasons.
For each reason listed below, indicate whether the TANF family
received a reduction in assistance. Enter the total dollar value
of the reduction(s) for each group of reasons for the reporting
month. If for any reason there was no reduction in assistance,
enter “0”.
a.
Sanctions:
i. Total Dollar Amount of Reductions due to Sanctions:
Enter the total dollar value of reduction in assistance due
to sanctions.
ii. Work Requirements Sanction:
1=
Yes.
2=
No.
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OMB Control No: 0970-0215
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iii. Family Sanction for an Adult with No High School Diploma or
Equivalent:
1=
Yes.
2=
No.
iv. Sanction for Teen Parent not Attending School:
1=
Yes.
2=
No.
v. Non-Cooperation with Child Support:
vi.
vii.
b.
1=
Yes.
2=
No.
Failure to comply with an Individual Responsibility Plan:
1=
Yes.
2=
No.
Other Sanction:
1=
Yes.
2=
No.
Recoupment of Prior Overpayment:
Enter the total dollar value of reduction in assistance due to
recoupment of a prior overpayment.
c.
Other:
i. Total Dollar Amount of Reductions due to Other Reasons
(exclude amounts for sanctions and recoupment): Enter the
total dollar value of reduction in assistance due to
reasons other than sanctions and recoupment.
ii.
Family Cap:
1=
Yes.
2=
No.
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OMB Control No: 0970-0215
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iii. Reduction Based on Length of Receipt of Assistance:
1=
Yes.
2=
No.
iv. Other, Non-sanction:
27.
1=
Yes.
2=
No.
Waiver Evaluation Experimental and Control Groups:
Guidance: This data element is not applicable to Tribes.
should leave it blank.
28.
Tribes
Is the TANF Family Exempt during the reporting month from the
Tribal Time-Limit Provisions:
Guidance: Under TANF rules, an eligible family that does not
include a recipient who is an adult head-of-household, a spouse
of the head-of-household, or a minor child head-of-household who
has received federally-funded assistance for countable months up
to the Tribal Time limit may continue to receive assistance. A
countable month is a month of assistance for which the adult
head-of-household, the spouse of the head-of-household, or the
minor child head-of-household is not exempt from the Tribal timelimit provisions. Families with an adult head-of-household, a
spouse of a head-of-house, or minor child head-of-household who
have received countable months of assistance up to the Tribal
time limit, may be exempt from termination of assistance.
Exemptions from termination of assistance include a hardship
exemption (as defined by the Tribal plan). Also, if, in the
reporting month, the Family lives in Indian country or in an
Alaskan native village where the percent of adults not employed
is 50 percent or more, the month of assistance is exempt from
being counted (is disregarded).
Instruction: If the TANF family has no exemption from the Tribal
time limit, enter code “01”. If the TANF family does not include
an adult head-of-household, a spouse of the head-of-household, or
a minor child head-of-household who has received federally-funded
assistance for the maximum number of countable months or is
otherwise exempt from accrual of months of assistance or
termination of assistance under the Tribal time limit for the
reporting month, enter “02”. If the TANF family includes an
adult head-of-household, a spouse of the head-of-household, or
minor child head-of-household who has not received federallyfunded assistance for the maximum number of countable months or
is otherwise exempt from accrual of months of assistance or
termination of assistance under the Tribal time limit for the
reporting month, enter “03”, “04”, or “05”, whichever is
appropriate.
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OMB Control No: 0970-0215
Expiration date: XX/XX/2025
If the TANF family includes an adult head-of-household, a spouse
of the head-of-household, or minor child head-of-household who
has received assistance for the maximum countable months and the
family is exempt from termination of assistance, enter code “06”,
“07”, “08”, “09”, “10”, or “11”, whichever is appropriate.
01=
Family is not exempt from Federal time limit.
Family does not include an adult head-of-household, a spouse of the
head-of-household, or minor child head-of-household who has received
federally-funded assistance for the maximum number of countable months:
02=
Family is exempt from accrual of months and termination of
assistance under the Federal five-year time limit for the
reporting month because no adult head-of-household, a
spouse of the head-of-household, or minor child head-ofhousehold in the eligible family is receiving assistance.
Family includes an adult head-of-household, a spouse of the head-ofhousehold, or minor child head-of-household, but has accrued less than
the maximum number of months of assistance:
03=
Not to be used by Tribes.
04=
Family is exempt from accrual of months under the Tribal
time limit for the reporting month because the family is
living in Indian country or an Alaskan native village, where
at least 50 percent of the adults living in the Indian
country or Alaskan native village are not employed.
05=
Yes, family is exempt from accrual of months based on an
exemption specified in the Tribal Family Assistance Plan.
Family includes an adult head-of-household, a spouse of the head-ofhousehold, or minor child head-of-household who has received federallyfunded assistance for the maximum number of countable months:
06=
Not to be used by Tribes.
07=
Family is exempt from termination of assistance under the
Tribal time limit for the reporting month due to a hardship
exemption, battery, or extreme cruelty.
08=
Family is exempt from termination of assistance under
Tribal policy for the reporting month based on a federally
recognized good cause domestic violence waiver of time
limits.
09=
Family is exempt from termination of assistance under the
Federal five-year time limit for the reporting month
because the adult head-of-household, the spouse of the
head-of-household, or minor child head-of-household is
living in Indian country or an Alaskan native village,
where at least 50 percent of whose adults are not employed.
10=
Not to be used by Tribes.
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11=
29.
Not to be used by Tribes.
Is the TANF Family A New Child-Only Family:
Guidance: A child-only family is a TANF family that does not
include an adult or a minor child head-of-household who is
receiving TANF assistance. For purposes of this data element, a
new child-only family is a TANF family that: (a) has received TANF
assistance for at least two months (i.e., the reporting month and
the month prior to the reporting month); (b) received benefits in
the prior month, but not as a child-only case; and (c) is a childonly family for the reporting month. All other families--including
those that are not a child-only case during the reporting month-are coded as “not a new-child-only family”, i.e., as code “2”.
Instructions: If the TANF family is a new child-only family, enter
code “1”. Otherwise, enter code “2”.
1=
Yes, a new child-only family.
2=
No, not a new child-only family.
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OMB Control No: 0970-0215
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Person-Level Data
Person-level data has two sections: (1) The adult and minor child headof-household characteristic section and (2) the child characteristics
section. Section 419 of the Act defines adult and minor child. An
adult is an individual that is not a minor child. A minor child is an
individual who (a) has not attained 18 years of age or (b) has not
attained 19 years of age and is a full-time student in a secondary
school (or in the equivalent level of vocational or technical
training).
Detailed data elements must be reported on all individuals unless, for
a specific data element, the instructions explicitly give Tribes an
option to not report for a specific group of individuals.
Adult and Minor Child Head-of-Household Characteristics
This section allows for coding up to six adults (or a minor child who
is either a head-of-household or married to the head-of-household and
up to five adults) in the TANF family. A minor child who is either a
head-of-household or married to the head-of-household should be coded
as an adult and will hereafter be referred to as a “minor child headof-household”.
For each adult (or minor child head-of-household) in
the TANF family, complete the adult characteristics section. A
noncustodial parent is defined in section 260.30 as a parent who lives
in the State or States (in which the Tribal Service area is located)
and does not live with his/her child(ren). The Tribe must report
information on the noncustodial parent if the noncustodial parent: (1)
Is receiving assistance as defined in Sec. 260.31; (2) is participating
in work activities as defined in the Tribal Plan; or (3) has been
designated by the Tribe as a member of a family receiving assistance.
The Tribe has the option to count a family with a noncustodial parent
receiving assistance as a two-parent family for work participation rate
purposes. As indicated below, reporting for certain specified data
elements in this section is optional for certain individuals (whose
family affiliation code is a 2, 3, or 5).
If there are more than six adults (or a minor child head-of-household
and five adults) in the TANF family, use the following order to
identify the persons to be coded: (1) The head-of-household; (2)
parents in the eligible family receiving assistance; (3) other adults
in the eligible family receiving assistance; (4) parents not in the
eligible family receiving assistance; (5) caretaker relatives not in
the eligible family receiving assistance; and (6) other persons whose
income or resources count in determining eligibility for or amount of
assistance of the eligible family receiving assistance, in descending
order from the person with the most income to the person with least
income (or resources if no income).
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30. Family Affiliation:
Guidance: This data element is used both for (1) The adult and
minor child head-of-household section and (2) the minor child
section. The same coding schemes are used in both sections. Some
of these codes may not be applicable for adults.
Instruction: Enter the one-digit code that shows the adult's (or
minor child head-of-household's) relation to the eligible family
receiving assistance.
1=
Member of the eligible family receiving assistance.
Not in eligible family receiving assistance, but in the household:
2=
Parent of minor child in the eligible family receiving
assistance.
3=
Caretaker relative of minor child in the eligible family
receiving assistance.
4=
Minor sibling of child in the eligible family receiving
assistance.
5=
Person whose income or resources are considered in determining
eligibility for or amount of assistance for the eligible
family receiving assistance.
31. Noncustodial Parent Indicator:
Guidance: A noncustodial parent is defined in section 260.30 as a
parent who lives in the State or States (in which the Tribal
Service area is located) and does not live with his/her child(ren).
The Tribe must report information on the noncustodial parent if the
noncustodial parent: (1) Is receiving assistance as defined in Sec.
260.31; (2) is participating in work activities as defined in the
Tribal plan; or (3) has been designated by the Tribe as a member of
a family receiving assistance.
Instruction: Enter the one-digit code that indicates the adult's
(or minor child head-of-household's) noncustodial parent status.
1=
Yes, a noncustodial parent.
2=
No.
32. Date of Birth: Enter the eight-digit code for date of birth for the
adult (or minor child head-of-household) under the Tribal TANF
Program in the format YYYYMMDD. If the adult's (or minor child
head-of-household's) date of birth is unknown and the family
affiliation code is not “1”, enter the code “99999999”.
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33. Social Security Number: Enter the nine-digit Social Security Number
for the adult (or minor child head-of-household) in the format
nnnnnnnnn.
If the social security number is unknown and the family
affiliation code is not “1”, enter “999999999”.
34. Ethnicity:
Instruction: To allow for the multiplicity of race/ethnicity, please
enter the one-digit code for each category of race and ethnicity of
the TANF adult (or minor child head-of-household). Reporting of
this data element is optional for individuals whose family
affiliation code is 5.
Ethnicity:
a.
Hispanic or Latino:
1=
Yes, Hispanic or Latino.
2=
No.
Race:
b.
c.
d.
e.
f.
American Indian or Alaska Native:
1=
Yes, American Indian or Alaska Native.
2=
No.
Asian:
1=
Yes, Asian.
2=
No.
Black or African American:
1=
Yes, Black or African American.
2=
No.
Native Hawaiian or Other Pacific Islander:
1=
Yes, Native Hawaiian or Pacific Islander.
2=
No.
White:
1=
Yes, White.
2=
No.
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35. Gender: Enter the one-digit code that indicates the adult's (or
minor child head-of-household's) gender:
1=
Male.
2=
Female.
36. Receives Disability Benefits: The Act specifies five types of
disability benefits. For each type of disability benefits, enter
the one-digit code that indicates whether or not the adult (or minor
child head-of-household) received the benefit.
a.
Receives Federal Disability Insurance Benefits Under the Social
Security OASDI Program (Title II of the Social Security Act):
1=
Yes, received Federal disability insurance.
2=
No.
b. Receives Benefits Based on Federal Disability Status under NonSocial Security Act Programs: These programs include Veteran's
disability benefits, Worker's disability compensation, and Black
Lung Disease disability benefits.
1=
Yes, received benefits based on Federal disability status.
2=
No.
c. Receives Aid to the Permanently and Totally Disabled Under Title
XIV-APDT of the Social Security Act:
1=
Yes, received aid under Title XIV-APDT.
2=
No.
d. Receives Aid to the Aged, Blind, and Disabled Under Title XVIAABD of the Social Security Act:
1=
Yes, received aid under Title XVI-AABD.
2=
No.
e. Receives Supplemental Security Income under Title XVI-SSI of the
Social Security Act:
1=
Yes, received aid under Title XVI-SSI.
2=
No.
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OMB Control No: 0970-0215
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37. Marital Status: Enter the one-digit code for the adult's (or minor
child head-of-household's) marital status for the reporting month.
Reporting of this data element is optional for individuals whose
family affiliation code is 5.
1=
Single, never married.
2=
Married, living together.
3=
Married, but separated.
4=
Widowed.
5=
Divorced.
38. Relationship to Head-of-Household:
Guidance: This data element is used both for (1) the adult or minor
child head-of-household section and (2) the minor child section.
The same coding schemes are used in both sections. Some of these
codes may not be applicable for adults.
Instruction: Enter the two-digit code that shows the adult's
relationship (including by marriage) to the head of the household,
as defined by the Food Stamp Program or as determined by the State
or Tribe (i.e., the relationship to the principal person of each
person living in the household). If minor child head-of-household,
enter code “01”.
01=
Head-of-household.
02=
Spouse.
03=
Parent.
04=
Daughter or son.
05=
Stepdaughter or stepson.
06=
Grandchild or great grandchild.
07=
Other related person (brother, niece, cousin).
08=
Foster child.
09=
Unrelated child.
10=
Unrelated adult.
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OMB Control No: 0970-0215
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39. Parent With Minor Child in the Family:
Guidance: A parent with a minor child in the family may be a natural
parent, adoptive parent, or step-parent of a minor child in the
family. Reporting of this data element is optional for individuals
whose family affiliation code is 3 or 5.
Instruction: Enter the one-digit code that indicates the adult's (or
minor child head-of-household's) parental status.
1=
Yes, a parent with a minor child in the family and used in
two-parent participation rate.
2=
Yes, a parent with a minor child in the family, but not
used in two-parent participation rate.
3=
No.
40. Needs of a Pregnant Woman: Some States (Tribes) consider the needs
of a pregnant woman in determining the amount of assistance that the
TANF family receives. If the adult (or minor child head-ofhousehold) is pregnant and the needs associated with this pregnancy
are considered in determining the amount of assistance for the
reporting month, enter a “1” for this data element. Otherwise enter
a “2” for this data element. This data element is applicable only
for individuals whose family affiliation code is 1.
1=
Yes, additional needs associated with pregnancy are
considered in determining the amount of assistance.
2=
No.
41. Educational Level: Enter the two-digit code to indicate the highest
level of education attained by the adult (or minor child head-ofhousehold).
Unknown is not an acceptable code for individuals whose
family affiliation code is “1”. Reporting of this data element is
optional for individuals whose family affiliation code is 5.
01-11=
Grade level completed in primary/secondary school including
secondary level vocational school or adult high school.
12=
High school diploma, GED, or National External Diploma
Program.
13=
Awarded Associate's Degree.
14=
Awarded Bachelor's Degree.
15=
Awarded graduate degree (Master's or higher).
16=
Other credentials (degree, certificate, diploma, etc.
98=
No formal education.
99=
Unknown.
).
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OMB Control No: 0970-0215
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42. Citizenship/Alienage:
Instruction: Enter the one-digit code that indicates the adult's (or
minor child head-of-household's) citizenship/alienage. Unknown is
not an acceptable code for individuals whose family affiliation code
is “1”. Reporting of this data element is optional for individuals
whose family affiliation code is 5.
1=
U. S. citizen, including naturalized citizens.
2=
Qualified alien.
9=
Unknown.
43. Cooperation with Child Support: Enter the one-digit code that
indicates if the adult (or minor child head-of-household) has
cooperated with child support. Reporting of this data element is
optional for individuals whose family affiliation code is 5.
1=
Yes, adult (or minor child head-of-household) has
cooperated with child support.
2=
No.
9=
Not applicable.
44. Number of Months Countable toward Tribal Time Limit: Enter the
number of months countable toward the adult's (or minor child headof-household's) Tribal time limit based on the cumulative amount of
time the individual has received TANF from both the State or Tribe
and other States or Tribes. Reporting of this data element is
optional for individuals whose family affiliation code is 2, 3, or
5.
45. Number of Countable Months Remaining Under the Tribe's Time Limit:
Enter the number of months that remain countable toward the adult's
(or minor child head-of-household's) Tribal time limit. Reporting
of this data element is optional for individuals whose family
affiliation code is 2, 3, or 5.
46. Is Current Month Exempt from the State's (Tribe's) Time Limit:
Enter the one-digit code that indicates the adult's (or minor child
head-of-household's) current exempt status from Tribe's time limit.
Reporting of this data element is optional for individuals whose
family affiliation code is 2, 3, or 5.
1=
Yes, adult (or minor child head-of-household) is exempt
from the Tribe's time limit for the reporting month.
2=
No.
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OMB Control No: 0970-0215
Expiration date: XX/XX/2025
47. Employment Status: Enter the one-digit code that indicates the
adult's (or minor child head-of-household's) employment status.
Reporting of this data element is optional for individuals whose
family affiliation code is 5.
1=
Employed.
2=
Unemployed, looking for work.
3=
Not in labor force (i.e., unemployed, not looking for work,
includes discouraged workers).
48. Work Participation Status:
Guidance: This item is used in calculating the work participation
rates. The following two definitions are used in reporting this
item and in determining which families are included in and excluded
from the calculations.
“Disregarded” from the participation rate means the TANF family is
not included in the calculation of the work participation rate.
“Exempt” means that the individual will not be penalized for failure
to engage in work (i.e., good cause exception); however, the TANF
family is included in the calculation of the work participation
rate.
A Tribe is not required to disregard all families that could be
disregarded.
For example, a family with a child under 12 months
may be disregarded. However, if the family is meeting the work
requirements, the Tribe may want to include the family in its work
participation rate. In this situation, the Tribe should use work
participation status code “19” rather than code “01”.
Instruction: Enter the two-digit code that indicates the adult's (or
minor child head-of-household's) work participation status. If the
Tribe chooses to include the noncustodial parent in the two-parent
work participation rate, the Tribe must code the data element “Type
of Family for Work Participation Rate” with a “2” and enter the
applicable code for this data element. If a State (Tribe) chooses
to exclude the noncustodial parent from the two-parent work
participation rate, the State (Tribe) must code the data element
“Type of Family for Work Participation” with a “1” and code the data
element “Work Participation Status” for the noncustodial parent with
a “99”. This data element is not applicable for individuals whose
family affiliation code is 2, 3, 4, or 5 (i.e., use code “99” or
leave blank).
01=
Disregarded from participation rate,
under 12 months.
family with child
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OMB Control No: 0970-0215
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02=
Disregarded from participation rate because all of the
following apply: required to participate, but not
participating; and sanctioned for the reporting month, but
not sanctioned for more than 3 months within the preceding
12-month period (Note, this code should be used only in a
month for which the family is disregarded from the
participation rate). While one or more adults may be
sanctioned in more than 3 months within the preceding 12month period, the family may not be disregarded from the
participation rate for more than 3 months within the
preceding 12-month period).
03=
Disregarded, family is part of an ongoing research
evaluation (as a member of a control group or experimental
group) approved under Section 1115 of the Social Security
Act.
04=
Not applicable to Tribes
05=
Exempt for reasons specified in negotiated Tribal TANF
plan.
06=
Exempt, single custodial parent with child under age 6 and
child care unavailable.
07=
Exempt, disabled.
08=
Exempt, caring for a severely disabled child.
09=
Exempt, under a federally recognized good cause domestic
violence waiver.
10=
Not applicable to Tribes.
11=
Exempt, other.
12=
Required to participate, but not participating; sanctioned
for the reporting month; and sanctioned for more than 3
months within the preceding 12-month period.
13=
Required to participate, but not participating; and
sanctioned for the reporting month, but not sanctioned for
more than 3 months within the preceding 12-month period.
14=
Required to participate, but not participating; and not
sanctioned for the reporting month.
15=
Deemed engaged in work--single teen head-of-household or
married teen who maintains satisfactory school attendance.
16=
Deemed engaged in work--single teen head-of-household or
married teen who participates in education directly related
to employment for an average of at least 20 hours per week
during the reporting month.
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OMB Control No: 0970-0215
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17=
Deemed engaged in work--parent or relative (who is the only
parent or caretaker relative in the family) with child
under age 6 and parent engaged in work activities for at
least 20 hours per week.
18=
Required to participate and participating, but not meeting
minimum participation requirements.
19=
Required to participate and meeting minimum participation
requirements.
99=
Not applicable (e.g., person living in household and whose
income or resources are counted in determining eligibility
for or amount of assistance of the family receiving
assistance, but not in eligible family receiving assistance
or noncustodial parent that the Tribe opted to exclude in
determining participation rate).
Adult Work Participation Activities
Guidance: To calculate the average number of hours per week of
participation in a work activity, add the number of hours of
participation across all weeks in the month and divide by the number
of weeks in the month. Round to the nearest whole number.
Some weeks have days in more than one month. Include such a week in
the calculation for the month that contains the most days of the
week (e.g., the week of July 27-August 2, 1997 would be included in
the July calculation). Acceptable alternatives to this approach
must account for all weeks in the fiscal year. One acceptable
alternative is to include the week in the calculation for whichever
month the Friday falls (i.e., the JOBS approach).
A second
acceptable alternative is to count each month as having 4.33 weeks.
During the first or last month of any spell of assistance, a family
may happen to receive assistance for only part of the month. If a
family receives assistance for only part of a month, the State
(Tribe) may count it as a month of participation if an adult (or
minor child head-of-household) in the family (both adults, if they
are both required to work) is engaged in work for the minimum
average number of hours for any full week(s) that the family
receives assistance in that month.
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OMB Control No: 0970-0215
Expiration date: XX/XX/2025
Limitations: The limitations1 concerning job search and job
readiness are:
(1) Job search and job readiness assistance only count for 6 weeks
in any fiscal year;
(3) If the Tribe's total unemployment rate for a fiscal year is at
least 50 percent greater than the United States' total
unemployment rate for that fiscal year, then an individual's
participation in job search or job readiness assistance counts
for up to 12 weeks in that fiscal year.
Instruction: For each work activity in which the adult (or minor
child head-of-household) participated during the reporting month,
enter the average number of hours per week of participation, except
as noted above. For each work activity in which the adult (or minor
child head-of-household) did not participate, enter zero as the
average number of hours per week of participation. These work
activity data elements are applicable only for individuals whose
family affiliation code is 1.
49.
Unsubsidized Employment.
50.
Subsidized Private-Sector Employment.
51.
Subsidized Public-Sector Employment.
52.
Work Experience.
53.
On-the-job Training.
54.
Job Search and Job Readiness Assistance.
1
A Tribe, which has negotiated different limitations, should use their best judgement to determine which
code to use.
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OMB Control No: 0970-0215
Expiration date: XX/XX/2025
Instruction: As noted above, the statute limits participation in job
search and job readiness training in two ways. Enter, in this data
element, the average number of hours per week of participation in
job search and job readiness training that are within the statutory
limitations.
Otherwise, count the additional hours of work participation under
the work activity “Other Work Activities”.
55.
Community Service Programs.
56.
Vocational Educational Training.
57.
Job Skills Training Directly Related to Employment.
58.
Education Directly Related to Employment for Individuals
with no High School Diploma or Certificate of High School
Equivalency.
59.
Satisfactory School Attendance for Individuals with No High
School Diploma or Certificate of High School Equivalency.
60.
Providing Child Care Services to an Individual Who Is
Participating in a Community Service Program.
61.
This data element is not applicable for Tribes. If the
Tribe’s approved plan contains work activities not listed
above, the total average hours for those activities should
be reported in data element 62 “Other Work Activities”.
62.
Other Work Activities: Tribes should report total average
hours for activities not elsewhere reported.
63.
Required Hours of Work under Waiver Demonstration: Not
applicable to Tribes. Leave blank.
64.
Amount of Earned Income: Enter the dollar amount of the
adult's (or minor child head-of-household's) earned income
for the reporting month or for the month used to budget for
the reporting month. Include wages, salaries, and other
earned income in this item.
65.
Amount of Unearned Income: Unearned income has five
categories.
For each category of unearned income, enter
the dollar amount of the adult's (or minor child head-ofhousehold's) unearned income for the reporting month or for
the month used to budget for the reporting month.
a.
Earned Income Tax Credit (EITC):
Guidance: Earned Income Tax Credit is a refundable Federal,
State, or local tax credit for families and dependent
children. EITC payments are received monthly (as advance
payment through the employer), annually (as a refund from
IRS), or both.
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OMB Control No: 0970-0215
Expiration date: XX/XX/2025
Instruction: Enter the total dollar amount of the Earned
Income Tax Credit actually received, whether received as an
advance payment or a single payment (e.g., tax refund), by
the adult (or minor child head-of-household) during the
reporting month or the month used to budget for the
reporting month. If the Tribe counts the EITC as a
resource, report it here as unearned income in the month
received (i.e., reporting month or budget month, whichever
the State is using). If the Tribe assumes an advance
payment is applied for and obtained, only report what is
actually received for this item.
b.
Social Security: Enter the dollar amount of Social
Security benefits that the adult in the State
(Tribal) TANF family has received for the reporting
month or for the month used to budget for the
reporting month.
c.
SSI: Enter the dollar amount of SSI that the adult in
the State (Tribal) TANF family has received for the
reporting month or for the month used to budget for
the reporting month.
d.
Worker's Compensation: Enter the dollar amount of
Worker's Compensation that the adult in the State
(Tribal) TANF family has received for the reporting
month or for the month used to budget for the
reporting month.
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OMB Control No: 0970-0215
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e.
Other Unearned Income:
Guidance: Other unearned income includes (but is not
limited to) RSDI benefits, Veterans benefits, Unemployment
Compensation, other government benefits, a housing subsidy,
a contribution or income-in-kind, deemed income, Public
Assistance or General Assistance, educational
grants/scholarships/loans, and other. Do not include EITC,
Social Security, SSI, Worker's Compensation, value of food
stamp assistance, the amount of a Child Care subsidy, or
the amount of Child Support.
Instruction: Enter the dollar amount of other unearned
income that the adult in the Tribal TANF family has
received for the reporting month or for the month used to
budget for the reporting month.
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OMB Control No: 0970-0215
Expiration date: XX/XX/2025
Child Characteristics
This section allows for coding the child characteristics for up to ten
children in the TANF family. A minor child head-of-household should be
coded as an adult, not as a child. The youngest child should be coded
as the first child in the family, the second youngest child as the
second child, and so on. If there are more than ten children in the
TANF family, use the following order to identify the persons to be
coded: (1) children in the eligible family receiving assistance in
order from youngest to oldest; (2) minor siblings of child in the
eligible family receiving assistance from youngest to oldest; and (3)
any other children.
66.
Family Affiliation:
Guidance: This data element is used both for (1) the adult or
minor child head-of-household section and (2) the minor child
section. The same coding schemes are used in both sections.
Some of these codes may not be applicable for children.
Instruction: Enter the one-digit code that shows the child's
relation to the eligible family receiving assistance.
1= Member of the eligible family receiving assistance.
Not in eligible family receiving assistance, but in the
household
2= Parent of minor child in the eligible family receiving
assistance.
3= Caretaker relative of minor child in the eligible family
receiving assistance.
4= Minor sibling of child in the eligible family receiving
assistance.
5= Person whose income or resources are considered in
determining eligibility for or amount of assistance for the
eligible family receiving assistance.
67. Date of Birth: Enter the eight-digit code for date of birth for
this child under the State (Tribal) TANF Program in the format
YYYYMMDD. If the child's date of birth is unknown and the family
affiliation code is not “1”, enter the code “99999999”.
68. Social Security Number: Enter the nine-digit Social Security Number
for the child in the format nnnnnnnnn. Reporting of this data
element is optional for individuals whose family affiliation code
is 4. If the Social Security number is unknown and the family
affiliation code is not “1”, enter “999999999”.
69. Race/Ethnicity:
Instruction: To allow for the multiplicity of race/ethnicity,
please enter the one-digit code for each category of race and
ethnicity of the TANF adult (or minor child head-of-household).
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OMB Control No: 0970-0215
Expiration date: XX/XX/2025
Reporting of this data element is optional for individuals whose
family affiliation code is 5.
Ethnicity:
a.
Hispanic or Latino:
1=
Yes, Hispanic or Latino.
2=
No.
Race:
b.
American Indian or Alaska Native:
1=
2=
c.
d.
e.
f.
Yes, American Indian or Alaska Native.
No.
Asian:
1=
Yes, Asian.
2=
No.
Black or African American:
1=
Yes, Black or African American.
2=
No.
Native Hawaiian or Other Pacific Islander:
1=
Yes, Native Hawaiian or Pacific Islander.
2=
No.
White:
1=
Yes, White.
2=
No.
70. Gender: Enter the one-digit code that indicates the adult's (or
minor child head-of-household's) gender:
1=
Male.
2=
Female.
71. Receives Disability Benefits: The Act specifies five types of
disability benefits. Two of these types of disability benefits are
applicable to children. For each type of disability benefits, enter
the one-digit code that indicates whether or not the child received
the benefit.
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OMB Control No: 0970-0215
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a.
b.
Receives Benefits Based on Federal Disability Status under NonSocial Security Act Programs: These programs include Veteran's
disability benefits, Worker's disability compensation, and Black
Lung Disease disability benefits.
1=
Yes, received benefits based on Federal disability status.
2=
No.
Receives Supplemental Security Income under Title XVI-SSI of the
Social Security Act:
1=
Yes, received aid under Title XVI-SSI.
2=
No.
72. Relationship to Head-of-Household:
Guidance: This data element is used both for (1) the adult or minor
child head-of-household section and (2) the minor child section.
The same coding schemes are used in both sections. Some of these
codes may not be applicable for children.
Instruction: Enter the two-digit code that shows the child's
relationship (including by marriage) to the head of the household,
as defined by the Food Stamp Program or as determined by the Tribe,
(i.e., the relationship to the principal person of each person
living in the household. )
01=
Head-of-household.
02=
Spouse.
03=
Parent.
04=
Daughter or son.
05=
Stepdaughter or stepson.
06=
Grandchild or great grandchild.
07=
Other related person (brother, niece, cousin).
08=
Foster child.
09=
Unrelated child.
10=
Unrelated adult.
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OMB Control No: 0970-0215
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73. Parent With Minor Child in the Family:
Guidance: This data element is used both for (1) the adult or minor
child head-of-household section and (2) the minor child section.
The same coding schemes are used in both sections. Code “1” is not
applicable for children. A parent with a minor child in the family
may be a natural parent, adoptive parent, or step-parent of a minor
child in the family. Reporting of this data element is optional for
individuals whose family affiliation code is 4 or 5.
Instruction: Enter the one-digit code that indicates the child's
parental status.
1=
Yes, a parent with a minor child in the family and used in
two-parent participation rate.
2=
Yes, a parent with a minor child in the family, but not
used in two-parent participation rate.
3=
No.
74. Educational Level: Enter the two-digit code to indicate the highest
level of education attained by the child. Unknown is not an
acceptable code for individuals whose family affiliation code is
“1”. Reporting of this data element is optional for individuals
whose family affiliation code is 4.
01-11=
Grade level completed in primary/secondary school including
secondary level vocational school or adult high school.
12=
High school diploma, GED, or National External Diploma
Program.
13=
Awarded Associate's Degree.
14=
Awarded Bachelor's Degree.
15=
Awarded graduate degree (Master's or higher).
16=
Other credentials (degree, certificate, diploma, etc.
98=
No formal education.
99=
Unknown.
).
75. Citizenship/Alienage:
Instruction: Enter the one-digit code that indicates the child's
citizenship/alienage.
Unknown is not an acceptable code for an
individual whose family affiliation code is “1”. Reporting of this
data element is optional for individuals whose family affiliation
code is “4”.
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OMB Control No: 0970-0215
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1=
U.S. citizen, including naturalized citizens.
2=
Qualified alien.
9=
Unknown.
76. Amount of Unearned Income: Unearned income has two categories. For
each category of unearned income, enter the dollar amount of the
child's unearned income.
a. SSI: Enter the dollar amount of SSI that the child in the State
(Tribal) TANF family has received for the reporting month or for
the month used to budget for the reporting month.
b. Other Unearned Income: Enter the dollar amount of other unearned
income that the child in the State (Tribal) TANF family has
received for the reporting month or for the month used to budget
for the reporting month.
32
OMB Control No: 0970-0215
Expiration date: XX/XX/2025
Disaggregated Data Collection for Families No
Longer Receiving Assistance under the TANF
Program
CLOSED CASES
Instructions and Definitions
General Instruction: The Tribal grantee should collect and report
data for each data element. The data must be complete (unless
explicitly instructed to leave the field blank) and accurate (i.e.,
correct).
An “Unknown” code may appear only on four data elements (#15 Date of
Birth, #16 Social Security Number, #24 Educational Level, and #25
Citizenship/Alienage).
For these data elements, unknown is not an
acceptable code for individuals who are members of the eligible
family (i.e., family affiliation code “1”). Tribes are not expected
to track closed cases in order to collect information on families
for months after the family has left the rolls. Rather, Tribes are
to report based on the last month of assistance.
1.
State FIPS Code: Tribal grantees should enter “00” or leave
blank.
2. County FIPS Code: Tribal grantees should leave this field blank.
3. Tribal Code: For Tribal grantees, enter the three-digit Tribal
code that represents your Tribe. For a complete listing of
Tribal Codes, contact the Division of Tribal TANF Management,
Office of Family Assistance. Newly formed consortiums must
contact the Division to obtain a code. State agencies should
leave this field blank.
4. Reporting Month: Enter the four-digit year and two-digit month
code that identifies the year and month for which the data are
being reported.
5. Stratum:
Guidance: If a Tribe opts to provide data for its entire caseload
(i.e., does not select a sample of cases to report on), the Tribe
may use this data element for its own coding purposes as long as
a two digit numerical code is specified.
Instruction: Enter any two-digit numerical code.
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OMB Control No: 0970-0215
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Family-Level Data
Definition: For reporting purposes, the TANF family means
(a) All individuals receiving assistance as part of a family under
the State's (Tribe’s) TANF Program; and
(b) the following additional persons living in the household, if not
included under (a) above:
(1) Parent(s) or caretaker relative(s) of any minor child
receiving assistance;
(2) Minor siblings (including unborn children) of any child
receiving assistance; and
(3) Any person whose income or resources would be counted in
determining the family's eligibility for or amount of
assistance.
6. Case Number--TANF:
Guidance: If the case number is less than the allowable eleven
characters, a Tribe may use lead zeros to fill in the number.
Instruction: Enter the number that was assigned by the State
agency or Tribal grantee to uniquely identify the TANF family.
7. ZIP Code: Enter the five-digit ZIP code for the family's place of
residence for the reporting month.
8. Disposition:
Guidance: If a Tribe opts to report on its entire caseload, the
only applicable code for the Tribe is “1”.
Instructions: Enter code “1”.
9. Reason for Closure:
Guidance: A closed case is a family whose assistance was
terminated for the reporting month, but received assistance under
the Tribe's TANF Program in the prior month. A temporarily
suspended case is not a closed case. If there is more than one
applicable reason for closure, determine the principal (i.e.,
most relevant) reason. If two or more reasons are equally
relevant, use the reason with the lowest numeric code. For
example, when an adult marries, the income and resources of the
new spouse are considered in determining eligibility. If, at the
time of the marriage, the family becomes ineligible because of
the addition of the spouse's income and/or resources, the case
closure should be coded using code “2”.
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If the family did not became ineligible based on the income and
resources at the time of the marriage, but rather due to an
increase in earnings subsequent to the marriage, then the case
closure should be coded using code “1”.
Instruction: Enter the two-digit code that indicates the reason
for the TANF family no longer receiving assistance.
01=
Employment and/or excess earnings.
02=
Marriage.
03=
Not applicable to Tribes.
Sanctions:
04=
Work-related sanction.
05=
Child support sanction.
06=
Teen parent failing to meet school attendance requirement.
07=
Teen parent failing to live in an adult setting.
08=
Failure to finalize an individual responsibility plan
(e.g., did not sign plan).
09=
Failure to meet individual responsibility plan provision or
other behavioral requirements (e.g., immunize a minor
child, attend parenting classes).
State (Tribal) Policies:
10=
Tribal time limit reached.
11=
Child support collected.
12=
Excess unearned income (exclusive of child support
collected).
13=
Excess resources.
14=
Youngest child too old to qualify for assistance.
15=
Minor child absent from the home for a significant time
period.
16=
Failure to appear at eligibility/redetermination
appointment, submit required verification materials, and/or
cooperate with eligibility requirements.
17=
For Tribes, transfer to a State program, another program of
the reporting Tribe or another Tribe’s TANF program.
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OMB Control No: 0970-0215
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Other:
18=
Family voluntarily closes the case.
99=
Other.
10. Received Subsidized Housing:
Guidance: Subsidized housing refers to housing for which money
was paid by the Federal, State, Tribal, or local government or
through a private social service agency to the family or to the
owner of the housing to assist the family in paying rent. Two
families sharing living expenses does not constitute subsidized
housing.
Instruction: Enter the one-digit code that indicates whether or
not the TANF family received subsidized housing for the reporting
month (or for the last month of TANF assistance).
1=
Public housing.
2=
Rent subsidy.
3=
No housing subsidy.
11. Received Medical Assistance: Enter “1” if, for the reporting
month (or for the last month of TANF assistance), any TANF family
member was enrolled in Medicaid and, thus eligible to receive
medical assistance under the State plan approved under Title XIX
or “2”' if no TANF family member was enrolled in Medicaid.
1=
Yes, enrolled in Medicaid.
2=
No.
12. Received Food Stamps: Enter the one-digit code that indicates
whether or not the TANF family received food stamp assistance for
the reporting month (or for the last month of TANF assistance).
1=
Yes, received food stamp assistance.
2=
No.
13. Received Subsidized Child Care:
Instruction: If the TANF family received subsidized child care
for services in the reporting month (or for the last month of
TANF assistance), enter code “1” or “2”, whichever is
appropriate.
Otherwise, enter code “3”.
1=
Yes, received federally funded (entirely or in part) child
care (e.g., receives either TANF, CCDF, SSBG, or other
federally funded child care).
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OMB Control No: 0970-0215
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2=
Yes, received child care funded entirely under a State,
Tribal, and/or local program (i.e., no Federal funds used).
3=
No.
Person-Level Data
This section allows for coding up to sixteen persons in the TANF
family. If there are more than sixteen persons in the TANF family, use
the following order to identify the persons to be coded:
(1) the head-of-household;
(2) parents in the eligible family receiving assistance;
(3) children in the eligible family receiving assistance;
(4) other adults in the eligible family receiving assistance;
(5) parents not in the eligible family receiving assistance;
(6) caretaker relatives not in the eligible family receiving
assistance;
(7) minor siblings of a child in the eligible family; and
(8) other persons, whose income or resources count in determining
eligibility for or amount of assistance of the eligible family
receiving assistance, in descending order from the person with
the most income to the person with the least income (resources
if no income).
As indicated below, reporting for certain specified data elements in
this section is optional for certain individuals (whose family
affiliation code is a 2, 3, 4, or 5).
14. Family Affiliation:
Instruction: Enter the one-digit code that shows the individual's
relation to the eligible family receiving assistance.
1=
Member of the eligible family receiving assistance.
Not in eligible family receiving assistance, but in the
household:
2=
Parent of minor child in the eligible family receiving
assistance.
3=
Caretaker relative of minor child in the eligible family
receiving assistance.
4=
Minor sibling of child in the eligible family receiving
assistance.
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5=
Person whose income or resources are considered in
determining eligibility for or amount of assistance for the
eligible family receiving assistance.
15. Date of Birth: Enter the eight-digit code for date of birth for
this individual under TANF in the format YYYYMMDD. If the
individual's date of birth is unknown and the individual's family
affiliation code is not ``1,'' enter the code “99999999”.
16. Social Security Number: Enter the nine-digit Social Security Number
for the individual in the format nnnnnnnnn. If the social security
number is unknown and the individual's family affiliation code is
not ``1,'' enter “999999999”.
17. Race/Ethnicity: Instructions: To allow for the multiplicity of
race/ethnicity, please enter the one-digit code for each category of
race and ethnicity of the TANF individual. Reporting of this data
element is optional for individuals whose family affiliation code is
4 or 5.
Ethnicity:
a. Hispanic or Latino:
1=
Yes, Hispanic or Latino.
2=
No.
Race:
b. American Indian or Alaska Native:
1=
Yes, American Indian or Alaska Native.
2=
No.
c. Asian:
1=
Yes, Asian.
2=
No.
d. Black or African American:
1=
Yes, Black or African American.
2=
No.
e. Native Hawaiian or Other Pacific Islander:
1=
Yes, Native Hawaiian or Pacific Islander.
2=
No.
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f. White:
1=
Yes, White.
2=
No.
18. Gender: Enter the one-digit code that indicates the individual's
gender.
1=
Male.
2=
Female.
19. Received Disability Benefits:
Instructions: The Act specifies five types of disability benefits.
For each type of disability benefits, enter the one-digit code that
indicates whether or not the individual received the benefit.
a. Received Federal Disability Insurance Benefits Under the Social
Security OASDI Program (Title II of the Social Security Act):
Enter the one-digit code that indicates the adult received
Federal disability insurance benefits for the reporting month (or
the last month of TANF assistance). This item is not required to
be coded for a child.
1=
Yes, received Federal disability insurance.
2=
No.
b. Receives Benefits Based on Federal Disability Status under NonSocial Security Act Programs: These programs include Veteran's
disability benefits, Worker's disability compensation, and Black
Lung Disease disability benefits. Enter the one-digit code that
indicates the individual received benefits based on Federal
disability status for the reporting month (or the last month of
TANF assistance). This data element should be coded for each
adult and child with family affiliation code “1”.
1=
Yes, received benefits based on Federal disability status.
2=
No.
c. Received Aid to the Permanently and Totally Disabled Under Title
XIV-APDT of the Social Security Act: Enter the one-digit code
that indicates the adult received aid under a State plan approved
under Title XIV for the reporting month (or the last month of
TANF assistance). This item is not required to be coded for a
child.
1=
Yes, received aid under Title XIV-APDT.
2=
No.
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OMB Control No: 0970-0215
Expiration date: XX/XX/2025
d. Received Aid to the Aged, Blind, and Disabled Under Title XVIAABD of the Social Security Act: Enter the one-digit code that
indicates the adult received aid under a State plan approved
under Title XVI-AABD for the reporting month (or the last month
of TANF assistance). This item is not required to be coded for a
child.
1=
Yes, received aid under Title XVI-AABD.
2=
No.
e. Received Supplemental Security Income Under Title XVI-SSI of the
Social Security Act: Enter the one-digit code that indicates the
individual received aid under a State plan approved under Title
XVI-SSI for the reporting month (or the last month of TANF
assistance).
This data element should be coded for each adult
and child with family affiliation code “1”.
1=
Yes, received aid under Title XVI-SSI.
2=
No.
20. Marital Status: Enter the one-digit code for the marital status of
the adult recipient. Reporting of this data element is optional for
individuals whose family affiliation code is 4 or 5.
1=
Single, never married.
2=
Married, living together.
3=
Married, but separated.
4=
Widowed.
5=
Divorced.
21. Relationship to Head-of-Household:
Instruction: Enter the two-digit code that shows the individual's
relationship (including by marriage) to the head of the household,
as defined by the Food Stamp Program or as determined by the State
(Tribe), (i.e., the relationship to the principal person of each
person living in the household. ) If a minor child head-ofhousehold, enter code “01”.
01=
Head-of-household.
02=
Spouse.
03=
Parent.
04=
Daughter or son.
05=
Stepdaughter or stepson.
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06=
Grandchild or great grandchild.
07=
Other related person (brother, niece, cousin).
08=
Foster child.
09=
Unrelated child.
10=
Unrelated adult.
22. Parent With Minor Child in the Family:
Guidance: A parent with a minor child in the family may be a natural
parent, adoptive parent, or step-parent of a minor child in the
family. Reporting of this data element is optional for individuals
whose family affiliation code is 3, 4, or 5.
Instruction: Enter the one-digit code that indicates the
individual's parental status.
1=
Yes, a parent with a minor child in the family.
2=
No.
23. Needs of a Pregnant Woman: Some States (Tribes) consider the needs
of a pregnant woman in determining the amount of assistance that the
TANF family receives. If the individual was pregnant and the needs
associated with this pregnancy were considered in determining the
amount of assistance for the last month of TANF assistance, enter a
“1” for this data element. Otherwise enter a “2” for this data
element. This data element is applicable only for individuals whose
family affiliation code is 1.
1=
Yes, additional needs associated with pregnancy were
considered in determining the amount of assistance.
2=
No.
24. Educational Level: Enter the two-digit code to indicate the highest
level of education attained by the individual. Unknown is not an
acceptable code for individuals whose family affiliation code is
“1”. Reporting of this data element is optional for individuals
whose family affiliation code is 4 or 5.
01-11=
Grade level completed in primary/secondary school including
secondary level vocational school or adult high school.
12=
High school diploma, GED, or National External Diploma
Program.
13=
Awarded Associate's Degree.
14=
Awarded Bachelor's Degree.
15=
Awarded graduate degree (Master's or higher).
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16=
Other credentials (degree, certificate, diploma, etc.
98=
No formal education.
99=
Unknown.
).
25. Citizenship/Alienage:
Instruction: Enter the one-digit code that indicates the adult's (or
minor child head-of-household's) citizenship/alienage. Unknown is
not an acceptable code for an individual whose family affiliation
code is “1”. Reporting of this data element is optional for
individuals whose family affiliation code is 4 or 5.
1=
U.S. citizen, including naturalized citizens.
2=
Qualified alien.
9=
Unknown.
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OMB Control No: 0970-0215
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26. Number of Months Countable toward Tribal Time Limit: Enter the
number of months countable toward the adult's (or minor child headof-household's) Tribal time limit based on assistance received from
(1) the Tribe and (2) from other Tribes or from States. Reporting
of this data element is optional for individuals whose family
affiliation code is 2, 3, 4, or 5.
27. Number of Countable Months Remaining Under Tribe's Time Limit:
Enter the number of months that remain countable toward the adult's
(or minor child head-of-household's) Tribal time limit. Reporting
of this data element is optional for individuals whose family
affiliation code is 2, 3, 4, or 5.
28. Employment Status: Enter the one-digit code that indicates the
adult's (or minor child head-of-household's) employment status.
Leave this field blank for other minor children. Reporting of this
data element is optional for individuals whose family affiliation
code is 4 or 5.
1=
Employed.
2=
Unemployed, looking for work.
3=
Not in labor force (i.e., unemployed and not looking for
work, includes discouraged workers).
29. Amount of Earned Income: Enter the amount of the adult's (or minor
child head-of-household's) earned income for the last month on
assistance or for the month used to budget for the last month on
assistance.
30. Amount of Unearned Income: Enter the dollar amount of the
individual's unearned income for the last month on assistance or for
the month used to budget for the last month on assistance.
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OMB Control No: 0970-0215
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Aggregated Data Collection for Families Applying for,
Receiving, and No Longer Receiving Assistance under the
TANF Program
Instructions and Definitions
General Instruction: The State agency or Tribal grantee is to collect
and report data for each data element, unless explicitly instructed to
leave the field blank. Monthly caseload counts (e.g., number of
families, number of two-parent families, and number of closed cases)
and number of recipients must be unduplicated monthly totals. States
and Tribal grantees may use samples to estimate the monthly totals only
for data elements #4, #5, #6, #15, #16, and #17.
1. State FIPS Code: Tribal grantees should enter “00” or leave blank.
2. Tribal Code: For Tribal grantees only, enter the three-digit Tribal
code that represents your Tribe. For a complete listing of Tribal
Codes, contact the Division of Tribal TANF Management, Office of
Family Assistance. Newly formed consortiums must contact the
Division to obtain a code. State agencies should leave this field
blank.
3. Calendar Quarter: The four calendar quarters are as follows:
1=
First quarter--January-March.
2=
Second quarter--April-June.
3=
Third quarter--July-September.
4=
Fourth quarter--October-December.
Enter the four-digit year and one-digit quarter code (in the format
YYYYQ) that identifies the calendar year and quarter for which the
data are being reported (e.g., first quarter of 1997 is entered as
``19971'').
Applications
Guidance: The term ``application'' means the action by which an
individual indicates in writing to the agency administering the State
(or Tribal) TANF Program his/her desire to receive assistance.
Instruction: All counts of applications should be unduplicated monthly
totals.
4. Total Number of Applications: Enter the total number of approved and
denied applications received for each month of the quarter. For
each month in the quarter, the total in this item should equal the
sum of the number of approved applications (in item #5) and the
number of denied applications (in item #6). The monthly totals for
this element may be estimated from samples.
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OMB Control No: 0970-0215
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A.
First Month:
B.
Second Month:
C.
Third Month:
5. Total Number of Approved Applications: Enter the number of
applications approved during each month of the quarter. The monthly
totals for this element may be estimated from samples.
A.
First Month:
B.
Second Month:
C.
Third Month:
6. Total Number of Denied Applications: Enter the number of
applications denied (or otherwise disposed of) during each month of
the quarter. The monthly totals for this element may be estimated
from samples.
A.
First Month:
B.
Second Month:
C.
Third Month:
Active Cases
For purposes of completing this report, include all TANF eligible cases
receiving assistance (i.e., cases funded under the TANF block grant) as
cases receiving assistance under the Tribal TANF Program. All counts
of families and recipients should be unduplicated monthly totals.
7. Total Amount of Assistance: Enter the dollar value of all assistance
(cash and non-cash) provided to TANF families under the State
(Tribal) TANF Program for each month of the quarter. Round the
amount of assistance to the nearest dollar.
A.
First Month:
B.
Second Month:
C.
Third Month:
8. Total Number of Families: Enter the number of families receiving
assistance under the State (Tribal) TANF Program for each month of
the quarter. The total in this item should equal the sum of the
number of two-parent families (in item #9), the number of one-parent
families (in item #10) and the number of no-parent families (in item
#11).
A.
First Month:
B.
Second Month:
C.
Third Month:
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OMB Control No: 0970-0215
Expiration date: XX/XX/2025
9. Total Number of Two-parent Families: Enter the total number of 2parent families receiving assistance under the State (Tribal) TANF
Program for each month of the quarter.
A.
First Month:
B.
Second Month:
C.
Third Month:
10. Total Number of One-Parent Families: Enter the total number of oneparent families receiving assistance under the State (Tribal) TANF
Program for each month of the quarter.
A.
First Month:
B.
Second Month:
C.
Third Month:
11. Total Number of No-Parent Families: Enter the total number of noparent families receiving assistance under the State (Tribal) TANF
Program for each month of the quarter.
A.
First Month:
B.
Second Month:
C.
Third Month:
12. Total Number of Recipients: Enter the total number of recipients
receiving assistance under the State (Tribal) TANF Program for each
month of the quarter. The total in this item should equal the sum
of the number of adult recipients (in item #13) and the number of
child recipients (in item #14).
A.
First Month:
B.
Second Month:
C.
Third Month:
13. Total Number of Adult Recipients: Enter the total number of adult
recipients receiving assistance under the State (Tribal) TANF
Program for each month of the quarter.
A.
First Month:
B.
Second Month:
C.
Third Month:
14. Total Number of Child Recipients: Enter the total number of child
recipients receiving assistance under the State (Tribal) TANF
Program for each month of the quarter.
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OMB Control No: 0970-0215
Expiration date: XX/XX/2025
A.
First Month:
B.
Second Month:
C.
Third Month:
15. Total Number of Noncustodial Parents Participating in Work
Activities: Enter the total number of noncustodial parents
participating in work activities (even if not receiving assistance)
under the State (Tribal) TANF Program for each month of the quarter.
The monthly totals for this element may be estimated from samples.
A.
First Month:
B.
Second Month:
C.
Third Month:
16. Total Number of Births: Enter the total number of births in
families receiving assistance under the State (Tribal) TANF Program
for each month of the quarter. The monthly totals for this element
may be estimated from samples.
A.
First Month:
B.
Second Month:
C.
Third Month:
17. Total Number of Out-of-Wedlock Births: Enter the total number of
out-of-wedlock births in families receiving assistance under the
State (Tribal) TANF Program for each month of the quarter. The
monthly totals for this element may be estimated from samples.
Tribes should report this data based on their historical cultural
interpretation of out-of-wedlock.
A.
First Month:
B.
Second Month:
C.
Third Month:
Closed Cases
18. Total Number of Closed Cases: Enter the total number of closed
cases for each month of the quarter.
A.
First Month:
B.
Second Month:
C.
Third Month:
47
| File Type | application/pdf |
| File Title | CODING INSTRUCTIONS |
| Author | ACF |
| File Modified | 2022-04-20 |
| File Created | 2022-04-20 |