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July 2025	The 801A report has new data requirements (marked below with 07/25). Refer to CDMIS webinar updates for for further details and submittal guidance.
November 2024	CDE and CDSS contracts will now report the 801A separately. Refer to CDMIS Update #36 for further details and submittal guidance.

 

801A Tips:

• The report returns each child where the schedule includes the required program and report month, and Care and/or School calendar operating days exist. 
• All schedule statuses except Void return in state reports; if the schedule is invalid or should not report, it should be edited for correction or Voided. To view a child's schedule history, see Student Profile > Schedule > Status > All.
• Columns will return Eligibility > Student and Family data if the Start and End Date range includes the report month.
• The month's attendance should be reconciled and the Attendance > CDNFS/EENFS report month should be batched and accurate before generating the 801A.
• Data changes impacting any of the fields below, attendance or CDNFS/EENFS values require a new report file to be generated to update child rows.

A. Admin Configuration:

1.  Admin > Sites > Profile - for each site location, confirm these fields are populated: 

• Site Name
• License Type
• Tax ID
• Zip Code (all 9 digits)
• FIPS code
• County - Text should be consistent to all programs; for example, do not use Los Angeles for one program and LA for another; the numerical county code value (such as 19) may also be entered in place of text
• QRIS
• Accreditation Status

2. Admin > Sites > License tabs must have one or more License Numbers populated:

 

3. Admin > Sites > Classrooms must have the following fields populated for reporting return for each site location: 

• Classroom ID (required to save the page and must be unique to each classroom)
• Name
• 07/25 License (options here return from the Admin > Sites > License tab)
• License Type

4. Admin > Enrollment > Programs must exist in order to create schedules and complete state reporting.  Select +New to create a record for each contract funding type under the desired label name under the Program Name field and Save. See below if multiple vendor codes or submission codes exist.

If an agency reports using more than one vendor number or submission code for the same site or funding type, programs must be created separately by site and/or funding type on the Admin > Enrollment > Program tab. 

For example, if there are two sites that report the same funding type but the vendor number or submission code is different, a program record per site must be created; codes will be entered in #5 under Admin > Eligibility > 801A Programs. 

• • • Separate vendor numbers: 
      • Site A Program Name: CSPP Site A = Submission Code ABCD000
      • Site B Program Name: CSPP Site B = Submission Code EFGH000
    • Separate submission codes:
      • Site A Program Name:  CCTR Site A = Submission Code ABCD000
      • Site B Program Name:  CCTR Site B = Submission Code ABCD001

5.  Admin > Eligibility > 801A Programs tab should be configured to select each program and populate the fields to be listed in the 801A report. Programs listed here are created on Admin > Eligibility > Programs.  If the program does not report on the 801A, these fields are not required.

• Include in 801A - select Y (If reporting CSPP on the CASPDAC, select N for all CSPP programs and see CareConnect - Configure CAPSDAC)
• Submission Code -  enter the funding's 4 digit vendor code and 3 digit submission code in this format: A123000
• In the Display Name field, enter the 4 digit program code of CSPP/CCTR/CMIG etc. Do not use more than 4 characters
• 07/25 Subsidy Funding Source - Select CDE or CDSS

Click the Program name link to Edit the fields: 

 

B. Child, Parent and Family Data:

Populate the Student Profile parent and child tabs for 801A population. 

1. In the Student > Schedule tab: 

• Site
• Program
• Classroom
• Care and/or School Calendar
• Time Entries
• Period Start Date - schedule dates should reflect dates children are expected to attend and should be updated as needed to match the child's real time movement
• Care Type
• Confirm the number of Total Hours calculated are accurate for attendance, CDNFS/EENFS and 801A purposes

 

2. In the Student > Personal Info tab: 

• Child First and Last Name (Middle Name is optional)
• Child Date of Birth
• Child Gender
• Child Race (optional)
• Child Ethnicity (optional)

 

3. Populate Parent A data including address information

• Parent A First and Last Name (Middle Name is optional)
• Address, Unit (optional), Zip+4, City, State; in the Unit field, enter the digit or alpha value only, do not enter #, unit, apt, etc. 

4. Populate the Eligibility tab child and family enrollment data for 801A population. The 'Start and End Date' fields must include the desired report month and the Start Date fields should reflect the child's first day of subsidy care.

A. In the Eligibility > Student tab: 

• Basic > Click the pencil icon to open the fields

• Start Date - Enter the Child's initial start date/first day of care ever
  • the Child Start Date must be on or after the Family > Eligibility > Basic > Initial Subsidized Start Date and the Schedule > earliest start date for the current provider, program or care type (FT/PT)).
  • The Start Date does not change unless there is a break in care of 90 days or more. Do not change the Start Date if the child is in CSPP PD and/or will be returning after vacation/semester breaks.
• 07/25 CDE ONLY - Receiving Extended Learning & Care - Select the appropriate answer (refers to a child receiving direct services or subcontracted/voucher/FCCHEN services, either full-day or part-day)
• 07/25 CDE ONLY - Child Enrolled in Head Start Program - Select the appropriate answer

*Note: The Is Child Enrolled in CDE/DSS Program column is automatically returned based on schedule history. There is no field entry required for this answer to populate the report.

 

• Language - Populate the child's primary language

• English Learner - select Not Applicable if the child is younger than grade K; and Y or N if the child is grade K and above:

• IEP/IFSP - Enter the date range for the child's IEP/IFSP assignment if it applies:

B. In the Eligibility > Family > Basic tab: 

• Initial Subsidized Service Date - First day of care for the family ever; this date does not change unless there has been a break of care of 90 days or more
• Income Source 
• Family Type
• Reason for Eligibility
• 07/25 Parent A/B Need Type - If selecting CalWORKS, a secondary reason must also be selected
• Eligibility Type
• Greater than 85% SMI
• FIPS Code
• Cash Aid
• 07/25 CalWORKs Recipient

 

C. Family > Family Income - Income and Family Size must cover the reporting month desired. These fields should represent the eligibility period of 12 or 24 months, or the date of any change made to family fee grids, or income in the best interest of the family. 

 

Once all data is populated, select the Verify button at the bottom of the Student, Parent or Family tab to confirm all data for subsidy eligibility is captured. 

Verify will return any missing fields, but will not identify data that may be in conflict. Confirm users are familiar with CDMIS Data Definitions. Fields return 'as of today'; if Start Dates are in the future, they will drop off the Verify returns list on that date.

 

C. Generate 801A Report File:

CareConnect will pull all data captured for the students and families from the Eligibility tabs into the 801A report. To return valid Attendance Status codes, users must first a) Load Attendance and 2) Generate the Attendance > Reports > CDNFS/EENFS values for the 801A report month.  After generating the CDNFS/EENFS values, generate the 801A report:

1. Start from the Students module,  Locate the 801A in the Reports section 

2. Select the Report Month at the right and click Generate.

3. 07/25  A pop-up will open to specify the date and state agency for the desired program.

3. Once selected, enter the Submission Code, Site(s), Report Month and Program selection. (CSPP programs reported on the CAPSDAC should not be selected on the 801A.)

 

4. CareConnect may take a few minutes to generate the 801A report depending on the volume of the data. Select the Refresh icon until CareConnect returns a dark green arrow on the generated report summary line with the information for the report month, sites, and user name who generated or updated the report. 

a. Click the action icon to view the report details

b. Click the action icon to delete the report if it was generated accidentally 

5. Within the 801A details, you will different actions available at all times that are:

a. Student Name hyperlink: This will allow you to quickly open the family record for the student included in the report details to view and/or modify their eligibility information as needed

b. Edit: This button is to quickly edit the report details in each cell. This edit works similarly to an excel list. TIP: Editing here will not update the data back into the Family's Eligibility tab but it may be used if the report is past due and changes needed to be made right away. 

c. Re-generate: This button is to re-generate the data in this 801A report. If you have edited the family information after this report is generated, use this button to refresh the report to allow it to pick up the latest changes completed within the family.

d. Export: This button has 2 options to either export the report to an Excel CSV format, or to a text format that is pre-formatted to follow CDMIS' requirement for an electronic file transfer. 

e. Delete: This button is to delete this generated 801A report.

f. To review for missing data, select the Verify button and the page will refresh to return missing fields. Click the child name to return to the family record and make the appropriate updates. Verify will return any missing fields, but will not identify data that may be in conflict. Confirm users are familiar with CDMIS Data Definitions. 

07/25 CareConnect will return the following even if data exists: 

• AttendanceStatus1 - If the child's generated CDNFS/EENFS values return code 02, this error will return under Verify. This means the provider was open, but the child was enrolled and did not attend any open days of the month. This occurs if no attendance is entered, or all dates have an absence code populated. Ignore this if 02 is correct, or correct the attendance data and Calculate > Batch CDNFS/EENFS the month once more. 
• MonthlyIncome - If the family income entry is $0, this error will return under Verify. This means the family income entry is $0, or the family income entry start and end date range does not include the report month. Ignore this if $0 is correct or correct the family income data.

For all other errors, verify the data exists in the family record, or the start/end dates cover the desired report month. 

The 801A must be regenerated if data changes are made to the Admin or Family records. Do not regenerate if editing fields within the report display.

Once all data returns as expected, select to Export to TXT format for CDMIS submission. When the file downloads, select to Save As and include the month and year in the label. Do not make any edits to this file or upload format will fail. Log into CDMIS and select to upload via Electronic File Format from a software vendor. 

 

If the agency receives a fail report from CDMIS and needs assistance, please submit the error report to support for assistance.