TANF Inst 1

TANF Data Report - Section One
Disaggregated Data Collection
For Families Receiving Assistance under the TANF Program
INSTRUCTIONS AND DEFINITIONS
General Instruction: The State agency or 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 #68] Date of
Birth, [#33 and #69] Social Security Number, [#41 and #75] Educational Level, and [#42 and
#76] Citizenship/Alienage). However, 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 States 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 the Family's Cash Resources; #65 Amount of Earned Income;
and [#66 and #77] Amount of Unearned Income. Whichever choice the State 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: Enter your two-digit State code from the following listing. These codes
are the standard codes used by the National Institute of Standards and Technology.
Tribal grantees should leave this field blank.
State
Alabama
Alaska
American Samoa
Arizona
Arkansas
California
Colorado
Connecticut
Delaware
Dist. of Columbia
Florida
Georgia
Guam
Hawaii
Idaho
Illinois
Indiana

Effective 10/1/2008

Code
01
02
60
04
05
06
08
09
10
11
12
13
66
15
16
17
18

State
Montana
Nebraska
Nevada
New Hampshire
New Jersey
New Mexico
New York
North Carolina
North Dakota
Ohio
Oklahoma
Oregon
Pennsylvania
Puerto Rico
Rhode Island
South Carolina
South Dakota

Code
30
31
32
33
34
35
36
37
38
39
40
41
42
72
44
45
46
1

State
Iowa
Kansas
Kentucky
Louisiana
Maine
Maryland
Massachusetts
Michigan
Minnesota
Mississippi
Missouri

Code
19
20
21
22
23
24
25
26
27
28
29

State
Tennessee
Texas
Utah
Vermont
Virgin Islands
Virginia
Washington
West Virginia
Wisconsin
Wyoming

Code
47
48
49
50
78
51
53
54
55
56

2.

County FIPS Code: Enter the three-digit code established by the National Institute of
Standards and Technology for classification of counties and county equivalents. Codes
were devised by listing counties alphabetically and assigning sequentially odd integers;
e.g., 01, 03, 05. A complete list of codes is available in Appendix F of the TANF
Sampling and Statistical Methods Manual. Tribal grantees should leave this field blank.

3.

Tribal Code: For Tribal grantees, enter the three-digit Tribal code that represents your
Tribe (See Appendix E of the TANF Sampling and Statistical Methods Manual for a
complete listing of Tribal Codes.) 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: All TANF families selected in the sample from the same stratum must be
assigned the same stratum code. Valid stratum codes may range from "00" to "99."
States and Tribes with stratified samples should provide the ACF Regional Office with a
listing of the numeric codes utilized to identify any stratification. States that use stratified
samples must file section four of the TANF Data Report, which contains the caseload
size by stratum for each report month. If a State or Tribe opts to provide data for its
entire caseload, enter the same stratum code (any two-digit number) for each TANF
family.
Instruction: Enter the two-digit stratum code.
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 TANF Program; and (b) the following additional
persons living in the household, if not included under (a) above:
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(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, a State should
use lead zeros to fill in the number.
Instruction: Enter the number assigned by the State agency or 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: The TANF Data Report collects information on families receiving assistance
as defined in §260.31. We do not collect information on families receiving benefits and
services that do not meet the definition of assistance. A family that receives TANF
assistance funded, entirely or in part, with Federal funds is subject to the Federal time
limits. A family that receives assistance under a segregated State TANF program funded
solely with State funds is not subject to the Federal time limits. We will collect
information on families who receive assistance under a separate State program in the
SSP-MOE Data Report.
Instructions: For States that bifurcate their caseloads, enter the appropriate code for the
funding stream used to provide assistance to this TANF family. If the State (Tribe) does
not bifurcate its caseload, enter code "1."
1=
Funded, in whole or in part, with Federal TANF block grant funds. This
includes programs funded with commingled State and Federal funds.
2=
Funded entirely from State-only funds (segregated State TANF expenditures)
which are subject to most, but not all, TANF rules.

9.

Disposition:
Guidance: A family that did not receive any assistance for the reporting month but was
listed on the monthly sample frame for the reporting month is "listed in error." States
must collect and report complete data for all sampled cases that are not listed in error. If
the family is "listed in error, code this data element with a "2" and do not complete data
elements #10 through #77.
Instruction: Enter one of the following codes for each TANF sampled case.
1=
Data collection completed

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2=
10.

Not subject to data collection/listed in error

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 selected into the TANF sample). 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.
In forming the monthly frame for data collection and reporting, a State (Tribe) must
include all families that receive assistance for the month through the end of the month.
We do this because States (Tribes) have only 45 days after the close of the quarter to
report the data. For a State (Tribe) that provides assistance to newly approved applicants
back to the date of application, the initial assistance issued may include assistance for one
or more prior months. However, the month in which the State (Tribe) issued the initial
assistance is the first month the State (Tribe) is required to include the family on the
monthly frame. Thus, it is the month in which the family is a new applicant.
At State (Tribe) option, the family could be included on a prior monthly frame for a
month that assistance was issued retroactively. If the State (Tribe) included the family on
a prior month frame, then the prior month would be the month in which the family is a
new applicant. For example, a family applies for assistance on March 25 and is approved
to receive assistance on May 10. The States provides cash assistance back to date of
application and issues a check for March, April, and May on May 11. The State (Tribe)
must include the family on the May frame, but is not required to include the family on the
March or April frames. If the family is not on the March or April frame, the family is a
new applicant for May. However, if the State (Tribe) opts to include the family on the
April frame, the family is a new applicant for April, not May.
Instruction: Enter the one-digit code that indicates whether or not the TANF family is a
newly-approved applicant.
1=
Yes, a newly-approved application
2=
No

11.

Number of Family Members: Enter two digits that represent the number of members in
the family (i.e., include all individuals with Family Affiliation codes 1, 2, 3, 4, and 5 for
data elements #30 and #67) under the State's (Tribe's) TANF Program during the
reporting month. Include in the number of family members, the noncustodial parent who
the State (Tribe) has opted to include as part of the eligible family, who is receiving
assistance as defined in §260.31, or who is participating in work activities as defined in
section 407(d) of the Act.

12.

Type of Family for Work Participation:
Guidance: This data element identifies whether the family will be used to calculate both
the all families (i.e., overall) and two-parent work participation rates, will be used to

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calculate only the overall work participation rate, or will not be used to calculate either
work participation rate.
To determine how to code this data element, the State must first determine the number of
work-eligible individuals. If there are two or more work-eligible individuals the State
needs to determine if there are two parents that meet the definition of a two-parent
family. The correct coding for this data element is as follows: Use code "3" to identify
families with no work-eligible individuals (See data element #48, Work-eligible
Individual Indicator.) Use code "2" to identify two-parent families. Use code "1" to
identify all remaining families (i.e., families with one or more work-eligible individuals
that are not two-parent families.)
A family with one or more work-eligible individuals is included in the overall work
participation rate, unless explicitly disregarded. The "Work Participation Status" (data
element #49) will be used to disregard families from the work participation rates. See
data element #49 "Work Participation Status" for reasons for disregarding a family.
For purposes of calculating the two-parent families work participation rates, a twoparent family includes, at a minimum, all families with two natural or adoptive parents
(of the same minor child) who are work-eligible individuals and living in the home,
unless both are minors and neither is a head-of-household. The State (Tribe) may use a
broader definition of "two-parent family", but must at least include these families. All
two-parent families must be included in the two-parent work participation rate unless the
family is explicitly disregarded. The "Work Participation Status" (data element #49) will
be used to disregard families from the work participation rates, including a two-parent
family with a disabled parent.
The correct coding of a two-parent family with a disabled parent is as follows: Coded
data element #12, Type of Family for Work Participation, with a “2”; for each parent
code data element #30, Family Affiliation, with a “1” or “2” whichever is appropriate and
code data element #39, Parent with a Minor Child, with a “1”; and for the disabled parent
code data element #49, Work Participation Status, with a “07”. If properly coded, a twoparent family with a disabled parent will be excluded from the two-parent work
participation rate.
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.
A noncustodial parent is defined in §260.30 as a parent of a minor child who: (1) lives in
the State and (2) does not live in the same household as the minor child. The State must
report information on the noncustodial parent if the noncustodial parent: (1) is receiving
assistance as defined in §260.31; (2) is participating in work activities as defined in
section 407(d) of the Act; or (3) has been designated by the State as a member of a family
receiving assistance. If the noncustodial parent is the only member of the family
receiving assistance, the State (Tribe) must report the disaggregated and aggregated
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information on the entire family. If the noncustodial parent is only participating in work
activities that do not constitute assistance (as defined in §260.31) and the other members
of the family are not receiving assistance, the State (Tribe) must report only the
aggregated information on the noncustodial parent.
A noncustodial parent, who is receiving assistance, is a work-eligible individual and a
non-recipient, noncustodial parent is not. A family with two parents, who are workeligible individuals, one of whom is a noncustodial parent, does not meet the minimum
definition of a two-parent family. However, the State may use an expanded definition of
two-parent family which could include this family within the definition and thus, choose
whether a two-parent family with a noncustodial parent (who is receiving assistance) as
one of the two parents is a two-parent family for the purposes of calculating the twoparent work participation rate. If a State chooses to exclude such a family with a
noncustodial parent as one of the parents from the two-parent work participation rate, the
State must code the data element "Type of Family for Work Participation" with a "1."
Instruction: Enter the one-digit code that represents the type of family for purposes of
calculating the work participation rates.
1=
Family included only in overall work participation rate (i.e., family includes
one or more work-eligible individuals but does not meet definition of a twoparent family)
2=
Two-Parent Family included in both the overall and two-parent work
participation rates (i.e., family includes two work-eligible parents and meets
the definition of a two-parent family)
3=
Family with no work-eligible individual
13.

Receives Subsidized Housing:
Guidance: Subsidized housing refers to housing for which money was paid by the
Federal, State, 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.
1=
Public housing
2=
Rent subsidy
3=
No housing subsidy

14.

Receives Medical Assistance:
Guidance: The purpose of this data element is to identify families that are eligible to
receive medical assistance under the State plan approved under Title XIX. This will
include children served by the Child Health Insurance Program (CHIP) when it is a part
of the Title XIX program.

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Instruction: Enter "1" if, for the reporting month, any TANF family member is enrolled
in Medicaid and/or CHIP 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
and/or CHIP.
1=
Yes, enrolled in Medicaid and/or CHIP
2=
No
15.

Receives Food Stamps: 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

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. It is unacceptable to assign the
total amount of food stamp assistance received by the household to the TANF family
when there are members of the food stamp household that are not members of 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)
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

18.

Amount of Subsidized Child Care:
Guidance: Subsidized child care means a grant by the Federal, State 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).
A State (Tribe) must make every effort to identify the total dollar amount of subsidized
child care from all sources (e.g., CCDF, TANF, SSBG, State, local, etc.). When a State
(Tribe) knows the authorized amount of child care but does not know the actual amount

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of subsidized child care because claims for payment are not received until after TANF
reporting is due, the State (Tribe) should code the authorized amount. However, the
State needs to provide the actual (i.e., correct) data by the end of the quarter in which the
data is due.
Instruction: Enter the total dollar amount of subsidized child care from all sources (e.g.,
CCDF, TANF, SSBG, State, 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: 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 State or the family.

20.

Amount of the Family's Cash Resources:
Guidance: Cash resources are defined by the State for purposes of determining
eligibility for and amount of benefits. Such resources may include cash on hand, bank
accounts (e.g., saving and checking accounts), and certificates of deposit. Other assists
(e.g., stocks, bonds, mutual funds, IRAs, IDAs, etc.) are not included. Motor vehicles are
not included.
Instruction: Enter the total dollar amount of the TANF family's cash resources as the
State 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 STATE (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 are conditioned on their participation in work experience or
community service (or any other work activity (i.e., under §261.30).
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;
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(2)
(3)
(4)
(5)
(6)
(7)

(ii)
Are not intended to meet recurrent or ongoing needs; and
(iii)
Will not extend beyond four months.
Work subsidies (i.e., payments to employers or third parties to help cover the costs of
employee wages, benefits, supervision, and training);
Supportive services such as child care and transportation provided to families who are
employed;
Refundable earned income tax credits;
Contributions to, and distributions from, Individual Development Accounts;
Services such as counseling, case management, peer support, child care information and
referral, transitional services, job retention, job advancement, and other employmentrelated services that do not provide basic income support; and
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 State's (Tribe's) 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 the type of assistance under the State's (Tribe's) TANF program. In determining the
number of months for each type of assistance, begin counting with the month the State (Tribe)
began its 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 State began its TANF Program) by the TANF eligible
family, enter "0" as the number of months of assistance.
21.

Cash and Cash Equivalents:
Guidance: Include in this data element cash (and cash equivalents) assistance provided
under the TANF program. Do not include WtW cash assistance.
A. Amount

22.

B.

Number of Months

TANF Child Care:
Guidance: By definition, a TANF child care benefit that is received by an employed
family is not assistance and should not be reported in this data element. Unless excluded
s a non-recurring, short-term benefit, a TANF child care benefit that is received by a nonemployed family is assistance and should be reported here.
Instruction: 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,

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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 State (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.
Number of
A. Amount B. Children Covered C. Number of Months
23.

Transportation:
Guidance: By definition, a transportation benefit that is received by an employed family
is not assistance and should not be reported in this data element. Unless excluded as a
non-recurring, short-term benefit, a transportation benefit that is received by a nonemployed family is assistance and should be reported here.
States (Tribes) may use estimates for transportation assistance that is provided to
recipients of assistance through the Access to JOBS or Reverse commute projects. Use
of an estimate is limited to the situation in which the individual does not receive a
specific identifiable amount of assistance for his/her transportation needs. However, if a
specific amount of transportation assistance is identifiable, the State must report the
actual (identifiable) amount rather than an estimated amount.
A. Amount

24.

Number of Months

Transitional Services:
Guidance: By definition, a transitional service benefits that is received by an employed
family is not assistance and should not be reported in this data element. Unless excluded
as a non-recurring short-term benefit, a transitional supportive service that is received by
a non-employed family is assistance and should be reported here.
A. Amount

25.

B.

B.

Number of Months

Other:
Guidance: By definition, an "Other" benefit that is received by an employed family is
not assistance and should not be reported in this data element. Unless excluded as a nonrecurring, short-term benefit, an "Other" supportive service that is received by a nonemployed family is assistance and should be reported here.
A. Amount

Effective 10/1/2008

B.

Number of Months

10

26.

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 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

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
1=
Yes
2=
No

vi. Failure to Comply with an Individual Responsibility Plan
Guidance: Work requirements, school attendance requirements,
and cooperation with child support requirements may be
provisions of an individual responsibility plan. If an individual is
sanctioned for failure to comply with work requirements, school
attendance requirements, and/or cooperation with child support
requirements, code the sanction in 26a.ii., 26a.iii., 26a.iv, or 26a.v.
whichever is appropriate. Other sanctions for failure to comply
with an individual responsibility plan are coded in 26a.vi.
1=
Yes
2=
No
vii. Other Sanction
1=
Yes
2=
No

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b.
c.

Recoupment of Prior Overpayment:
Enter the total dollar value of reduction in assistance due to recoupment of a
prior overpayment.
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
iii. Reduction Based on Length of Receipt of Assistance
1=
Yes
2=
No
iv.

27.

Other, Non-sanction
1=
Yes
2=
No

Waiver Evaluation Experimental and Control Groups:
Guidance: This data element is no longer applicable for States as all welfare reform
1115 waivers have expired. This data element is reserved as a place holder. We did this
to preserve the current numbering of the succeeding data elements so States would not
have to revise their edits based on renumbering of these data elements.
Instruction: Leave this data element blank or code with a “9” for not applicable.

28.

Is the TANF Family Exempt from the Federal 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-ofhousehold who has received federally-funded assistance for 60 countable months may
continue to receive assistance. A countable month is a month of assistance for which the
head-of-household or the spouse of the head-of-household is not exempt from the Federal
time-limit provisions.
TANF rules provide for two categories of exceptions. Certain families are exempt from
the accrual of months of assistance (i.e., the clock is not ticking). Certain families with a
head-of-household or a spouse of a head-of-household who has received 60 countable
months of assistance may be exempt from termination of assistance. Exemptions from
termination of assistance include a hardship exemption that allows up to 20% of the
families to receive assistance beyond the 60-month time limit. In lieu of the 20%
hardship exemptions, States with prior-approved welfare reform waivers may choose to
employ extension policies prescribed under their waivers.

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Instruction: If the TANF family has no exemption from the Federal five-year time limit
for the reporting month, enter code "01." If the TANF family does not include a head-ofhousehold or a spouse of the head-of-household who is receiving federally-funded
assistance for the reporting month, enter "02." If the TANF family includes a head-ofhousehold or a spouse of the head-of-household who has not received federally-funded
assistance for 60 countable months and the family is exempt from the accrual of months
of assistance, enter "03," "04," or "05," whichever is appropriate. If the TANF family
includes a head-of-household or a spouse of the head-of-household who has received
assistance for 60 countable months and the family is exempt from termination of
assistance, enter code "06" "07," "08," "09," "10," or "11," whichever is appropriate. If
there is more than one applicable exemption, the State may code the exemption it deems
most appropriate.
01 =

Family is not exempt from Federal time limit.

Family does not include a head-of-household or a spouse of the head-of-household who
is receiving federally-funded assistance
02 =

Yes, family is exempt from accrual of months and termination of assistance
under the Federal five-year time limit for the reporting month because no headof-household or spouse of the head-of-household in the eligible family is
receiving assistance.

Family includes a head-of-household or a spouse of the head-of-household, but has
accrued less than 60 months of assistance
03 =

Yes, family is exempt from accrual of months under the Federal five-year time
limit for the reporting month because assistance to family is funded entirely
from State-only funds (See data element #8, Funding Stream, code 2.)

04 =

Yes, family is exempt from accrual of months under the Federal five-year 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 =

Code no longer in use

Family includes a head-of-household or a spouse of the head-of-household, who has
received federally-funded assistance for 60 countable months
06 =

Effective 10/1/2008

Yes, family is exempt from termination of assistance under the Federal fiveyear time limit for the reporting month because assistance to the family is
funded entirely from State-only funds (See data element #8, Funding Stream,
code 2.)
13

29.

07 =

Yes, family is exempt from termination of assistance under the Federal fiveyear time limit for the reporting month due to a hardship exemption, battery, or
extreme cruelty (i.e., victims of domestic violence who were not given a
Federally recognized domestic violence waiver).

08 =

Yes, family is exempt from termination of assistance under State policy for the
reporting month based on a federally recognized good cause domestic violence
waiver of time limits.

09 =

Yes, family is exempt from termination of assistance under the Federal fiveyear time limit for the reporting month because the head-of-household or the
spouse of the 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 =

Code no longer in use

11 =

Code no longer in use

Is the TANF Family A New Child-Only Family?:
Guidance: A child-only family is a TANF family that does not include a minor child
head-of-household or an adult 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 child-only family for the reporting month. All other families--including those
that are not a child-only case during the reporting month--get coded as "not a new childonly 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

PERSON-LEVEL DATA
Person-level data is found in two sections: (1) the adult and minor child head-of-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).

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14

Detailed data elements must be reported on all individuals unless, for a specific data element, the
instructions explicitly give States (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-ofhousehold 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 head-of-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 §260.30 as a parent who lives in the State and does not live
with his/her child(ren). The State must report information on the noncustodial parent if the
noncustodial parent: (1) is receiving assistance as defined in §260.31; (2) is participating in work
activities as defined in section 407(d) of the Act; or (3) has been designated by the State as a
member of a family receiving assistance. If the noncustodial parent is the only member of the
family receiving assistance, the State (Tribe) must report the disaggregated and aggregated
information on the entire family. If the noncustodial parent is only participating in work
activities that do not constitute assistance (as defined in §260.31) and the other members of the
family are not receiving assistance, the State (Tribe) must report only the aggregated information
on the noncustodial parent.
The State has the option to count a family with a noncustodial parent receiving assistance as a
two-parent family for work participation rate purposes. If the State (Tribe) opts to include the
non-custodial parent in the two-parent work participation rate, the State (Tribe) must code the
"Type of Family for Work Participation" with a "2" and the non-custodial parent as follows: The
"Family Affiliation" is coded "1," the "Parent with a Minor Child" is coded "1," and the "Work
Participation Status" with the appropriate code in the range of "06" to "19."
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-ofhousehold; (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.
30.

Family Affiliation:

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15

Guidance: This data element is found in both (1) the adult and minor child head-ofhousehold characteristic section and (2) the minor child characteristics section. The same
coding schemes are used in both sections. Some of these codes may not be applicable for
adults.
Code the Family Affiliation of a noncustodial parent who is receiving assistance as
defined in §260.31 or has been designated by the State as a member of a family receiving
assistance with a "1." Code the Family Affiliation of a noncustodial parent who is
participating in work activities as defined in section 407(d) of the Act, but is not
receiving TANF assistance with a code "2."
Instruction: Enter the one-digit code that shows the adult's (or minor child head-ofhousehold'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

Effective 10/1/2008

16

31.

Noncustodial Parent Indicator:
Guidance: A noncustodial parent is defined in §260.30 as a parent of a minor child who:
(1) lives in the State and (2) does not live in the same household as the minor child. The
State must report information on the noncustodial parent if the noncustodial parent: (1) is
receiving assistance as defined in §260.31; (2) is participating in work activities as
defined in section 407(d) of the Act; or (3) has been designated by the State as a member
of a family receiving assistance. If the noncustodial parent is the only member of the
family receiving assistance, the State (Tribe) must report the disaggregated and
aggregated information on the entire family. If the noncustodial parent is only
participating in work activities that do not constitute assistance (as defined in §260.31)
and the other members of the family are not receiving assistance, the State (Tribe) must
report only the aggregated information on the noncustodial parent.
A noncustodial parent, who is receiving assistance, is a work-eligible individual and a
non-recipient, noncustodial parent is not. A family with two parents, who are workeligible individuals, one of whom is a noncustodial parent, does not meet the minimum
definition of a two-parent family. However, the State may use an expanded definition of
two-parent family which could include this family within the definition and thus, choose
whether a two-parent family with a noncustodial parent (who is receiving assistance) as
one of the two parents is a two-parent family for the purposes of calculating the twoparent work participation rate. If a State chooses to exclude such a family with a
noncustodial parent as one of the parents from the two-parent work participation rate, the
State must code the data element "Type of Family for Work Participation" with a "1."
Instruction: Enter the one-digit code that indicates the adult's (or minor child head-ofhousehold'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 State (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” or “2," enter the code "99999999".

33.

Social Security Number: Enter the nine-digit Social Security Number (SSN) for the adult
(or minor child head-of-household) in the format nnnnnnnnn. If the SSN is unknown and
the family affiliation code is not "1” or “2," enter "999999999". If the Family Affiliation
code is "1” or “2", the State (Tribe) must make every effort to provide the SSN. For
those few individuals that the State (Tribe) cannot obtain the SSN in time to meet the
reporting due date, the State (Tribe) should use "000000000" with the understanding that
the State (Tribe) must replace this number with the correct SSN once the SSN is
obtained.

34.

Race/Ethnicity:

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17

Guidance: The intent of this data element is to capture the multiplicity of race and
ethnicity characteristic applicable to each person. States (Tribes) should code at least one
of the race categories "YES" in addition to coding ethnicity.
Instruction: To allow for the multiplicity of race/ethnicity, please enter a one-digit code
for each race and for 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.

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

f.

White
1 = Yes, White
2 = No

35.

Gender: Enter the one-digit code that indicates the adult's (or minor child head-ofhousehold'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-ofhousehold) received the benefit.

Effective 10/1/2008

18

37.

a.

Receives Federal Disability Insurance Benefits Under the Social Security
OASDI Program (Title II of the Social Security Act):
Guidance: States and Territories must complete this data element.
1 = Yes, received Federal disability insurance
2 = No

b.

Receives Benefits Based on Federal Disability Status Under Non-Social
Security Act Programs:
Guidance: States and Territories must complete this data element. 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:
Guidance: Title XIV-APDT is applicable only in the Territories. States
(Tribes) may leave this data element blank or use code "2." The Territories
must complete this data element.
1 = Yes, received aid under Title XIV-APDT
2 = No

d.

Receives Aid to the Aged, Blind, and Disabled Under Title XVI-AABD of the
Social Security Act:
Guidance: Title XVI-AABD is applicable only in the Territories. States
(Tribes) may leave this data element blank or use code "2." The Territories
must complete this data element.
1 = Yes, received aid under Title XVI-AABD
2 = No

e.

Receives Supplemental Security Income Under Title XVI-SSI of the Social
Security Act:
Guidance: States (Tribes) must complete this data element. The Territories
may leave this data element blank or use code "2."
1 = Yes, received aid under Title XVI-SSI
2 = No

Marital Status:
Guidance: A noncustodial parent who is remarried should be coded a "2" or "3"
depending if (s)he is living with his/her current spouse.
Instruction: Enter the one-digit code for the adult's (or minor child head-ofhousehold'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

Effective 10/1/2008

19

2=
3=
4=
5=
38.

Married, living together
Married, but separated
Widowed
Divorced

Relationship to Head-of-Household:
Guidance: This data element is used both for (1) the adult or minor child head-ofhousehold characteristics section and (2) the minor child characteristics 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 (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

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.
This data element is used in determining the two-parent work participation rate. If data
element #12, Type of Family for Work Participation, is coded "2", there should be two
parents coded "1" for this data element (regardless of whether the family is disregarded
from the two-parent families participation rate via data element #49, Work Participation
Status.) For purposes of calculating the two-parent families work participation rates, a
two-parent family includes, at a minimum, all families with two natural or adoptive
parents (of the same minor child) who are work-eligible individuals and living in the
home, unless both are minor and neither is a head-of-household. A State (Tribe) may
choose whether a two-parent family with a noncustodial parent as one of the two parents
is a two-parent family for the purposes of calculating the two-parent work participation
rate. If a State (Tribe) chooses to exclude a two-parent family with a noncustodial parent
as one of the parents from the two-parent work participation rate, the State must code the
data element "Type of Family for Work Participation" with a "1", code this data element
with a "2", and code the data element "Work Participation Status" for the noncustodial
parent with a "99". Reporting of this data element is optional for individuals whose
family affiliation code is 3 or 5.

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20

Instruction: Enter the one-digit code that indicates the adult's (or minor child head-ofhousehold'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-of-household) 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=
2=

41.

Yes, additional needs associated with pregnancy are considered in determining
the amount of assistance
No

Educational Level: Enter the two-digit code to indicate the highest level of education
attained by the adult (or minor child head-of-household). 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

42.

Citizenship/Alienage:
Instruction: Enter the one-digit code that indicates the adult's (or minor child head-ofhousehold'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

Effective 10/1/2008

21

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 Federal Time Limit:
Guidance: A countable month is a month for which the head-of-household or the spouse
of the head-of-household receives assistance and is not exempt from the Federal five-year
time limit. Continue accumulating countable months beyond the 60 months as long as
the head-of-household or the spouse of the head-of-household continues to receive
assistance. For an adult who is not the head-of-household or the spouse of the head-ofhousehold the number of months on assistance does not count toward the Federal fiveyear time limit.
Instruction: Enter the number of months countable toward the adult's (or minor child
head-of-household's) Federal five-year time limit based on the cumulative amount of time
the individual has been either the head-of-household or the spouse of the head-ofhousehold and has received Federal TANF assistance from both the State (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 State's (Tribe's) Time Limit:
Guidance: If a State (Tribe) did not opt to have a time limit other than the Federal fiveyear time limit, the State (Tribe) may leave this data element blank.
Instruction: Enter the number of months that remain countable toward the adult's (or
minor child head-of-household's) State (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:
Guidance: If a State (Tribe) did not opt to have a time limit other than the Federal fiveyear time limit, the State (Tribe) may leave this data element blank.
Instruction: Enter the one-digit code that indicates the adult's (or minor child head-ofhousehold's) current exempt status from State's (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 State's
(Tribe's) time limit for the reporting month
2=
No
3=
Not applicable, no State (Tribal) time limit

47.

Employment Status:

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22

Guidance: An employed adult (or minor child head-of-household) should have earned
income (See data element #65.)
Instruction: Enter the one-digit code that indicates the adult's (or minor child head-ofhousehold'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-Eligible Individual Indicator:
Definition: Work-eligible individual means an adult (or minor child head-of-household)
receiving assistance under TANF or a separate State program or a non-recipient parent
living with a child receiving such assistance unless the parent is: (1) A minor parent and
not the head-of-household; (2) A non-citizen who is ineligible to receive assistance due
to his or her immigration status; or (3) At State option on a case-by-case basis, a recipient
of Supplemental Security Income (SSI) benefits or Aid to the Aged, Blind, or Disabled in
the Territories. The term also excludes: (1) A parent providing care for a disabled family
member living in the home, provided that there is medical documentation to support the
need for the parent to remain in the home to care for the disabled family member; (2) At
State option on a case-by-case basis, a parent who is a recipient of Social Security
Disability Insurance (SSDI) benefits; and (3) An individual in a family receiving MOEfunded assistance under an approved Tribal TANF program, unless the State includes the
Tribal family in calculating work participation rates, as permitted under section 261.25.
Guidance: This data element is designed to identify all work-eligible individuals, i.e.,
anyone whose participation in work activities is required in the calculation of the work
participation rate. A work-eligible individual is either: (1) an adult (or minor child headof household) receiving assistance under TANF or a separate State program; or (2) a
non-recipient parent living with a child receiving assistance. This means that the
definition excludes non-recipient noncustodial parents and non-recipient caretaker
relatives. Generally, unless specifically excluded, a parent living with a child receiving
assistance is work-eligible. For example, a parent whose needs have been removed from
the grant, such as due to a work or other sanction, is a work-eligible individual, whether
that parent is a recipient or not.
Noncustodial parents: Noncustodial parents who receive assistance are not explicitly
excluded from being work-eligible individuals. However, States continue to have the
option to include or exclude them from the two-parent work participation rate based on
the definition of a two-parent family. If a State wants to include a noncustodial parent
receiving assistance in the two-parent work participation rate, the State should code the
noncustodial parent as follows: Type of Family for Work Participation (data element
#12) with a “2,” Family Affiliation Code (data element #30) with a “1,” Noncustodial
Parent Indicator (data element #31) with a “1,” Parent with Minor Child (data element

Effective 10/1/2008

23

#39) with a “1” for each parent, Work-Eligible Individual Indicator (data element #48)
with a “1,”and Work Participation (data element #49) with the appropriate code “1”
through “19.” If the State opts to exclude the noncustodial parent receiving assistance
from the two-parent work participation rate, the State should code the noncustodial
parent as follows: the Type of Family for Work Participation with a ‘1,” the Noncustodial
Parent Indicator with a “1”, the Parent with Minor Child with a “2”, the Work-Eligible
Individual Indicator with a “1”, and the Work Participation Status code with a “1”
through “19,” whichever is appropriate.
Change in Circumstance: If an individual’s status changes from work-eligible to non
work-eligible or vice versa during the report month, the State must code the individual as
a work-eligible individual for the report month and the family will be included in the
denominator of the work participation rate. However, in determining the average number
of hours of participation per week for the report month, State may apply the same
approach we use for partial months of receipt of assistance. The preamble to the original
TANF rule stated that “the participation rates are based on monthly data of families
receiving assistance that include an adult. Therefore, a family that receives assistance for
even one day contributes to the total number of families receiving assistance in that
month.” Under the new rules, the rates are based on monthly data of families that include
a work-eligible individual, so the same discussion applies to families with a work-eligible
individual that applied before to families receiving assistance that include an adult.
Although the family will be in the denominator for the month if an adult is “workeligible” for any time in that month, it may also be possible to include the family in the
numerator that month and count it toward the participation rate even if the work-eligible
status of the adult changes in the course of the month. As under prior TANF rules, the
new rules make accommodation for partial months of receipt of assistance. Section
261.22(d)(1) says “If a family receives assistance for only part of a month, we will count
it as a month of participation if a work-eligible individual is engaged in work for the
minimum average number of hours in each full week that the family receives assistance
in that month.” Similarly, if a family includes a work-eligible individual for only part of
a month, we will consider the family to have met the participation standard for the month
and include it in the numerator if the adult engaged in work for the minimum average
hours required in each full week that he or she was a work-eligible individual in that
month.
In some cases, there may have been a change in circumstances that took place prior to the
report month, but the State did not learn of the change until a subsequent month. In such
a situation, the State should revise its data to the extent possible. For example, the
definition of a work-eligible individual does not explicitly refer to a deceased individual,
but it is clear that such an individual cannot meet the work requirements and is not
“work-eligible.” If an adult (or minor child head-of-household) who was receiving
assistance died prior to the report month, the deceased individual is not a work-eligible
individual for the report month. This is true even if the family’s grant for the report
month included the needs of the deceased individual, for example because the State must
Effective 10/1/2008

24

provide timely notification to a family before reducing the grant or the family failed to
report the death to the TANF agency. However, if a work-eligible individual died in the
report month, the State should treat it as it would any other change in circumstances,
following the guidance above.
Instructions: Enter the two-digit code that indicate if the adult (or minor child head-ofhousehold) is a work-eligible individual.
01 = Yes, an adult (or minor child head-of-household) receiving assistance
02 = Yes, a non-recipient parent due to a sanction
03 = Yes, a non-recipient parent due to a time limit
04 = Yes, a non-recipient parent receiving SSI, SSDI, or Adult Program assistance (aid
to the needy aged, blind and disabled in the Territories) or a recipient parent
receiving SSDI; and State or Territory opts to include
05 = Yes, a non-recipient parent due to other reasons
06 = No, a non-recipient, but not a parent
07 = No, an ineligible non-citizen due to his/her immigration status
08 = No, a non-recipient parent receiving SSI or Adult Program assistance (aid to the
needy aged, blind and disabled) in the Territories
09 = No, parent caring for a disabled family member in the home
10 = No, a parent receiving SSDI (and State or Territory opts to exclude)
11 = No, a non-recipient, noncustodial parent
12 = No, a deceased individual who died in a month preceding the report month and,
due to State requirements to provide timely notification to the family before
reducing the grant or other reasons (e.g., the family failed to report the death to
the TANF agency), the family’s grant for the report month included the deceased
individual’s needs
49.

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., the individual has a good cause exception); however, the TANF family is included
in the calculation of the work participation rate.
A State is not required to disregard all families that could be disregarded. For example, a
family with a single custodial parent with child under 12 months (and the family has not
been disregarded for 12 months due to a child under age one) may be disregarded.
However, if the single custodial parent is meeting the work requirements, the State may
want to include the family in its work participation rate. In this situation, the State
should use work participation status code "19" rather than code "01".

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25

Instruction: Enter the two-digit code that indicates the adult's (or minor child head-ofhousehold's) work participation status. This data element is designed to capture the
status of the individual as relates to the overall rate. For the two parents in a two-parent
family complete the data element for the overall rate.
If the State chooses to include a two-parent family with a noncustodial parent as one of
the two parents in the two-parent work participation rate, the State must code data
element #12 "Type of Family for Work Participation Rate" with a "2," code data element
#30 "Family Affiliation" with a "1," code data element #39 "Parent with Minor Child"
with a "1," and enter the applicable code for this data element. If a State chooses to
exclude a two-parent family with a noncustodial parent as one of the two parents from the
two-parent work participation rate, the State 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 3, 4, or 5 (i.e., use code "99" or leave blank).
01 =

Disregarded from participation rate, single custodial parent with child under 12
months. There is a 12-month lifetime limit on disregarding a family from the all
families work participation rate (i.e., the overall work participation rate) for this
reason.

02 =

Disregarded from participation rate because both of the following apply:
required to participate, but not participating; and subject to sanction for
refusing to participate in work activities for the reporting month, but not
subject to sanction for more than 3 months within the preceding 12-month
period (Note: “subjected to a sanction” for refusing to participate in work
activities means the State has actually imposed a penalty to reduce or terminate
assistance. During a conciliation or notice period, before the State actually
reduces or terminates the family’s grant, a family is not “subjected to a
sanction.”)

03 =

Code no longer in use

04 =

Code no longer in use

05 =

Disregarded from participation rate based on participation in a Tribal Work
Program

06 =

Exempt, single custodial parent with child under age 6 and child care
unavailable

07 =

Exempt, disabled (not using an extended definition under a State waiver).

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26

08 =

Exempt, caring for a severely disabled child (not using an extended definition
under a State waiver).

09 =

Exempt, under a federally recognized good cause domestic violence waiver.

10 =

Exempt, State waiver.

11 =

Exempt, other.

12 =

Required to participate, but not participating; subject to sanction for refusing to
participate in work activities for the reporting month; and subject to such a
sanction for more than 3 months within the preceding 12-month period.

13 =

Required to participate, but not participating; and subject to sanction for
refusing to participate in work activities for the reporting month, but not
subject to such a sanction for more than 3 months within the preceding 12month period.

14 =

Required to participate, but not participating; and not subject to a work
sanction 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.

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
core 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., not a work-eligible individual; person living in household
and whose income or resources are counted in determining eligibility for or the
amount of assistance for the family receiving assistance, but is not in the
eligible family receiving assistance or noncustodial parent that the State opted
to exclude in determining participation rate).

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27

ADULT WORK PARTICIPATION ACTIVITIES
Guidance: A State must report the actual hours that an individual participates in an activity,
subject to the qualifications in 45 CFR § 261.60 paragraphs (b) and (c) and § 261.61(c). It is not
sufficient to report the hours an individual is scheduled to participate in an activity.
45 CFR § 261.60 paragraph (b) reads as follows: For the purposes of calculating the work
participation rates for a month, actual hours may include the hours for which an individual was
paid, including paid holidays and sick leave. For participation in unpaid work activities, it may
include excused absences for hours missed due to a maximum of 10 holidays in the preceding
12-month period and up to 80 hours of additional excused absences in the preceding 12-month
period, no more than 16 of which may occur in a month, for each work-eligible individual. Each
State must designate the days that it wishes to count as holidays for those in unpaid activities. It
may designate no more than 10 such days. In order to count a holiday or an additional excused
absence as actual hours of participation, the individual must have been scheduled to participate
in a countable work activity for the period of the absence that the State reports as participation.
A State must describe its holiday and additional excused absence policies and definitions as part
of its Work Verification Plan, specified at § 261.62.
45 CFR § 261.60 paragraph (c) reads as follows: For unsubsidized employment, subsidized
employment, and OJT, a State may report projected actual hours of employment participation for
up to six months based on current, documented actual hours of work. Any time a State receives
information that the client’s actual hours of work have changed, or no later than the end of any
six-month period, the State must re-verify the client’s current actual average hours of work, and
may report these projected actual hours of participation for another six-month period.
A State may not count more hours toward the participation rate for a self-employed individual
than the number derived by dividing the individual’s self-employment income (gross income less
business expenses) by the Federal minimum wage. A State may propose an alternative method
of determining self-employment hours as part of its Work Verification Plan.
A State may count supervised homework time and up to one hour of unsupervised homework
time for each hour of class time. Total homework time counted for participation cannot exceed
the hours required or advised by a particular educational program.
A State must support each individual’s hours of participation through documentation in the case
file. In accordance with § 261.62, a State must describe in its Work Verification Plan the
documentation it uses to verify hours of participation in each activity.
For an employed individual, the documentation may consist of, but is not limited to pay stubs,
employer reports, or time and attendance records substantiating hours of participation. A State
may presume that an employed individual participated for the total number of hours for which
that individual was paid.

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The State must document all hours of participation in an activity; however, if a State is reporting
projected hours of actual employment in accordance with § 261.60(c), it need only document the
hours on which it bases the projection.
For an individual who is self-employed, the documentation must comport with standards set
forth in the State’s approved Work Verification Plan. Self-reporting by a participant without
additional verification is not sufficient documentation.
For an individual who is not employed, the documentation for substantiating hours of
participation may consist of, but is not limited to, time sheets, service provider attendance
records, or school attendance records. For homework time, the State must also document the
homework or study expectations of the educational program.
To ensure accuracy in the reporting of work activities by work-eligible individuals on the TANF
Data Report and, if applicable, the SSP-MOE Data Report, each State must:
(1) Establish and employ procedures for determining whether its work activities may count for
participation rate purposes; (2) Establish and employ procedures for determining how to count
and verify reported hours of work; (3) Establish and employ procedures for identifying who is a
work-eligible individual; (4) Establish and employ internal controls to ensure compliance with
the procedures; and (5) Submit to the Secretary for approval the State’s Work Verification Plan
in accordance with 45 CFR § 261.62 (b).
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 the result 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 August 27 - September 2, 2006
would be included in the August 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 the month in which the Friday falls (i.e., the JOBS approach). A second
acceptable alternative is to count each month as having 4.33 weeks. The same method of
calculating the average number of hours per week of participation for the report month must be
used for each month in the fiscal year.
During the first or last month of any spell of assistance, a family may 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.
Use of Unemployment Insurance (UI) Data: UI data provides an employee's total earnings for
a quarter. It does not indicate in which month(s) of the quarter the employee earned the income,
the hourly wage the employee received, or the number of hours the employee worked in each
month of the quarter. Individuals do not necessarily work the same number of hours or days
Effective 10/1/2008

29

each week or month of a quarter, nor do they all earn the minimum wage. Since the actual
average number of hours per week of participation must be furnished, UI data alone cannot be
used to compute the average hours of participation per week for each month in the quarter.
The best use of UI data is to identify individuals of whose employment the State agency was
unaware. The State agency should then follow up with the employer and/or TANF recipient to
collect the hours of participation in each week of the report month for the work activity.
Instruction: For the four paid countable work activities (i.e., Unsubsidized Employment,
Subsidized Private-Sector Employment, Subsidized Public-Sector Employment, and On-the–Job
Training) enter the average number of hours of participation per week for the report month. If
the adult (or minor child head-of-household) did not participate in the paid work activity, enter
zero. Each of the eight non-paid countable work activities has three components: (A) Hours of
Participation; (B) Excused Absences; and (C) Holidays. For each non-paid, work activity in
which the adult (or minor child head-of-household) participated during the reporting month,
enter in the “Hours of Participation” component the average number of hours per week of
participation, except as noted for “Job Search and Job Readiness Assistance” and “Vocational
Educational Training” below. For each non-paid, 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.
For each non-paid, work activity in which the adult (or minor child head-of-household) was
given an excused absence, enter in the “Excused Absences” component the average number of
hours per week for the reporting month of excused absences. Otherwise, enter zero for this
component.
For each non-paid, work activity in which the adult (or minor child head-of-household) is
excused from participation in schedule hours due to a holiday, specified in the State’s Work
Verification Plan, enter in the “Holidays” component the average number of hours per week of
scheduled participation that was excused due to holidays in the reporting month. Otherwise,
enter zero for this component.
These work activity data elements are applicable only for individuals whose family affiliation
code is 1 or 2.
50.

Unsubsidized Employment
Definition: Unsubsidized employment means full- or part-time employment in the
public or private sector that is not subsidized by TANF or any other public program.
Guidance: The determination of whether employment is subsidized, or not, depends on
whether the employer, rather than the recipient, receives a subsidy. If an employer
receives a direct subsidy from TANF or other public funds for hiring a recipient, that
recipient would be considered to be in subsidized public or private sector employment.
This does not apply to recipients whose employers claim a tax credit for hiring
economically disadvantaged workers. While such tax credits are designed to foster the

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30

employment of low-income families, they have traditionally not been treated as
“subsidized employment” in the context of welfare.
All TANF recipients in unsubsidized employment are, by definition, receiving a subsidy
– their TANF assistance grant. The receipt of this grant, however, does not constitute
subsidized employment, as long as the employer receives no direct subsidy for employing
the recipient. Recipients in unsubsidized employment may also receive work-related
subsidies, such as child care, transportation, and other support services.
51.

Subsidized Private-Sector Employment
Definition: Subsidized private sector employment means employment in the private
sector for which the employer receives a subsidy from TANF or other public funds to
offset some or all of the wages and costs of employing an individual.
Guidance: Subsidized employment is distinguished from unsubsidized employment,
because the employer receives an ongoing subsidy to offset some or all of the wages and
costs of employing a recipient. It is distinguished from work experience, because the
participant is paid wages and receives the same benefits as a non-subsidized employee
who performs similar work. Subsidized private sector or public sector employment does
not include employment subsidies provided through the tax code, including employment
subsidized by Federal tax credits, such as the Work Opportunity Tax Credit (WOTC).
These tax credits subsidize employers who hire welfare recipients or other hard-toemploy groups. TANF agencies, however, may not know whether employers use such tax
credits and, indeed, employers may not file for them until well after recipients have been
hired. Participants in these programs shall be considered to be in “unsubsidized
employment.” However, State-created employer tax credits that are funded by TANF
dollars would be considered subsidized employment. Subsidized private or public sector
employment also does not include “on-the-job training” programs, where employers are
subsidized to offset the costs of training.

52.

Subsidized Public-Sector Employment
Definition: Subsidized public sector employment means employment in the public
sector for which an employer receives a subsidy from TANF or other public funds to
offset some or all the wages and costs of employing an individual.

53.

Work Experience
A. Hours of Participation B. Excused Absences C. Holidays
Definition: Work experience (including work associated with the refurbishing of
publicly assisted housing) if sufficient private sector employment is not available means
a work activity, performed in return for welfare, that provides an individual with an
opportunity to acquire the general skills, knowledge, and work habits necessary to obtain
employment. The purpose of work experience is to improve the employability of those
who cannot find unsubsidized employment. This activity must be supervised by an

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31

employer, work site sponsor, or other responsible party on an ongoing basis no less
frequently than once each day in which the individual is scheduled to participate.
54.

On-the-job Training
Definition: On-the-job training means training in the public or private sector that is given
to a paid employee while he or she is engaged in productive work and that provides
knowledge and skills essential to the full and adequate performance of the job.

55.

Job Search and Job Readiness Assistance
A. Hours of Participation B. Excused Absences C. Holidays
Definition: Job search and job readiness assistance means the act of seeking or obtaining
employment, preparation to seek or obtain employment, including life skills training, and
substance abuse treatment, mental health treatment, or rehabilitation activities. Such
treatment or therapy must be determined to be necessary and documented by a qualified
medical, substance abuse, or mental health professional. Job search and job readiness
assistance activities must be supervised by the TANF agency or other responsible party
on an ongoing basis no less frequently than once each day in which the individual is
scheduled to participate.
Limitations: The four limitations concerning job search and job readiness are: (1) Job
search and job readiness assistance only counts for 6 weeks in the preceding 12-month
period; (2) An individual's participation in job search and job readiness assistance counts
for no more than 4 consecutive weeks; (3) If the State's (Tribe's) total unemployment rate
is at least 50 percent greater than the United States' total unemployment rate or the State
is a needy State (within the meaning of section 403 (b)(6)), then an individual's
participation in job search and job readiness assistance counts for up to 12 weeks in the
12-month period; and (4) A State may count 3 or 4 days of job search and job readiness
assistance during a week as a full week of participation, but only once for any individual
in a 12-month period.
For each week in which an adult (or minor child head-of-household) exceeds any of these
limitations, use "0" as the number of hours in calculating the average number of hours
per week of job search and job readiness, even if (s)he may be engaged in job search or
job readiness activities.
Instruction: As noted above, the statute limits participation in job search and job
readiness training in four ways. Enter, in this data element, the average number of hours
per week of participation in job search and job readiness assistance that are within the
statutory limitations.
States may report the hours of work participation that are beyond the statutory limits on
job search and job readiness assistance under the work activity "Other Work Activities."

56.

Community Service Programs

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32

A. Hours of Participation B. Excused Absences C. Holidays
Definition: Community service programs mean structured programs and embedded
activities in which individuals perform work for the direct benefit of the community
under the auspices of public or nonprofit organizations. Community service programs
must be limited to projects that serve a useful community purpose in fields such as
health, social service, environmental protection, education, urban and rural
redevelopment, welfare, recreation, public facilities, public safety, and child care.
Community service programs are designed to improve the employability of individuals
not otherwise able to obtain unsubsidized full-time employment, and must be supervised
on an ongoing basis no less frequently than once each day in which the individual is
scheduled to participate. A State agency shall take into account, to the extent possible,
the prior training, experience, and skills of a recipient in making appropriate community
service assignments.
57.

Vocational Educational Training
A. Hours of Participation B. Excused Absences C. Holidays
Definition: Vocational educational training (not to exceed 12 months with respect to any
individual) means organized educational programs that are directly related to the
preparation of individuals for employment in current or emerging occupations.
Vocational educational training must be supervised on an ongoing basis no less
frequently than once each day in which the individual is scheduled to participate.
Special Rules: Each adult (or minor child head-of-household) has a life-time limit for
vocational educational training. Vocational educational training may only count as a
work activity for a total of 12 months. For any adult (or minor child head-of-household)
that has exceeded this limit, enter "0" as the average number of hours per week of
participation in vocational education training, even if (s)he is engaged in vocational
education training. The additional participation in vocational education training may be
coded under "Other Work Activities."
Instruction: As noted above, the statute contains special rules limiting an adult's (or
minor child head-of-household's) participation in vocational educational training to
twelve months. Enter, in this data element, the average number of hours per week of
participation in vocational educational training that are within the statutory limits.
Do not count hours of participation in vocational educational training beyond the TANF
12-month life-time limit in this item. Instead, count the hours of participation beyond the
TANF limit in the item "Other Work Activities."

58.

Job Skills Training Directly Related to Employment
A. Hours of Participation B. Excused Absences C. Holidays

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33

Definition: Job skills training directly related to employment means training or
education for job skills required by an employer to provide an individual with the ability
to obtain employment or to advance or adapt to the changing demands of the workplace.
Job skills training must be supervised on an ongoing basis no less frequently than once
each day in which the individual is scheduled to participate.
59.

Education Directly Related to Employment for an Individual with NO High School
Diploma or Certificate of High School Equivalency
A. Hours of Participation B. Excused Absences C. Holidays
Definition: Education directly related to employment, in the case of a recipient who has
not received a high school diploma or a certificate of high school equivalency means
education related to a specific occupation, job, or
job offer. Education directly related to employment must be supervised on an ongoing
basis no less frequently than once each day in which the work-eligible individual is
scheduled to participate.

60.

Satisfactory School Attendance for Individuals with No High School Diploma or
Certificate of High School Equivalency
A. Hours of Participation B. Excused Absences C. Holidays
Definition: Satisfactory school attendance at secondary school or in a course of study
leading to a certificate of general equivalence, in the case of a recipient who has not
completed secondary school or received such a certificate means regular attendance, in
accordance with the requirements of the secondary school or course of study, at a
secondary school or in a course of study leading to a certificate of general equivalence, in
the case of a work-eligible individual who has not completed secondary school or
received such a certificate. This activity must be supervised on an ongoing basis no less
frequently than once each day in which the individual is scheduled to participate.
Guidance: States should report actual hours (as opposed to scheduled hours) in
participation in secondary school.

61.

Providing Child Care Services to an Individual Who Is Participating in a Community
Service Program
A. Hours of Participation B. Excused Absences C. Holidays
Definition: Providing child care services to an individual who is participating in a
community service program means providing child care to enable another TANF or SSP
recipient to participate in a community service program. It does not include providing
child care to enable a TANF or SSP-MOE recipient to participate in any of the other
eleven allowable work activities. This activity must be supervised on an ongoing basis
no less frequently than once each day in which the individual is scheduled to participate.

62.

Other Work Activities

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34

Guidance: This data element collects information on work activities that are beyond the
requirements of the statute. Reporting on this data element is optional. States may want
to demonstrate their additional efforts at helping individuals become self-sufficient even
though these activities are not considered in the calculation of the work participation
rates.
63.

Number of Deemed Core Hours for Overall Rate
Guidance: 45 CFR §§ 261.31 and 261.32 permit States to “deem” and count hours of
work experience and/or community service program activities under specified
circumstances. If a work-eligible individual participates in these activities the maximum
number of hours permitted under the minimum wage provision of the Fair Labor
Standards Act (FLSA) and these hours do not meet the “core” hour participation
requirement, we will “deem” the core hour requirement met. This policy is limited to
States that combine their TANF and food stamp benefit amounts when calculating
maximum hours. This can be done by adopting the mini-Simplified Food Stamp Program
(mini-SFSP) option that simply permits States to count the value of food stamps in
determining maximum hours.
To determine the maximum allowable number of hours of participation in work
experience or community service programs for a month permitted under the minimum
wage laws, States must combine the monthly TANF grant (as adjusted by the amount of
child support collections retained by the State to offset the amount of the grant) and the
food stamp allotment for the family and divided by the appropriate minimum wage (the
State’s minimum wage or the Federal minimum wage, whichever is higher). This result
is compared to the actual total number of hours of participation in community services
programs and/or work experience that is subject to the FLSA requirements to determine
if the State may deem core hours. If the total number of hours of participation in work
experience and/or community services programs for the report month is equal to or
exceeds the maximum allowable under the minimum wage laws and if less than the
number needed to meet the core hour requirement (i.e., for the overall rate an average of
20 hours per week for the report month), then the State may deem the remaining core
hours as met. If the State has met the above criteria to deem core hours, the State should
calculate the number of deemed core hours per week for the report month by subtracting
the actual average number of hours of participation in community services programs
and/or work experience subject to the FLSA requirements from the core hour
participation requirement. A State should use the same method for determining the
number of weeks in the month for this purpose as it uses to calculate the average number
of hours of participation per week in the work activities.
Instruction: Enter the adult's (or minor child head-of-household's) average number of
deemed core hours per week for the report month. Otherwise, enter “0.” This data
element is not applicable for individuals whose family affiliation code is 3, 4, or 5.

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35

64.

Number of Deemed Core Hours for the Two-Parent Rate:
Guidance: A State that deems core hours for a two-parent family may code the total
number of deemed core hours per week for a two-parent family in one of the two parents
record and code “0” hours per week for the other parent; or the State may split the total
number of deemed core hours per week between the two parents, so long as the sum of
the deemed core hours per week for the two parents is the total number of deemed core
hours for the two-parent rate for the report month.
Instruction: If applicable, enter the number of deemed core hours per week for the twoparent work participation rate. Otherwise, enter “0.” This data element is not applicable
for individuals whose family affiliation code is 3, 4, or 5.

65.

Amount of Earned Income:
Guidance: An adult (or minor child head-of-household) with earned income should
generally be coded as employed (See data element #47.) There may be exceptions, in
months where an individual stopped in a previous month but received a paycheck in the
current month.
Instruction: 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.

66.

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-of-household'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.
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
State 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 State assumes an advance payment is applied for and obtained,
only report what is actually received for this item.

b.

Effective 10/1/2008

Social Security: Enter the dollar amount of Social Security benefits (RSDI
benefits) that the adult in the State (Tribal) TANF family has received for the
36

reporting month or for the month used to budget for the reporting month.
Include the federal payment plus any State supplemental payment.
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.

e.

Other Unearned Income:
Guidance: Other unearned income includes (but is not limited to) Veterans
benefits, Unemployment Compensation, other government benefits, a housing
subsidy, a contribution or income-in-kind, deemed income, Public Assistance
or General Assistance (e.g., benefits provided under separate State programs,
regardless of whether MOE is claimed or not claimed), educational
grants/scholarships/loans, and other. Do not include the amount of TANF
assistance, 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 State TANF family has received for the reporting month or for the month
used to budget for the reporting month.

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.
67.

Family Affiliation:
Guidance: This data element is found in both (1) the adult or minor child head-ofhousehold characteristics section and (2) the minor child characteristics section. The
same coding schemes are used in both sections. Some of these codes may not be
applicable for children.

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37

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
68.

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".

69.

Social Security Number: Enter the nine-digit Social Security Number (SSN) for the child
in the format nnnnnnnnn. Reporting of this data element is optional for individuals
whose family affiliation code is 4. If the SSN is unknown and the family affiliation code
is not "1," enter "999999999". If the Family Affiliation code is "1", the State (Tribe)
must make every effort to provide the SSN. For those few individuals that the State
(Tribe) cannot obtain the SSN in time to meet the reporting due date (e.g., a new born for
whom the parent has applied for but not yet received a SSN), the State (Tribe) should use
"000000000" with the understanding that the State (Tribe) must replace this number with
the correct SSN once the SSN is obtained.

70.

Race/Ethnicity
Guidance: The intent of this data element is to capture the multiplicity of race and
ethnicity characteristic applicable to each person. States (Tribes) should code at least one
of the race categories "YES" in addition to coding ethnicity.
Instruction: To allow for the multiplicity of race/ethnicity, please enter a one-digit code
for each race and for ethnicity of the TANF child. 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.

c.
Effective 10/1/2008

American Indian or Alaska Native
1 = Yes, American Indian or Alaska Native
2 = No
Asian
38

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

f.

White
1 = Yes, White
2 = No

71.

Gender: Enter the one-digit code that indicates the child's gender.
1=
Male
2=
Female

72.

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 onedigit code that indicates whether or not the child received the benefit.
a.
Receives Benefits Based on Federal Disability Status Under Non-Social
Security Act Programs:
Guidance: States and Territories must complete this data element. 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
b.

73.

Receives Supplemental Security Income Under Title XVI-SSI of the Social
Security Act:
Guidance: States (Tribes) must complete this data element. The Territories
may leave this data element blank or use code "2."
1 = Yes, received aid under Title XVI-SSI
2 = No

Relationship to Head-of-Household:
Guidance: This data element is used both for (1) the adult or minor child head-ofhousehold characteristics section and (2) the minor child characteristics section. The
same coding schemes are used in both sections. Some of these codes may not be
applicable for children.

Effective 10/1/2008

39

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 State (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
74.

Parent With Minor Child In the Family:
Guidance: This data element is used both for (1) the adult or minor child head-ofhousehold characteristics section and (2) the minor child characteristics section. The
same coding schemes are used in both sections. Code "1" is not applicable for children
coded in the Child Characteristics Section. 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

75.

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

Effective 10/1/2008

40

76.

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.
1=
U.S. citizen, including naturalized citizens
2=
Qualified alien
9=
Unknown

77.

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.

Effective 10/1/2008

41