TANF Inst 2

TANF Data Report - Section Two
Disaggregated Data Collection for Families
No Longer 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 data elements: (#15 Date of Birth, #16 Social
Security Number, #24 Educational Level, and #25 Citizenship/Alienage). For these data
elements, unknown is not an acceptable code for individuals who are members of the eligible
family receiving assistance (i.e., family affiliation code "1"). States are not expected to track
closed cases in order to collect information on families for months after the family has left the
rolls. Rather, States are to report based on the last month of assistance.
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
Iowa
Kansas

Code
01
02
60
04
05
06
08
09
10
11
12
13
66
15
16
17
18
19
20

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
Tennessee
Texas

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Code
30
31
32
33
34
35
36
37
38
39
40
41
42
72
44
45
46
47
48

State
Kentucky
Louisiana
Maine
Maryland
Massachusetts
Michigan
Minnesota
Mississippi
Missouri

Code
21
22
23
24
25
26
27
28
29

State
Utah
Vermont
Virgin Islands
Virginia
Washington
West Virginia
Wisconsin
Wyoming

Code
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., 001, 003, 005. 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 code that identifies the
year and month for which the data are being reported.

5.

Stratum:
Guidance: All 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 uses a non-stratified sample design or
opts to provide data for its entire caseload, enter the same stratum code any two-digit
number) for each 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 may
use lead zeros to fill in the number.
Instruction: Enter the number that was assigned by the State agency or Tribal grantee to
uniquely identify the TANF family.

7.

ZIP Code: Enter the five-digit ZIP code for the family's place of residence for the
reporting month.

8.

Disposition: Enter one of the following codes for each TANF family.
1=
Data collection completed
2=
Not subject to data collection/listed in error

9.

Reason for Closure:
Guidance: A closed case is a family whose assistance was terminated for the reporting
month, but received assistance under the State's TANF Program in the prior month. A
temporarily suspended case is not a closed case. If there is more than one applicable
reason for closure, determine the principal (i.e., most relevant) reason. If two or more
reasons are equally relevant, use the reason with the lowest numeric code. For example,
when an adult marries, the income and resources of the new spouse are considered in
determining eligibility. If, at the time of the marriage, the family becomes ineligible
because of the addition of the spouse's income and/or resources, the case closure should
be coded using code "2". If the family did not became ineligible based on the income and
resources at the time of the marriage, but rather due to an increase in earnings subsequent
to the marriage, then the case closure should be coded using code "1".
Instruction: Enter the two-digit code that indicates the reason for the TANF family no
longer receiving assistance.
01 =
Employment and/or excess earnings
02 =
Marriage
03 =
Federal five-year time limit

04 =
05 =

Sanctions
Work-related sanction
Child support sanction

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06 =
07 =
08 =
09 =

17 =
18 =

State (Tribal) Policies
State (Tribal) time limit, if different than Federal
Child support collected
Excess unearned income (exclusive of child support collected)
Excess resources
Youngest child too old to qualify for assistance
Minor child absent from the home for a significant time period
Failure to appear at eligibility/redetermination appointment, submit required
verification materials, and/or cooperate with eligibility requirements
Transfer to separate State MOE program
Family served by a Tribal TANF program or Tribal New program

19 =
99 =

Other
Family voluntarily closes the case
Other

10 =
11 =
12 =
13 =
14 =
15 =
16 =

10.

Teen parent failing to meet school attendance requirement
Teen parent failing to live in an adult setting
Failure to finalize an individual responsibility plan (e.g., did not sign plan)
Failure to meet individual responsibility plan provision or other behavioral
requirements (e.g., immunize a minor child, attend parenting classes)

Received 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 (or for the last month of TANF
assistance).
1 = Public housing
2 = Rent subsidy
3 = No housing subsidy

11.

Received 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.
Instruction: Enter "1" if, for the reporting month (or for the last month of TANF
assistance), any TANF family member was enrolled in Medicaid and/or CHIP and, thus

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eligible to receive medical assistance under the State plan approved under Title XIX or
"2" if no TANF family member was enrolled in Medicaid and/or CHIP.
1=
Yes, enrolled in Medicaid and/or CHIP
2=
No
12.

Received Food Stamps: Enter the one-digit code that indicates whether or not the TANF
family received food stamp assistance for the reporting month (or for the last month of
TANF assistance).
1 = Yes, received food stamp assistance
2 = No

13.

Received Subsidized Child Care:
Instruction: If the TANF family received subsidized child care for services in the
reporting month (or for the last month of TANF assistance), enter code "1" or "2,"
whichever is appropriate. Otherwise, enter code "3."
1=
Yes, received federally funded (entirely or in part) child care (e.g., receives
either TANF, CCDF, SSBG, or other federally funded child care)
2=
Yes, received child care funded entirely under a State, Tribal, and/or local
program (i.e., no Federal funds used)
3=
No

PERSON-LEVEL DATA
This section allows for coding up to sixteen persons in the TANF family. If there are more than
sixteen persons in the TANF family, use the following order to identify the persons to be coded:
(1) the head-of-household; (2) parents in the eligible family receiving assistance; (3) children in
the eligible family receiving assistance; (4) other adults in the eligible family receiving
assistance; (5) parents not in the eligible family receiving assistance; (6) caretaker relatives not
in the eligible family receiving assistance; (7) minor siblings of a child in the eligible family; and
(8) other persons, whose income or resources count in determining eligibility for or amount of
assistance of the eligible family receiving assistance, in descending order from the person with
the most income to the person with the least income. As indicated below, reporting for certain
specified data elements in this section is optional for certain individuals (whose family affiliation
code is a 2, 3, 4, or 5).
14.

Family Affiliation:
Instruction: Enter the one-digit code that shows the individual's relation to the eligible
family receiving assistance.
1=
Member of the eligible family receiving assistance
Not in eligible family receiving assistance, but in the household
2=
Parent of minor child in the eligible family receiving assistance

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3=
4=
5=

Caretaker relative of minor child in the eligible family receiving assistance
Minor sibling of child in the eligible family receiving assistance
Person whose income or resources are considered in determining eligibility for
or amount of assistance for the eligible family receiving assistance

15.

Date of Birth: Enter the eight-digit code for date of birth for this individual under TANF
in the format YYYYMMDD. If the individual's date of birth is unknown and the
individual's family affiliation code is not "1," enter the code "99999999".

16.

Social Security Number: Enter the nine-digit Social Security Number for the individual
in the format nnnnnnnnn. If the social security number is unknown and the individual's
family affiliation code is not "1," enter "999999999". 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, 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.

17.

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.
Instructions: To allow for the multiplicity of race/ethnicity, please enter a one-digit
code for each race and for ethnicity of the TANF individual. Reporting of this data
element is optional for individuals whose family affiliation code is 4 or 5.
Ethnicity
a.
Hispanic or Latino
1 = Yes, Hispanic or Latino
2 = No

b.

Race:
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

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e.

Native Hawaiian or Other Pacific Islander
1 = Yes, Native Hawaiian or Pacific Islander
2 = No

f.

White
1 = Yes, White
2 = No

18.

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

19.

Received Disability Benefits
Instructions: The Act specifies five types of disability benefits. For each type of
disability benefits, enter the one-digit code that indicates whether or not the individual
received the benefit.
a.

Received Federal Disability Insurance Benefits Under the Social Security
OASDI Program (Title II of the Social Security Act):
Guidance: States and Territories must complete this data element.
Instruction: Enter the one-digit code that indicates the adult received Federal
disability insurance benefits for the reporting month (or the last month of
TANF assistance). This item is not required to be coded for a child.
1 = Yes, received Federal disability insurance
2 = No

b.

Receives Benefits Based on Federal Disability Status Under Non-Social
Security Act Programs:
Guidance: These programs include Veteran's disability benefits, Worker's
disability compensation, and Black Lung Disease disability benefits. States
and Territories must complete this data element.
Instruction: Enter the one-digit code that indicates the individual received
benefits based on Federal disability status for the reporting month (or the last
month of TANF assistance). This data element should be coded for each adult
and child with family affiliation code "1".
1 = Yes, received benefits based on Federal disability status
2 = No

c.

Received Aid to the Permanently and Totally Disabled Under Title XIV-APDT
of the Social Security Act:
Guidance: Title XIV-APDT is applicable only in the Territories. States

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(Tribes) may leave this data element blank or use code "2." The Territories
must complete this data element.
Instruction: Enter the one-digit code that indicates the adult received aid
under a State plan approved under Title XIV for the reporting month (or the
last month of TANF assistance). This item is not required to be coded for a
child.
1 = Yes, received aid under Title XIV-APDT
2 = No
d.

Received 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.
Instruction: Enter the one-digit code that indicates the adult received aid
under a State plan approved under Title XVI-AABD for the reporting month
(or the last month of TANF assistance). This item is not required to be coded
for a child.
1 = Yes, received aid under Title XVI-AABD
2 = No

e.

Received Supplemental Security Income Under Title XVI-SSI of the Social
Security Act:
Guidance: States (Tribes) must complete this data element. The Territories
may leave this data element blank or use code "2."
Instruction: Enter the one-digit code that indicates the individual received aid
under a State plan approved under Title XVI-SSI for the reporting month (or
the last month of TANF assistance). This data element should be coded for
each adult and child with family affiliation code "1".
1 = Yes, received aid under Title XVI-SSI
2 = No

20.

Marital Status:
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 marital status of the adult recipient.
Reporting of this data element is optional for individuals whose family affiliation code is
4 or 5.
1 = Single, never married

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2 = Married, living together
3 = Married, but separated
4 = Widowed
5 = Divorced
21.

Relationship to Head-of-Household:
Instruction: Enter the two-digit code that shows the individual's relationship (including
by marriage) to the head of the household, as defined by the Food Stamp Program or as
determined by the State (Tribe), (i.e., the relationship to the principal person of each
person living in the household.) If a minor child head-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

22.

Parent With Minor Child In the Family:
Guidance: A parent with a minor child in the family may be a natural parent, adoptive
parent, or step-parent of a minor child in the family. Reporting of this data element is
optional for individuals whose family affiliation code is 3, 4, or 5.
Instruction: Enter the one-digit code that indicates the individual's parental status.
1=
Yes, a parent with a minor child in the family
2=
No

23.

Needs of a Pregnant Woman: Some States (Tribes) consider the needs of a pregnant
woman in determining the amount of assistance that the TANF family receives. If the
individual was pregnant and the needs associated with this pregnancy were considered in
determining the amount of assistance for the last month of TANF assistance, enter a "1"
for this data element. Otherwise enter a "2" for this data element. This data element is
applicable only for individuals whose family affiliation code is 1.
1=
Yes, additional needs associated with pregnancy were considered in
determining the amount of assistance
2=
No

24.

Educational Level: Enter the two-digit code to indicate the highest level of education
attained by the individual . Unknown is not an acceptable code for individuals whose
family affiliation code is "1". Reporting of this data element is optional for individuals

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whose family affiliation code is 4 or 5.
01-11 = Grade level completed in primary/secondary school including secondary level
vocational school or adult high school
12 =
High school diploma, GED, or National External Diploma Program
13 =
Awarded Associate's Degree
14 =
Awarded Bachelor's Degree
15 =
Awarded graduate degree (Master's or higher)
16 =
Other credentials (degree, certificate, diploma, etc.)
98 =
No formal education
99 =
Unknown
25.

Citizenship/Alienage:
Instruction: Enter the one-digit code that indicates the adult's (or minor child head-ofhousehold's) citizenship/alienage. Unknown is not an acceptable code for an individual
whose family affiliation code is "1". Reporting of this data element is optional for
individuals whose family affiliation code is 4 or 5.
1
= U.S. citizen, including naturalized citizens
2
= Qualified alien
9
= Unknown

26.

Number of Months Countable toward Federal Time Limit:
Guidance: A countable month is a month for which the adult head-of-household, a
spouse of the head-of-household, or minor child 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-of-household the number of months on
assistance do not count toward the Federal five-year 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, 4, or 5.

27.

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 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

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is optional for individuals whose family affiliation code is 2, 3, 4, or 5.
28.

Employment Status:
Guidance: An employed adult (or minor child head-of-household) should have earned
income (See data element #29.)
Instruction: Enter the one-digit code that indicates the adult's (or minor child head-ofhousehold's) employment status. Leave this field blank for other minor children.
Reporting of this data element is optional for individuals whose family affiliation code is
4 or 5.
1=
Employed
2=
Unemployed, looking for work
3=
Not in labor force (i.e., unemployed, not looking for work, includes
discouraged workers)

29.

Amount of Earned Income: Enter the amount of the adult's (or minor child head-ofhousehold's) earned income for the last month on assistance or for the month used to
budget for the last month on assistance.

30.

Amount of Unearned Income: Enter the dollar amount of the individual's unearned
income for the last month on assistance or for the month used to budget for the last month
on assistance.

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