Fiscal Essentials:
CCTR Attendance Data

Compliance Indicator

The program has submitted a report for each contract that is consistent with the laws for state or federal fiscal reporting and accounting.

Regulations/Reference

CCD Program Instrument: V. Fiscal/Audit CCD 21
Title 5: 18068
Fiscal Handbook: Child Care Fiscal Handbook

Monitoring Review Evidence

• Child Development Fund

• Fiscal Attendance & Accounting Reports

Child Development Program Enrollment Attendance and Fiscal Reporting System (CDPR)

The Child Development Program Enrollment Attendance and Fiscal Reporting System, known as CDPR, is an enrollment and fiscal reporting platform hosted through Sharepoint for direct-service and support contracts.

Within CDPR, users can:

• Submit enrollment, attendance and fiscal reports

• View a summary of submitted reports by contract type

• Access a document library to view excel data reports for a specific contract type and number

NOTE: To support contractors with entering fiscal and attendance data into CPDR, the YouTube demonstration of CDPR located on the CDSS Fiscal Resources webpage provides detailed guidance on how to navigate the SharePoint platform.

Attendance should be reconciled monthly using the following steps:

1. Take original sign in & out records

2. Along with certified attendance as documented on the Notice of Action & Application for Services

3. Reconcile into a monthly attendance report that is broken down by child, room, program, adjustment factor code & days of attendance, along with any absences. The data is then rolled up to reflect the total enrolled days for the month.

NOTE: All 3 of these documents will serve as your back-up documentation for the attendance & fiscal report that will be submitted to Fiscal Services.

Attendance Reporting

Contractors are required to submit monthly or quarterly attendance depending upon their contract. Monthly reporting is required for “Contractors on conditional or provisional status” For all other contractors, attendance reports are submitted quarterly. Reports are due by the 20th of the month following the end of the reporting period.

Attendance data is entered into CDPR within the CCTR/CMIG 9500 Data Report.

Certified & Non-Certified Children

Data for both certified & non-certified children must be entered into different tables. Within the certified tables, report only children who have been certified as eligible for California Department of Social Services subsidized services. 

A family is considered to be certified for enrollment when the application for services & certification forms have been completed, information has been verified, and forms have been signed. 

If the program does not serve non-certified children, select NO to turn off the table. If no is not marked, you must complete & submit this section of the report or it may be considered incomplete & delinquent.

NOTE: Data for non-certified children will be entered after data entry for certified children.

Special Criteria Factors

Special criteria factors recognize that different categories of children require special care or services and that the costs for these services vary. 

Adjustment factors are used to change actual enrollment to Adjusted Days of Enrollment, which will result in higher service earnings.

NOTE: Children that age from one category to another must be reported in their proper age category.

Special Criteria Adjustments include:

• Exceptional Needs

• Dual Language Learner

• At Risk of Abuse or Neglect

• Severely Disabled

• Mental Health Consultation Services (MHCS)

NOTE: To claim the special criteria adjustment factor for an exceptional needs child or “severely disabled”, the child must have an active Individualized Educational Program (IEP) or Individual Family Service Plan (IFSP)

Once the correct category is determined, each category is further broken down based on the number of hours a child is enrolled for. There are 3 different time based designations that determine the adjustment factor:

• Full-time: Child’s certified schedule is 30 hours total or more per week

• Part-time: Child’s certified schedule is less than 30 hours total per week

• Full-time Plus: Must be reported for any individual day child is enrolled more than 10.5 hours

NOTE: Effective March 1st, part-time care will be redefined as care certified for a child for less than 25 hours per week. And, fulltime care will redefined as care certified for a child for 25 hours or more per week, instead of 30 hours.

Data Inputting

Once attendance records have been reconciled, within CDPR input the data into the applicable category. 

Unlike prior reporting, this report will display current period data only. Once at least one service county-level report has been certified, cumulative prior period data from that report, by service county and category, will auto-populate within your program report located within the document library.

NOTE: Do not use negative figures in any of the columns.

For all categories entered, the total days of enrollment will automatically calculate.

Child days of enrollment, is the total of every child’s enrollment for the days the contractor is open to provide services.Enrollment for each child depends on certified enrollment which is reflected on the Notice of Action.

In a typical year, child days of attendance, known as CDA are the total days that certified children are present in the program for any part of a day for which they are enrolled or if they have excused absences.

For this fiscal year, child days of attendance are only counted for enrolled children that are expected to physically attend the program.

NOTE: It is important to keep an eye on the difference between your child days enrollment & attendance. There is a five percent flex factor for attendance. Child days of attendance below 95% of the child days of enrollment will affect your service earnings.

After reviewing the video lesson & sketch pad notes, it’s time to check for understanding by completing a Knowledge Check. Note that Individual Knowledge Checks will conclude with a Certificate.

Individual Knowledge Check (ProProfs) >

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