45 C.F.R. Subpart E—Data Collection and Reporting Requirements
Title 45 - Public Welfare
(a) Section 412(h) of the Act makes section 411 regarding data collection and reporting applicable to Tribal TANF programs. This section of the regulations explains how we will collect the information required by section 411 of the Act and information to implement section 412(c) (work participation requirements). (b) Each Tribe must collect monthly and file quarterly data on individuals and families as follows: (1) Disaggregated data collection and reporting requirements in this part apply to families receiving assistance and families no longer receiving assistance under the Tribal TANF program; and (2) Aggregated data collection and reporting requirements in this part apply to families receiving, families applying for, and families no longer receiving assistance under the Tribal TANF program. (c) Each Tribe must file in its quarterly TANF Data Report and in the quarterly TANF Financial Report the specified data elements. (d) Each Tribe must also submit an annual report that contains specified information. (e) Each Tribe must submit the necessary reports by the specified due dates. (a) Except as provided in paragraph (b) of this section, the general TANF definitions at §§286.5 and 286.10 apply to this subpart. (b) For data collection and reporting purposes only, “TANF family” means: (1) All individuals receiving assistance as part of a family under the Tribe's TANF program; and (2) The following additional persons living in the household, if not included under paragraph (b)(1) of this section: (i) Parent(s) or caretaker relative(s) of any minor child receiving assistance; (ii) Minor siblings of any child receiving assistance; and (iii) Any person whose income or resources would be counted in determining the family's eligibility for or amount of assistance. (a) Quarterly reports. Each Tribe must collect on a monthly basis, and file on a quarterly basis, the data specified in the Tribal TANF Data Report and the Tribal TANF Financial Report. (b) Tribal TANF Data Report. The Tribal TANF Data Report consists of three sections. Two sections contain disaggregated data elements and one section contains aggregated data elements. (1) TANF Data Report: Disaggregated Data—Sections one and two. Each Tribe must file disaggregated information on families receiving TANF assistance (section one) and families no longer receiving TANF assistance (section two). These two sections specify identifying and demographic data such as the individual's Social Security Number; and information such as the type and amount of assistance received, educational level, employment status, work participation activities, citizenship status, and earned and unearned income. These reports also specify items pertaining to child care and child support. The data requested cover adults (including non-custodial parents who are participating in work activities) and children. (2) TANF Data Report: Aggregated Data—Section three. Each Tribe must file aggregated information on families receiving, applying for, and no longer receiving TANF assistance. This section of the Report asks for aggregate figures in the following areas: the total number of applications and their disposition; the total number of recipient families, adult recipients, and child recipients; the total number of births, out-of-wedlock births, and minor child heads-of-households; the total number of non-custodial parents participating in work activities; and the total amount of TANF assistance provided. (c) The Tribal TANF Financial Report. Each Tribe must file quarterly expenditure data on the Tribe's use of Tribal Family Assistance Grant funds, any Tribal fund expenditures which are being substituted for TFAG funds withheld due to a penalty, and any State contributions. The report must be submitted on a form prescribed by ACF. (a) Each Tribe may report disaggregated data on all recipient families (universal reporting) or on a sample of families selected through the use of a scientifically acceptable sampling method. The sampling method must be approved by ACF in advance of submitting reports. (1) Tribes may not use a sample to generate the aggregated data. (2) [Reserved] (b) “Scientifically acceptable sampling method” means a probability sampling method in which every sampling unit has a known, non-zero chance to be included in the sample, and the sample size requirements are met. (c) Each Tribe may file quarterly reports electronically, based on format specifications that we will provide. Tribes who do not have the capacity to submit reports electronically may submit quarterly reports on a disk or in hard copy. (a) Upon a Tribe's initial implementation of TANF, the Tribe shall begin collecting data for the TANF Data Report as of the date that is six months after the initial effective date of its TANF program. The Tribe shall begin collecting financial data for the TANF Financial Report as of the initial effective date of its TANF program. (b) Each Tribe must submit its TANF Data Report and TANF Financial Report within 45 days following the end of each quarter. If the 45th day falls on a weekend or on a national, State or Tribal holiday, the reports are due no later than the next business day. (a) If we determine that a Tribe has not submitted to us a complete and accurate Tribal TANF Data Report within the time limit, the Tribe risks the imposition of a penalty at §286.205 related to the work participation rate targets since the data from the Tribal TANF Data Report is required to calculate participation rates. (b) Non-reporting of the Tribal TANF Financial Report may give rise to a penalty under §286.200 since this Report is used to demonstrate compliance with provisions of the Act, the provisions of 45 CFR part 92, OMB Circulars A–87 and A–133, or any Federal statutes and regulations applicable to the TANF program. (a) Each Tribal TANF grantee must file an annual report containing information on its TANF program for that year. The report may be filed as: (1) An addendum to the fourth quarter TANF Data Report; or (2) A separate annual report. (b) Each Tribal TANF grantee must provide the following information on its TANF program: (1) The Tribal TANF grantee's definition of each work activity; (2) A description of the transitional services provided to families no longer receiving assistance due to employment; and (3) A description of how a Tribe will reduce the amount of assistance payable to a family when an individual refuses to engage in work without good cause pursuant to §286.145. (4) The average monthly number of payments for child care services made by the Tribal TANF grantee through the use of disregards, by the following types of child care providers: (i) Licensed/regulated in-home child care; (ii) Licensed/regulated family child care; (iii) Licensed/regulated group home child care; (iv) Licensed/regulated center-based child care; (v) Legally operating (i.e., no license category available in Tribal TANF grantee's locality) in-home child care provided by a nonrelative; (vi) Legally operating (i.e., no license category available in Tribal TANF grantee's locality) in-home child care provided by a relative; (vii) Legally operating (i.e., no license category available in Tribal TANF grantee's locality) family child care provided by a nonrelative; (viii) Legally operating (i.e., no license category available in Tribal TANF grantee's locality) family child care provided by a relative; (ix) Legally operating (i.e., no license category available in Tribal TANF grantee's locality) group child care provided by a nonrelative; (x) Legally operating (i.e., no license category available in Tribal TANF grantee's locality) group child care provided by a relative; and (xi) Legally operating (i.e., no license category available in Tribal TANF grantee's locality) center-based child care. (5) A description of any nonrecurring, short-term benefits provided, including: (i) The eligibility criteria associated with such benefits, including any restrictions on the amount, duration, or frequency of payments; (ii) Any policies that limit such payments to families that are eligible for TANF assistance or that have the effect of delaying or suspending a family's eligibility for assistance; and (iii) Any procedures or activities developed under the TANF program to ensure that individuals diverted from assistance receive information about, referrals to, or access to other program benefits (such as Medicaid and food stamps) that might help them make the transition from Welfare-to-Work; and (6) A description of the procedures the Tribal TANF grantee has established and is maintaining to resolve displacement complaints, pursuant to §286.110. This description must include the name of the Tribal TANF grantee agency with the lead responsibility for administering this provision and explanations of how the Tribal TANF grantee has notified the public about these procedures and how an individual can register a complaint. (7) Tribes electing the FVO must submit a description of the strategies and procedures in place to ensure that victims of domestic violence receive appropriate alternative services, as well as an aggregate figure for the total number of good cause domestic waivers granted. (c) If the Tribal TANF grantee has submitted the information required in paragraph (b) of this section in the TFAP, it may meet the annual reporting requirements by reference in lieu of re-submission. Also, if the information in the annual report has not changed since the previous annual report, the Tribal TANF grantee may reference this information in lieu of re-submission. (d) If a Tribal TANF grantee makes a substantive change in certain data elements in paragraph (b) of this section, it must file a copy of the change either with the next quarterly data report or as an amendment to its TFAP. The Tribal TANF grantee must also indicate the effective date of the change. This requirement is applicable to paragraphs (b)(1), (b)(2), and (b)(3) of this section. (a) The annual report required by §286.275 is due 90 days after the end of the Fiscal Year which it covers. (b) The first annual report for a Tribe must include all months of operation since the plan was approved. (a) A Tribe that consolidates its Tribal TANF program into a Public-Law 102–477 plan is required to comply with the TANF data collection and reporting requirements of this section. (b) A Tribe that consolidates its Tribal TANF program into a Public-Law 102–477 plan may submit the Tribal TANF Data Reports and the Tribal TANF Financial Report to the BIA, with a copy to us.
Title 45: Public Welfare
PART 286—TRIBAL TANF PROVISIONS
Subpart E—Data Collection and Reporting Requirements
§ 286.245 What data collection and reporting requirements apply to Tribal TANF programs?
§ 286.250 What definitions apply to this subpart?
§ 286.255 What quarterly reports must the Tribe submit to us?
§ 286.260 May Tribes use sampling and electronic filing?
§ 286.265 When are quarterly reports due?
§ 286.270 What happens if the Tribe does not satisfy the quarterly reporting requirements?
§ 286.275 What information must Tribes file annually?
§ 286.280 When are annual reports due?
§ 286.285 How do the data collection and reporting requirements affect Public Law 102–477 Tribes?
