Webinar walks Year 1 CCDF lead agencies through error-rate submissions, CARS transition and RRW customizations

Katie Watts, the error rate lead at the National Center on Subsidy Innovation and Accountability, opened the webinar by telling Year 1 CCDF lead agencies that the session would focus on preparing the two initial error-rate submissions: the ESTAP (sampling decisions, assurances, and fieldwork preparation plan) and the customized record review worksheet (RRW).

"The purpose of today's webinar is to get all of you started with the error rate review and walking through how to create the first two submissions," Watts said, adding that the Data Collection Instructions (DCI) had been revised and were being shared with attendees.

Why this matters: The error rate review measures eligibility errors and improper payments in child-care subsidy programs by examining a random sample of 276 case records from the review period. Watts noted Year 1 states will report error rates in June 2026 based on cases from Oct. 1, 2024, through Sept. 30, 2025, and that an error rate above 10% requires a corrective action plan.

DCI and procedural changes

Watts said the DCI is revised every three years and that the newly approved version—effective through March 2028—contains clarifications and a few template changes rather than major methodological shifts. "There are a few minor changes to some of the templates," she said, and advised states to review the introductory chapter for an overview of what changed.

ESTAP: sampling, assurances and fieldwork plan

Watts reviewed ESTAP part one (sampling decisions): each lead agency draws a main sample of 276 cases and a set of monthly replacement cases (the presenters recommended planning at least three replacements per month and explaining any need for more). She also said states must name their random-number source (many use Excel's RAND) and select the frequency for monthly sampling frames.

On assurances, Watts highlighted a new required assurance: documents submitted to the Office of Child Care must not include personally identifiable information. For the fieldwork preparation plan, she instructed agencies to list project leadership (names and job titles), identify who will certify and submit the final ACF 404 report, and—if possible—name a backup certifier.

Error definitions, inter-reviewer consistency and logistics

The webinar stressed that ESTAP requires three definitions—in the ESTAP: a general error definition, an improper-payment error definition, and an administrative (non-payment) error definition—and gave examples of acceptable and unacceptable wording. Watts warned participants that intentional program violations (fraud) are out of scope for this review.

On inter-reviewer consistency (ESTAP 3C), presenters required that improper-payment cases be re-reviewed and recommended re-reviewing a sample of other case types; states were instructed to explain how they will ensure consistent interpretation among reviewers. For case review logistics (3G), presenters asked states to say whether reviews will use electronic or physical records, how reviewers will access documentation (including from partner agencies such as TANF or protective services), where reviews will take place, and how review files will be organized after the review.

RRW customization: what may and may not change

Presenters described the RRW template structure (elements in numbered rows, four columns) and gave precise customization rules: agencies may add policy citations and review items in columns one and two but must keep boilerplate text intact and must not change columns three or four, the mid table, or element 500. They recommended including comment boxes and NA options for items that do not apply to all cases.

Watts walked through examples of element customizations: element 100 (required forms), element 310 (residency, including handling policy changes with effective dates), and element 410 (subsidy and payment calculations). For element 410, she said the RRW should allow reviewers to record the eligibility worker's subsidy amount, the reviewer-calculated subsidy, the difference (if any), and the sample-month payment amount.

CARS transition and access to prior submissions

Adie Feture, from the Office of Child Care's oversight and accountability division, announced that the Office of Child Care will transition error-rate submissions to the CARS system beginning with the Year 1 ESTAP group. Feture said CARS should simplify reporting for agencies already familiar with that platform but acknowledged the migration details are still being finalized. "We will make sure lead agencies continue to have access to prior reports," Feture said, and presenters noted NIXIA also maintains archives of older submissions.

Deadlines, technical assistance and next steps

Watts reiterated key deadlines: ESTAP submissions are due Oct. 31 (states may submit earlier), and customized RRWs must be submitted and approved by Dec. 31. She encouraged states to send draft ESTAPs and RRWs to their NIXIA error-rate specialists for feedback prior to official submission to speed approvals. The presenters listed TA resources (an e-learning module, briefs, past webinar recordings, and regional error-rate specialists) and said they will hold additional trainings on conducting case record reviews and completing the ACF 404 final report.

Questions and clarifications

Participants asked whether agencies can submit ESTAPs earlier than Oct. 2025 (Watts: yes, states may submit when ready), how the pooling factor works (described as the percentage of pooled funds that are CCDF when CCDF and other funds are combined), and whether agencies not currently registered in CARS should expect assistance (presenters said enrollment processes are being finalized and recommended designating a few users and backups).

The webinar closed with presenters offering follow-up materials by email and an evaluation link for attendees.

Ending

Presenters said they will follow up with guidance on CARS enrollment and templates, and encouraged states to contact regional error-rate specialists or their NIXIA contacts for assistance prior to official ESTAP or RRW submission.