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ACF presenter Britney walks tribes through ACF‑696T reporting in PMS, deadlines and spending rules
Summary
A federal webinar explained how tribes can access the ACF‑696T (CCDF) fiscal report in the Payment Management System (PMS), step‑through calculations for spending thresholds (administrative 15% max, quality 9% min, infant/toddler 3% min, direct services 70% formula), and announced office hours and support contacts.
Britney, an Administration for Children and Families presenter, led a virtual webinar explaining how tribal grantees can access and complete the ACF‑696T (CCDF) fiscal report in the Payment Management System (PMS). The session covered where the migrated reports now live, how to request access, and step‑by‑step examples of the calculations the agency uses to check compliance with spending requirements.
Why it matters: Accurate ACF‑696T reporting determines whether grantee expenditures meet conditions attached to child‑care funds; errors can trigger rejections or requests for revisions. Britney said the ACF‑696T is "an annual report" and emphasized the submission timing, noting the report is due "90 days after the end of the federal fiscal year," with final reports allowed an additional 30 days.
Key details from the presentation included how to get into PMS and find the CCDF/ACF‑696T report (Federal Financial Reporting > ACF Financial Reporting > CCDF report) and the difference between new and existing users in the user access flow. Attendees were told to request report access (not just general PMS access) and to contact the PMS support help or ogmocc@hhs.gov if they could not gain access. The presenters said migrated reports from OLDC/Grant Solutions should appear in PMS for grant years 2021 onward.
On calculating spending requirements, the presenter demonstrated examples using line and column references from the ACF‑696T report: administrative costs (line 5) must remain at or below 15% of total expended funds; quality improvement activities (line 7) must reach a 9% minimum of total expended funds; and infant/toddler quality (line 8) requires a 3% minimum for medium and large allocation grantees. In the worked examples Britney showed, one sample grantee had administrative costs around 10% and quality spending at about 15%, both meeting the stated thresholds.
For medium and large allocation grantees, the direct services requirement uses a multi‑step formula. The presenter walked through computing the numerator (direct service columns B,C,E,F) and the denominator adjustments (subtracting minimum quality and admin amounts) and then checking whether direct services were greater than or equal to 70% of the adjusted base; the sample calculation shown met the requirement.
The webinar also highlighted new PMS user interface cues: blue information icons for guidance, yellow caution triangles for nonblocking warnings, and red exclamation icons for blocking errors (for example, required radio‑button selections such as whether funds were reallotted). Britney reminded participants that certain warnings may be acceptable on interim reports but that final reports must satisfy final thresholds or may be rejected.
Practical next steps shared with attendees included checking email for the slide packet and contacting ogmocc@hhs.gov if slides or support were not received; requesting PMS and report access early (allow 24–48 hours for approval for new users); and attending two office hours scheduled for Tuesday, Dec. 16, 1:00–1:45 PM ET and Thursday, Dec. 18, 12:30–1:15 PM ET for follow‑up questions.
The session closed with staff offering to follow up on individual access problems and with a recommendation that grantees verify their column selections and arithmetic in the ACF instructions before submitting final reports.
