SSP-MOE Instruction2

SSP-MOE Data Report - Section Two
Disaggregated Data Collection
for Families No Longer Receiving Assistance
under the Separate State Program(s)
INSTRUCTIONS AND DEFINITIONS
General Instruction: The State agency 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: (#14 Date of Birth, #15 Social
Security Number, #23 Educational Level, and #24 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 it is acceptable 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.

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.

3.

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.

4.

Stratum:
Guidance: All families that receive assistance under separate State Programs (i.e., SSPMOE families) and are 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 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 SSP-MOE Data Report, which contains the caseload size by stratum
for each report month. If a State opts to provide data for its entire caseload, enter the
same stratum code (any two-digit number) for each SSP-MOE family.
Instruction: Enter the two-digit stratum code.
FAMILY-LEVEL DATA

Definition: For reporting purposes, the SSP-MOE family means (a) all individuals receiving
assistance as part of a family under the separate State program; and (b) the following additional
persons living in the household, if not included under (a) above:
(1)

Parent(s) or caretaker relative(s) of any minor child receiving assistance;

(2)

Minor siblings of any child receiving assistance; and

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(3)

Any person whose income or resources would be counted in determining the family's
eligibility for or amount of assistance.

5.

Case Number:
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 to uniquely identify
the SSP-MOE family.

6.

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

7.

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

8.

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 MOE 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 SSP-MOE family
no longer receiving assistance.
01 =
Employment and/or excess earnings
02 =
Marriage
03 =
Five-year time limit

04 =
05 =
06 =
07 =
08 =
09 =

Sanctions
Work related sanction
Child support sanction
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

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requirements (e.g., immunize a minor child, attend parenting classes)

17 =
18 =

State Policies
State time limit, if different than five-year limit
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 State's TANF 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 =

9.

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 SSP-MOE family
received subsidized housing for the reporting month.
1 = Public housing
2 = Rent subsidy
3 = No housing subsidy

10.

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

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11.

Received Food Stamps: Enter the one-digit code that indicates whether or not the SSPMOE family has received food stamp assistance.
1 = Yes, received food stamp assistance
2 = No

12.

Received Subsidized Child Care:
Instruction: If the SSP-MOE family received subsidized child care for the reporting
month (or for the last month of SSP-MOE assistance), enter code "1" or "2," whichever is
appropriate. Otherwise, enter code "3."
1=
Yes, receives child care funded (entirely or in part) with Federal funds (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 SSP-MOE family. If there are more
than sixteen persons in the SSP-MOE 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; () 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 the
person with the most income to the person with 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).
13.

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
3=
Caretaker relative of minor child in the eligible family receiving assistance
4=
Minor sibling of child in the eligible family receiving assistance
5=
Person whose income or resources are considered in determining eligibility for
or amount of assistance for the eligible family receiving assistance

14.

Date of Birth: Enter the eight-digit code for date of birth for this individual under

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separate State programs in the format YYYYMMDD. If the individual's date of birth is
unknown and the family affiliation code is not "1," enter the code "99999999".
15.

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 family
affiliation code is not "1," enter "999999999".

16.

Race/Ethnicity:
Guidance: The intent of this data element is to capture the multiplicity of race and
ethnicity characteristic applicable to each person. States 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 SSP-MOE 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
Race:
b.

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

e.

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

f.

White
1 = Yes, White
2 = No

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17.

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

18.

Received Disability Benefits
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 (or minor child
head-of-household) 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.

Received 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 SSP-MOE 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 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 individual received
aid under a State plan approved under Title XIV for the reporting month (or the
last month of SSP-MOE assistance). This item is not required to be coded for a
child..
1 = Yes, received aid under Title XIV-APDT
2 = No

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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 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 individual received aid
under a State plan approved under Title XVI-AABD for the reporting month
(or the last month of SSP-MOE 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 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 SSP-MOE 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

19.

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 (or minor child
head-of-household). 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 = Single, never married
2 = Married, living together
3 = Married, but separated
4 = Widowed
5 = Divorced

20.

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,
principal person of each person living in the household. If a minor child head-of-

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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
21.

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

22.

Needs of a Pregnant Woman: Some States consider the needs of a pregnant woman in
determining the amount of assistance that the SSP-MOE 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 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

23.

Educational level: Enter the two-digit code to indicate the educational level attained by
the individual. 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.
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

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99 =

Unknown

24.

Citizenship/Alienage:
Instruction: Enter the one-digit code that indicates the individual'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
3
= Non qualified alien
9
= Unknown

25.

Employment Status:
Guidance: An employed individual should have earned income (See data element #26.)
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
2, 3, 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))

26.

Amount of Earned Income
Guidance: An individual with earned income should be coded as employed (see data
element #25.)
Instructions: Enter the amount of the adult's (or minor child head-of-household's)
earned income for the last month on SSP-MOE assistance or for the month used to
budget for the last month on assistance. Leave these fields blank for other minor children
(i.e., children whose family affiliation code is 4).

27.

Amount of Unearned Income: Enter the amount of the individual's unearned income for
the last month on SSP-MOE assistance or for the month used to budget for the last month
on assistance. Leave these fields blank for other minor children (i.e., children whose
family affiliation code is 4).

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