CDSS – CDMIS User Manual; Appendix A: Provider Zip Code

Provider Zip Code

The Provider Zip Code information field indicates the zip code of the location where the child receives subsidized child care services through an agency’s contract.

Where to Find It

This information is part of the provider's address. For AP programs, look in the provider's file; for center-based programs, look in the family's file.

Note: Check to see if the family has a subsequent Notice of Action on file (not the initial notice) that applies to the report period (i.e., completed on or before the report month as indicated by the Effective Date of Action). If such a Notice of Action is on file, enter the updated information.

Rules and Guidelines

• This information field is required.
• The zip code must contain nine digits. The primary five-digit zip code and the four-digit extension.
• Enter numbers only.
• The provider zip code and provider Federal Information Processing Standards (FIPS) code must be consistent.

Error Messages and Solutions

See Appendix B: Error Message Codes for solutions to error messages.

Frequently Asked Questions

• The United States Postal Service (USPS) does not provide mail delivery to some of the service locations (centers and/or homes) where services to children are provided and there is no nine-digit zip code associated with these locations. Some providers have a Post Office Box and some pick up their mail General Delivery at their local Post Office. What Zip Code should I report for these providers?
  • For instances where the USPS does not provide mail delivery to these service locations, use the nine-digit zip code associated with the provider's P.O. Box.
• Which zip code do I use--the family's residence or the zip code of the child care provider?
  • For the Provider Zip Code information field, enter the zip code of the location where the child receives subsidized child care services through an agency’s contract.
• I am trying to enter a Provider Zip Code, but the system is giving me the error "The Provider Zip Code does not exist in the Provider FIPS Code provided" and I cannot save the information. What do I do?
  • The CDSS - CDMIS uses the zip codes provided by the USPS, which are updated once each month. The zip code provided by the family may be incorrect or the zip code may be entered incorrectly. To verify a zip code, visit United States Postal Service Look Up a ZIP Code External link at https://tools.usps.com/go/ZipLookupAction_input to obtain the nine-digit zip code.
  • The FIPS Code may also be entered incorrectly. (See data definition for Provider Federal Information Processing Standards Code.)
• I do not know/cannot find the four-digit extension of the zip code of the provider’s service location. What do I do?
  • An agency should contact their local post office and request the four-digit extension of the zip code of the provider’s service location. To look up the nearest post office, visit United States Postal Service Find Locations External link at https://tools.usps.com/go/POLocatorAction!input.action.
• I have a child who received services at two of our centers during the same month. These centers are located in different zip codes. How do I report this child's services?
  • For children receiving services at two different centers located in different zip codes and operated by the same provider, report this child as having two providers in the report period, each with the zip code associated with the specific center.
  • For children who receive services from the same provider but changed centers during the month, resulting in the child receiving services in a different zip code, report this child as having two providers in the report period, each with the zip code associated with the specific center during that specific report period. For the next report period, only include the provider information that reflects the new zip code.