| RECORDKEEPING |
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| Section of Regulation |
Title |
Form Number (if any) |
Estimated Number of Respondents |
Reports Filed Annually |
Total Annual Responses (Col. DxE) |
Estimated Avg. No. of Manhours Per Respones |
Estimated Total Manhours (Col. FxG) |
Previously Approved |
Program Change |
Adjustment |
Total Difference |
| A |
B |
C |
D |
E |
F |
G |
H |
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| STATE AGENCY LEVEL |
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| 245.3 (a) |
SA announces eligibility guidelines, and maintains documentation that it has done so. |
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54 |
1 |
54.000 |
0.25 |
13.500 |
13.500 |
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0.000 |
| 245.4 (e) |
Puerto Rico and Virgin Islands SAs maintain on file all information related to their statistical surveys. |
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2 |
1 |
2.000 |
1.500 |
3.000 |
3.000 |
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0.000 |
| 245.9 (g) |
SA shall retain records related to the implementation of Provision 2 and Provision 3 for 3 years after submission of the last Claim for Reimbursement. |
|
54 |
1 |
54.000 |
12 |
648.000 |
648.000 |
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0.000 |
| 245.11 (h) |
SA s maintain information on schools participating and extensions granted in Provision 2 and 3 |
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54 |
1 |
54.000 |
3 |
162.000 |
162.000 |
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0.000 |
| 245.11(i) |
SAs retain district level data |
|
54 |
1 |
54.000 |
1 |
54.000 |
54.000 |
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0.000 |
| State Agency Level Totals |
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54 |
4.0370 |
218.000 |
4.039 |
880.500 |
880.500 |
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0.000 |
| SCHOOL FOOD AUTHORITY/SPONSOR LEVEL |
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| 245.5 (a) (1), 245.9 (b-e) |
SFAs develop notice to parents containing eligibility criteria , and maintain documentation of having done so. SFAs operating under Provision 2 and 3 are exempt from this requirement. |
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20,280 |
1 |
20,280.000 |
0.25 |
5,070.000 |
5,070.000 |
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0.000 |
| 245.5 (a) (2), 245.9 (b-e), |
SFAs develop and distribute a public release with information operating under Provision 2 and 3 similar to letter to parents. SFAs are exempt from this requirement. |
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20,280 |
1 |
20,280.000 |
0.25 |
5,070.000 |
5,070.000 |
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0.000 |
| 245.6 (a), 249.9 (b-e) |
SFAs develop and distribute supplies of form to be used by households to apply for benefits. SFAs operating under Provisions 2 and 3 are exempt from this requirement. |
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20,280 |
1 |
20,280.000 |
1 |
20,280.000 |
20,280.000 |
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0.000 |
| 245.6 (b) |
SFAs using direct certification must obtain documentation of eligibility, and maintain records for 3 years. |
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10,083 |
1 |
10,083.000 |
0.08 |
806.640 |
806.640 |
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0.000 |
| 245.6 (b) (1) |
SFAs document and retain on file reasons for ineligibility determinations. |
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20,780 |
30 |
623,400.000 |
0.08 |
49,872.000 |
49,872.000 |
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0.000 |
| 245.6a (a)(2) |
SFAs notify households of selection for verification and proof of eligibility. |
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16,342 |
7 |
114,394.000 |
0.05 |
5,719.700 |
5,719.700 |
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0.000 |
| 245.6a (b)(1) |
SFAs review written evidence and recalculation income to verify eligibility. |
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16,342 |
5 |
81,710.000 |
0.25 |
20,427.500 |
20,427.500 |
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0.000 |
| 245.6a (b)(2) |
SFAs make collateral contacts to obtain information not obtained by written evidence. |
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8,171 |
1 |
8,171.000 |
0.33 |
2,696.430 |
2,696.430 |
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0.000 |
| 245.6a (b)(3) |
SFAs make any other verfication efforts using agency records. |
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16,342 |
1 |
16,342.000 |
0.25 |
4,085.500 |
4,085.500 |
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0.000 |
| 245.6a (c) |
SFAs maintain summary of verification efforts. |
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16,342 |
1 |
16,342.000 |
0.85 |
13,890.700 |
13,890.700 |
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0.000 |
| 245.6a (c) |
SFAs maintain records of verification activity for verified households. |
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20,780 |
4 |
83,120.000 |
0.017 |
1,413.040 |
1,413.040 |
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0.000 |
| 245.6a (e) |
SFAs provide 10-day advance notice of termination or change in benefits because of verification. |
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1,634 |
1 |
1,634.000 |
0.17 |
277.780 |
277.780 |
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0.000 |
| 245.7 (a)(1) |
SFAs prepare and file written records of each hearing. |
|
208 |
1 |
208.000 |
0.50 |
104.000 |
104.000 |
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0.000 |
| 245.9 (g) & (h) |
SFAs shall retain records related to the implementation of Provisions 2 and 3 for 3 years after submission of the last Claim for Reimbursement. |
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500 |
1 |
500.000 |
4 |
2,000.000 |
2,000.000 |
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0.000 |
| 245.9 (c) & (f) |
SFAs shall amend F/RP Policy statement to include special assistance information and certifiy schools as eligible. |
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500 |
1 |
500.000 |
0.50 |
250.000 |
250.000 |
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0.000 |
| School Food Authority/Sponsor Level Totals |
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10,780 |
94.36401 |
1,017,244.000 |
0.12973 |
131,963.290 |
131,963.290 |
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0.000 |
| SCHOOL/SITE LEVEL |
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| 245.6 & 245.9 |
Schools distribute application forms to households. Schools participating under Provision 2 and 3 are exempt from this requirement. |
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97,000 |
1 |
97,000.000 |
0.25 |
24,250.000 |
24,250.000 |
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0.000 |
| 245.6 (b) & 245.9 |
Schools review applications, make eligibility determinations. Schools participating under Provisions 2 and 3 are exempt from this requirement. |
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97,000 |
41 |
3,977,000.000 |
0.052 |
206,804.000 |
206,804.000 |
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0.000 |
| 245.6 (c) |
Schools file applications on behalf of children they know to be eligible, but whose household submitted no application. |
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1,010 |
1 |
1,010.000 |
0.1 |
101.000 |
101.000 |
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0.000 |
| 245.6 (c) |
Schools maintain documentation to show they notified families of children on whose behalf they filed applications. |
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1,010 |
1 |
1,010.000 |
0.25 |
252.500 |
252.500 |
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0.000 |
| 245.9 (a) |
Schools operating under Special Assistance Provision 1 may reduce the annula certification of children eligible for free meals to once every two years. |
|
30 |
1 |
30.000 |
0.067 |
2.010 |
2.010 |
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0.000 |
| School/Site Level Totals |
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97,000 |
42.0211 |
4,076,050.000 |
0.05677 |
231,409.510 |
231,409.510 |
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0.000 |
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| Summary of Recordkeeping Burden |
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State Agency Burden |
218.000 |
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880.500 |
880.500 |
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0.000 |
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School Food Authority/Sponsor Burden |
1,017,244.000 |
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131,963.290 |
131,963.290 |
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0.000 |
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School/Site Burden |
4,076,050.000 |
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231,409.510 |
231,409.510 |
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0.000 |
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Recordkeeping Grand Total |
5,093,512.000 |
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364,253.300 |
364,253.300 |
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0.000 |