Attachment B Burden Chart for 0584-0026 7 CFR Part 245 - Determining Eligibility for Free and Reduced Price Meals and Milk

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Overview

RecordKeeping
Reporting
PublicNotification
60 day Summ
Burden Summary
Notes

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Sheet 1: RecordKeeping

Recordkeeping
				A	B	C = (A*B)	D	E= (C*D)	F				G =E-F
Program Rule	CFR Citation	Title	Form Number	Estimated # Record-keepers	Records Per Recordkeeper	Total Annual Records	Estimated Avg. # of Hours Per Record	Estimated Total Hours	Current OMB Approved Burden Hrs	Due to Authorizing Statute	Due to Program Change - Final Rule	Due to an Adjustment	Total Difference
State Agency Level
F/R Eligibility	245.4(e) & 245.9(j)	Puerto Rico and Virgin Islands SAs must maintain records on the survey and fund withdrawal factor (burden previously removed).		0	0.33	0	0.10	0.00	0				0
Direct Certification	245.6(b)(1)(iv)	SA must maintain agreements with the SA conducting eligibility determinations for SNAP.		50 states + DC + Guam + add'l SAs in AR & OK = 54 total 54	1	54	0.10	5	5				0
F/R Eligibility	245.12(h)(4)	SA maintains annual October data on number of schools on Provisions 1, 2, or 3 and extensions granted.		43	155	6,665	0.25	1,666	1,666				0
F/R Eligibility	245.12(i)	SA maintains annual verification data collected from SFAs (for FNS-742).		50 states + DC + Guam + add'l SAs in AR & OK = 54 (Puerto Rico + Virgin Islands are exempt from applications) 54	1	54	0.20	10.53	11				0
CIP	7 CFR 245.13(g)	State agencies that fail to meet the direct certification benchmark must maintain a Continuous Improvement Plan.		18	1	18	0.50	9	9				0
		State Agency Level Total		54	125.76	6,791	0.25	1,691	1,691	0	0	0	0
Local Educational Agency / School Food Authority Level
F/R Eligibility	245.6(e)	LEAs must maintain documentation substantiating eligibility determinations for 3 years after the end of the fiscal year.		19,822 SFAs less an estimated 222 SFAs only on a Provision (i.e. no applications). 19,600	1	19,600	0.08	1,568	1,669			(101)	(101)
F/R Eligibility	245.9(g)&(h)	SFAs must retain records of schools implementing Provision 1, 2 or 3 for 3 years after submission of the last Claim for Reimbursement.		1,092	1	1,092	2.4715	2,699	2,699				(0)
		Local Educational Agency / School Food Authority Level Total		19,600	1.06	20,692	0.21	4,267	4,368	0	0	(101)	(101)
		Total Recordkeeping Burden		19,654	1.40	27,483	0.22	5,958	6,059	0	0	(101)	(101)
			Program Rule	Estimated # Record-keepers	Records Per Recordkeeper	Total Annual Records	Estimated Avg. # of Hours Per Record	Estimated Total Hours	Current OMB Approved Burden Hrs	Due to Authorizing Statute	Due to Program Change - Final Rule	Due to an Adjustment	Total Difference
			F/R Eligibility	19,654	1.39	27,411	0.22	5,944	6,045	0	0	(101)	(101)
			Direct Certification	54.0	1.00	54.0	0.10	5.3	5.3	-	0.0	-	(0.0)
			0	-	0.00	-	0.00	-	-	-	-	-	-
			CIP	18.0	1.00	18.0	0.50	9.0	9.0	-	-	-	-
			Ind. Review of Apps	-	0.00	-	0.00	-	-	-	-	-	-
			CEP	2,854.0	0.00	-	0.00	-	-	-	-	-	-
			0	-	0.00	-	0.00	-	-	-	-	-	-
			0	-	0.00	-	0.00	-	-	-	-	-	-
			0	-	0.00	-	0.00	-	-	-	-	-	-
			Total	22,580	3.39	27,483	0.81	5,958	6,059	0	0	-101	-101

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Sheet 2: Reporting

Reporting
				A	B	C = (A*B)	D	E= (C*D)	F				G =E-F
Program Rule	CFR Citation	Title	Form Number	Estimated # Respondents	Responses per Respondents	Total Annual Records	Estimated Avg. # of Hours Per Response	Estimated Total Hours	Current OMB Approved Burden Hrs	Due to Authorizing Statute	Due to Program Change (Final Rule)	Due to an Adjustment	Total Difference
State Agency (SA) Level
F/R Eligibility	245.4 (c)	Puerto Rico and Virgin Islands SAs conduct triennial survey to develop factor for withdrawal of funds from Letter of Credit.		This affects only 2 SAs (which is less than the 9 requiring OMB approval. Removal requested.	0.33	0.00	70.00	0	46			-46	-46
F/R Eligibility	245.4(b&d)	Puerto Rico and Virgin Islands SAs submit survey design, results and the factor for fund withdrawal to FNS for approval.		This affects only 2 SAs (which is less than the 9 requiring OMB approval. Removal requested.	0.33	0.00	5.00	0	3			-3	-3
F/R Eligibility	245.6(i)	SAs and LEAs must obtain written consent from parent or guardian prior to use or disclosure for other uses not specified in the regulation.		50 states + DC + Guam + add'l SAs in AR & OK = 54. (Note: Puerto Rico + Virgin Islands are exempt due to survey method.) 54	1	54	0.25	13.5	14			-0.5	-0.5
F/R Eligibility	245.6(j)	SAs enter into written agreement with the agency receiving children's free and reduced price eligibility information.		50 states + DC + Guam + add'l SAs in AR & OK = 54. (Note: Puerto Rico + Virgin Islands are exempt due to survey method.) 54	1	54	0.25	13.5	14			-0.5	-0.5
F/R Eligibility	245.12(g)	SAs notify FNS when there is a change in the State’s TANF Program that would no longer make households automatically eligible for free meals.		50 states + DC + Guam + add'l SAs in AR & OK = 54. (Note: Puerto Rico + Virgin Islands are exempt due to survey method.) 54	1	54	0.10	5.4	5.6			-0.2	-0.2
F/R Eligibility	245.12(h)(4)	SAs submit to FNS upon request, the number of schools on Provision 1, Provision 2 or Provision 3 and extensions.		43	1	43	1.50	64.5	64.5				0
CIP	245.13(e)	SAs that fail to meet the direct certification benchmark must develop and submit a Continuous Improvement Plan within 90 days of notification.		18	1	18	3.00	54	54				0
F/R Eligibility	245.3(a) and 245.12(a)(2)	Moved to Public Notification SAs publicly announce the annual family-size income standards to be used in determining eligibility for free or reduced price meals.		0	0	0	0.00	0.0	0.0				0
	245.6a (h) 245.11(b)(2) 245.11(c)(3) 245.11(i)	SA reporting burden for electronic reports accounted for in the Food Program Reporting System (FPRS) ICR #0584-0594.	FNS-742, FNS-874
		State Agency Level Total		54	4.13	223	0.68	151	201	0	0	(50)	-50
Local Educational Agency (LEA) / School Food Authority Level (SFA)
F/R Eligibility	245.6(c)(6)(i)	LEAs notify households of approval of meal benefit applications.		19,822 SFAs less an estimated 222 SFAs only on a Provision (i.e. no applications). 19,600	275	FNS-742 reports 5.39 million household applications approvd for free or reduced price meals. 5,390,000	0.02	107,800	125,148			-17,348	-17,348
F/R Eligibility	245.6(c)(6)(ii)	LEAs must notify households in writing that children are eligible for free meals based on direct certification and that no application is required.		19,822 SFAs less an estimated 222 SFAs only on a Provision (i.e. no applications). 19,600	260	FNS-742 reports 11.2 million students; estimate 5.1 million households 5,096,000	0.02	101,920	62,574			39,346	39,346
F/R Eligibility	245.6 (c)(7)	LEAs provide written notice to each household of denied benefits.		19,822 SFAs less an estimated 222 SFAs only on a Provision (i.e. no applications). 19,600	10	196,000	0.02	3,920	7,092			-3,172	-3,172
F/R Eligibility	245.6(j)	SFA must have a written agreement with an agency to disclose children's free and reduced price eligibility information.		2,000	1	2,000	0.500	1,000	3,462			-2,462	-2,462
F/R Eligibility	245.6a (f)	LEAs notify households of selection for verification.		19,600	3% of houshold applications (about 8 out of 270). 8	156,800	0.25	39,200	62,574			-23,374	-23,374
F/R Eligibility	245.6a (j)	LEAs must provide households that failed to confirm eligibility with 10 days notice for receiving a reduction or termination of benefits.		19,600	2	39,200	0.10	3,920	6,883			-2,963	-2,963
F/R Eligibility	245.9 (f)	SFAs with schools under Provisions 1, 2, or 3 must identify those schools in its free and reduced price policy statement and certify their eligibility for the first year of operation.		1,160	1	1,160	0.25	290	273			17	17
F/R Eligibility	245.9 (h)	SFAs with schools under Provision 2 or Provision 3 submit to FNS upon request all data and documentation used in granting extensions.		FNS-742 reports 5,800 provision 2/3 schools. If avg 5 schools per SFA, then estimate 1160 SFAs on provision 2/3. 1,160	Once every 4 years or less. 0.25	290	0.25	73	273			-200	-200
F/R Eligibility	245.10 (a)	LEAs submit to SA for approval a free and reduced price policy statement.		19,600	1	19,600	0.08	1,568	1,572			-4	-4
						0		0				0	0
		Local Educational Agency / School Food Authority Level Total		19,600	556.176	10,901,050	0.024	259,691	269,851	0	0	-10,160	-10,160
Household Level
F/R Eligibility	245.6 (a)	Households complete application form for free or reduced price meal benefits.		FNS-742 reports 5.39 million household applications approvd for free or reduced price meals. 5,390,000	1	5,390,000	0.11	592,900	578,343			14,557	14,557
F/R Eligibility	245.6a (a)(7)(i)	Households assemble written evidence for verification of eligibility and send to LEA.		160,000	1	160,000	0.50	80,000	95,000			-15,000	-15,000
F/R Eligibility	245.6a (a)(7)(ii)	Households cooperate with collateral contacts for verification of eligibility.		1,000	1	1,000	0.10	100	317			-217	-217
		Household Level Total		5,390,000	1.03	5,551,000	0.12	673,000	673,660	0	0	-660	-660
		Total Reporting Burden		5,409,654	3.04	16,452,273	0.06	932,842	943,712	0	0	(10,870)	(10,870)
			Program Rule	Estimated # Respondents	Responses per Respondents	Total Annual Records	Estimated Avg. # of Hours Per Response	Estimated Total Hours	Current OMB Approved Burden Hrs	Due to Authorizing Statute	Due to Program Change (Final Rule)	Due to an Adjustment	Total Difference
			F/R Eligibility	5,409,654	3.04	16,452,255	0.06	932,788	943,658	-	-	(10,870)	(10,870)
			Direct Certification	-	-	-	-	-	-	-	-	0	-
			CIP	18.0	1.0	18.0	3.0	54.0	54.0				-
			Ind. Review of Apps	-	-	-	-	-	-				-
			CEP	8,454.0	-	-	-	-	-				-
			0	-	-	-	-	-	-				-
			0	-	-	-	-	-	-				-
			Total	5,418,126	4.04	16,452,273	3.06	932,842	943,712	0	0	-10,870	-10,870
		PRAO Comments
		Under the states, 7 CFR Part 245.12(g) shows that there are 56 SA, but in the supporting statement it is 54. Verify which it should be.

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Sheet 3: PublicNotification

Public Notification
				A	B	C = (A*B)	D	E= (C*D)	F				G =E-F
Program Rule	CFR Citation	Title	Form Number	Estimated # Respondents	Responses per Respondents	Total Annual Records	Estimated Avg. # of Hours Per Response	Estimated Total Hours	Current OMB Approved Burden Hrs	Due to Authorizing Statute	Due to Program Change - Final Rule	Due to an Adjustment	Total Difference
State Agency Level
F/R Eligibility	245.3(a) & 245.12(a)(2)	Each SA shall by July 1 announce family-size income standards to be used by LEAs in making eligibility determinations for free or reduced price meals and for free milk.		50 states + DC + Guam + add'l SAs in AR & OK = 54 Puerto Rico & Virgin Islands are exempt from this requirement in 245.4 54	1	54	0.10	5.4	5.6				0
		State Agency Level Total		54	1.00	54	0.10	5	6	0	0	0	0
Local Educational Agency / School Food Authority Level
F/R Eligibility	245.5 & 245.9 & 245.3(b)	LEAs publicly announce criteria for determining eligibility of children for free and reduced price meals (or free milk) or participation in Provision 1, 2, or 3 in an annual media release.		19,822	1	19,822	0.25	4,956	0				4,956
F/R Eligibility	245.7(a)(2)(i)	LEAs publicly announce method to make an oral or written request for a hearing.		19,822	1	19,822	0.10	1,982	0				1,982
		Local Educational Agency / School Food Authority Level Total		19,822	2.00	39,644	0.18	6,938	0	0	0	0	6,938
		Total Public Notification Burden		19,876	2.00	39,698	0.17	6,943	6	0	0	0	6,938
			Program Rule	Estimated # Respondents	Responses per Respondents	Total Annual Records	Estimated Avg. # of Hours Per Response	Estimated Total Hours	Current OMB Approved Burden Hrs	Due to Authorizing Statute	Due to Program Change - Final Rule	Due to an Adjustment	Total Difference
			F/R Eligibility	39,698.0	1.0	39,698	0.17	6,943	6	-	-	-	6,938
			Ind. Review of Apps	-	-	-	-	-	-	-	-	-	-
			Direct Certification	-	-	-	-	-	-	-	-	-	-
			CIP	-	-	-	-	-	-	-	-	-	-
			CEP	54.0	-	-	-	-	-	-	-	-	-
			-	-	-	-	-	-	-	-	-	-	-
			Total	39,752	1.00	39,698	0.17	6,943	6	0	0	0	6,938

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Sheet 4: 60 day Summ

SUMMARY OF BURDEN RECORDKEEPING & REPORTING & PUBLIC NOTIFICATION
TOTAL NO. RESPONDENTS	5,409,876
AVERAGE NO. RESPONSES PER RESPONDENT	3.054
TOTAL ANNUAL RESPONSES	16,519,454
AVERAGE HOURS PER RESPONSE	0.057
TOTAL BURDEN HOURS FOR PART 245 WITH REVISIONS	945,743
CURRENT OMB INVENTORY FOR PART 245	949,777		This is the Current OMB Approved Burden Hrs column 'J'
DIFFERENCE (BURDEN REVISIONS REQUESTED)	-4,034

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Sheet 5: Burden Summary

ICR #0584-0026, 7 CFR Part 245, Free and Reduced Price Eligibility - Summary
	Estimated # Respondents	Responses Per Respondent	Total Annual Responses (Col. BxC)	Estimated Avg. # of Hours Per Response	Estimated Total Hours (Col. DxE)
Recordkeeping
State Agency Level	54	125.76	6,791	0.25	1,691
Local Educational Agency Level	19,600	1.06	20,692	0.21	4,267
Recordkeeping Total	19,654	1.40	27,483	0.22	5,958
Reporting
State Agency Level	54	4.13	223	0.68	151
Local Educational Agency Level	19,600	556.176	10,901,050	0.024	259,691
Household Level	5,390,000	1.03	5,551,000	0.12	673,000
Reporting Total	5,409,654	3.04	16,452,273	0.06	932,842
Public Notification
State Agency Level	54	1	54	0.10	5
Local Educational Agency Level	19,822	2	39,644	0.18	6,938
Public Notification Total	19,876	2.00	39,698	0.17	6,943
TOTAL BURDEN	5,409,876	3.054	16,519,454	0.057	945,743

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Sheet 6: Notes

Date	User Initials	Comments
7/11/11	SW	This is a DRAFT of the Burden doc using the redesigned template
10/31/11	SW	This has been corrected to incorporate the interim rule for direct certification published April 2011
3/15/12	SW	Ready for submssion to PRAB
10/9/15	SW	Draft being prepared for submission to PRAO
10/14/15	SW	Draft notice sent to PRAO
12/4/15	SW	Burden revised to remove CEP (since final rule might not precede the renewal)