Appendix A - Burden Grid: Estimates of the Hour Burden of the Collection of Information - Reporting - #0584-0055

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Child and Adult Care Food Program

Appendix A - Burden Grid: Estimates of the Hour Burden of the Collection of Information - Reporting - #0584-0055

OMB: 0584-0055

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Overview

#0055 Reporting
#0055 Recordkeeping
#0055 BURDEN SUMMARY


Sheet 1: #0055 Reporting

Section of Regulation / Form Title Estimated # Respondents Responses Per Respondent Total Annual Responses (CxD) Estimated Avg. # of Hours Per Response Estimated Total Hours (ExF) Previously Approved Due to an Adjustment (G-H) Due to Program Change (G-H) Total Difference
(A) (B) (C) (D) (E) (F) (G) (H) (I) (J) (K)
STATE AGENCY LEVEL










226.3(c) Federal/State agreement 0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00
226.6(b) (3) Notify institution of approval or disapproval of application within 30 days of receipt of a complete application Barbara J. Smith: Cuurent number of CACFP SAs is 56. 56.00 15.00 840.00 SD: Process simplified due to advanced technology and previous burden included admininstrative burden. 0.25 210.00 210.00 0.00
0.00
226.6(c) Notice of serious deficiency (decision to disapprove new application or renew existing agreement) to institution 56.00 5.00 280.00 SD: Process simplified due to advanced technology and previous burden included admininstrative burden. 0.25 70.00 70.00 0.00
0.00
" Notice of serious deficiency to participating institutions 56.00 10.00 560.00 SD: Process simplified due to advanced technology and previous burden included admininstrative burden. 0.25 140.00 140.00 0.00
0.00
" Submit copies of serious deficiency notices to FNSRO 56.00 10.00 560.00 SD: Process simplified due to advanced technology. 0.25 140.00 140.00 0.00
0.00
" Submit copy disqualification notice and supportive documentation to FNSRO 56.00 5.00 280.00 SD: Process simplified due to advanced technology (NDL system). 0.25 70.00 70.00 0.00
0.00
226.6(c)(8)(C)(ii) Provide FNSRO the required information of each day care home provider terminated for cause 56.00 12.00 672.00 SD: Process simplified due to advanced technology. 0.25 168.00 168.00 0.00
0.00
226.6(d)(1), 226.6(e) Establish licensing/compliance review procedures for child care centers, day care homes, outside-school hours care centers and adult day centers SD: Most SAs already have this procedure due to implementation of published guidance. 10.00 1.00 10.00 1.00 10.00 10.00 0.00
0.00
226.6(d)(3) Establish alternate procedures for review of institutions for which licensing or approval is not available - SD: Some Sas already have this procedure due to implementation of published guidance. 10.00 1.00 10.00 3.00 30.00 30.00 0.00
0.00
Huber, Erika - FNS: changed 226.6(d)(3)(vii)(D) to 226.6(f)(1)(viii)(D) 226.6(f)(1)(viii)(D) Huber, Erika - FNS: Is this the same as cell B16? This was in row 16, same thing, same #s, I deleted what was row 16 Provide day care home sponsors a listing of State-funded programs, participation in which by a parent or child will qualify a meal served to a child in a tier II home for the tier I rate of reimbursement. 56.00 Huber, Erika - FNS: Sponsors per SA - updated to a formula 15.00 840.00 SD: Process simplified due to advanced technology. 0.25 210.00 210.00 0.00
0.00
226.6(f)(1)(ii) Provide all institutions a copy of the income standards to be used by institutions for determining the eligibility of participants for free and reduced-price meals under the Program 56.00 1.00 56.00 SD: Process simplified due to advanced technology and batching distribution. 0.50 28.00 28.00 0.00
0.00
Huber, Erika - FNS: Change from 226.6(f)(1)(vii) to 226.6(f)(1)(viii) (A) 226.6(f)(1)(viii)(A) Huber, Erika - FNS: This was the same thing as row 19 so I deleted what was row 19 Provide day home sponsoring organizations a list of elementary schools in which at least one-half of the children enrolled receive f/rp meals 56.00 15.00 840.00 SD: Process simplified due to advanced technology. 0.25 bkowtha: reduction in burden due to - see comment in column F. 210.00 210.00 0.00
0.00
Huber, Erika - FNS: changed vii to viii 226.6(f)(1)(viii)(E) Submit to SNAP SA list of providers receiving Tier I benefits based on SNAP participation 56.00 1.00 56.00 0.25 14.00 14.00 0.00
0.00
226.6(f)(1)(ix)(A) Provide at-risk-afterschool care centers and sponsoring organizations the list of schools in which one-half of children enrolled are eligible for f/rp meals 56.00 1.00 56.00 0.25 SD: Process simplified due to advanced technology. 14.00 14.00 0.00
0.00
226.6(f)(3)(iii) Provide census data to day care home sponsoring organizations 56.00 15.00 840.00 bkowtha: reduction in time due to technology 0.25 210.00 210.00 0.00
0.00
226.6(h) Submit to State commodity distribution agency list of institutions receiving commodities by June 1 Barbara J. Smith: CND estimates that only 15 Sas distribute commodities to CACFP instutions…the majority provide cash-in-lieu of commodities 15.00 1.00 15.00 SD: Process simplified due to advanced technology. 0.25 3.75 3.75 0.00
0.00
226.6(i) Develop standard contract for use between instiutions and food service management companies 56.00 1.00 56.00 SD: SD: Process simplified due to advanced technology and removal of administrative burden. 0.25 14.00 14.00 0.00
0.00
226.6(k)(4)(i) Annually submit admin review (appeal) procedures to all institutions 56.00 Barbara J. Smith: number of institutions divided by number of SA; get from NDB; is this correct 376.00 21,056.00 SD: Process simplified due to advanced technology and batching distribution. 0.02 351.64 351.64 0.00
0.00
226.6(k)(4)(ii) Submit admin review procedures when applicable action taken 56.00 5.00 280.00 0.25 70.00 70.00 0.00
0.00
Huber, Erika - FNS: changed to 226.6 (l) (removed (a)) 226.6(l) Establish/revise admin review (appeal) procedures for day care home providers- SA must notify the appropriate FNSRO of any change or option to offer an administrative review 18.00 1.00 18.00 SD: Process simplified due to advanced technology. 0.25 4.50 4.50 0.00
0.00
226.6(m)(5) Revise/edit household contact procedures - submit changes to FNSRO. 15.00 1.00 15.00 Barbara J. Smith: Decrease in time due to automation 0.25 3.75 3.75 0.00
0.00







0.00



226.6(p) Huber, Erika - FNS: deleted "…report changes to FNSRO" Develop/revise and provide sponsoring organization agreement between sponsor and facilities 15.00 1.00 15.00 Barbara J. Smith: Decrease due to automation 0.25 3.75 3.75 0.00
0.00
226.7(c) Submit to FNSRO a written plan for correcting serious deficiencies noted in Management Evaluation/Audit Barbara J. Smith: MEs on a 2 year cycle 28.00 1.00 28.00 bkowtha: decrease due to automation. 5.00 140.00 140.00 0.00
0.00
226.7(d)
(Form FNS-44)
bkowtha: this line item deals with FNS-44 form Submit CACFP Report to FNS 30 and 90 days following the month being reported 56.00 0.00 0.00 2.00 0.00 0.00 0.00
0.00
226.7(h)-(j) Establish procedures for start ups, advances, and recovery of over-payments 10.00 1.00 10.00 BBrennan: program adjustment to reflect more accurate burden; 2.00 20.00 20.00 0.00
0.00
226.7(k) Claims processing 56.00 Barbara J. Smith: each SA must process claims once a month 12.00 672.00 bkowtha: change in time due to technology 1.00 bkowtha: see comment under D and F. 672.00 672.00 0.00
0.00
226.9(a) Assign rates of reimbursement for all institutions not less than annually. 56.00 1.00 56.00 0.25 14.00 14.00 0.00
0.00
226.10(e) Final Claim for Reimbursement postmarked and/or submitted to the State agency not later than 60 days following the last day of the full month covered by the claim. 56.00 12.00 672.00 BBrennan: program adjustment due to more accurate number of burden due to electronic filing 2.00 1,344.00 1,344.00 0.00
0.00
Huber, Erika - FNS: added (a) to clarify 226.14(a) Notify institution of disallowed claim and demand repayment. 56.00 Barbara J. Smith: 10% of the average number fo insitutions per SA ENH (3/23/16) Update this to forumla 38.00 2,128.00 0.02 35.54 35.54 0.00
0.00
226.23(l) Obtain written consent from the child's parents or guardians prior to use or disclose if using or disclosing information in ways not permitted by statute. 0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00
Huber, Erika - FNS: added (1) for clarity 226.23(m)(1) Enter into a written agreement with the party requesting children's free and reduced price eligibility information. BBrennan: only 5 SAs on average receive such requests 0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00
226.24 Property management 0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00













TOTAL STATE AGENCY BURDEN 56.00 552.16 30,921.00 0.14 4,200.92 Huber, Erika - FNS: Note this includes 1764 burden hours that was previously approved per 226.6 (n) - but was moved to the reporting spreadsheet (row 6) b/c the reg is to "maintain" not report. 4,200.92 0.00
0.00











SPONSOR/INSTITUTION LEVEL







226.6(d) and (e), 226.6(f)(1)(vi) Submit documentation to demonstrate that child care centers, outside-school-hours care centers, at-risk afterschool care centers, day care homes, and adult day care centers are in compliance with licensing/approval criteria. 21,052.00 1.00 21,052.00 Barbara J. Smith: Fix to show .0835 0.08 1,757.84 1,757.84 0.00
0.00
226.6(f)(1)(iii) Submit current eligibility information on enrolled participants to be used to calculate reimbursement rate. 21,052.00 12.00 252,624.00 0.50 126,312.00 126,312.00 0.00
0.00
226.6(f)(1)(viii)(E) Sponsoring organizations of day care homes must submit a list of family daycare home providers receiving tier I benefits based on SNAP participation. Huber, Erika - FNS: This was 8,358 last year, I think it was a mistake of decimals. 819.00 1.00 819.00 0.02 13.68 13.68 0.00
0.00
226.10, 226.15(i),
226.13(b)
Report to SA number of meals claimed for reimbursement. 21,052.00 12.00 252,624.00 Barbara J. Smith: Time reduced due to electronic transmission 1.67 421,365.60 479,985.60 -58,620.00
-58,620.00
226.10(c) Submit documentation to verify for-profit center eligibility. 9,770.00 12.00 117,240.00 0.50 58,620.00 0.00 58,620.00
58,620.00
Huber, Erika - FNS: change from 226.13 (b)(3)(i) thru (ii) to 226.13 (d)(3)(i) thru (iii) 226.13(d)(3)(i)-(iii) Establish reimbursement rates for Tier 2 providers with income-eligible children. 819.00 5.00 4,095.00 0.30 1,228.50 1,228.50 0.00
0.00
226.15(b) New institutions submit application for participation. 250.00 1.00 250.00 Barbara J. Smith: How long does it take to submit application? Think this number included preparation time. 8.00 2,000.00 2,000.00 0.00
0.00
226.15(b) Participating institutions submit documentation required for renewal. 21,052.00 1.00 21,052.00 Barbara J. Smith: Time decrease due to automation 0.25 5,263.00 5,263.00 0.00
0.00
226.23 Free and reduced price meal requirements Barbara J. Smith: CND estimates 840 new institutions per year 840.00 1.00 840.00 0.02 14.03 14.03 0.00
0.00
226.23(l) Obtain written consent from the child's parents or guardians prior to use or disclosure if using or disclosing information in ways not permitted by statute. 196.00 1.00 196.00 0.08 16.27 16.27 0.00
0.00
226.23(m) Enter into a written agreement with the party requesting children's free and reduced price eligibility information. 196.00 1.00 196.00 0.08 16.27 16.27 0.00
0.00
226.6(n) CACFP Tiering Assessment: FNS and OIG may make investigations at the request of the State agency, or whenever FNS or OIG determines that investigations are appropriate. 60.00 1.00 60.00 1.50 90.00 90.00 0.00
0.00

SPONSOR/INSTITUTION BURDEN TOTALS 21,052.00 31.88 671,048.00 0.92 616,697.18 616,697.18 0.00 0.00 Huber, Erika - FNS: Overall due to increase in # of sponsors 0.00












FACILITY LEVEL








Huber, Erika - FNS: changed 226.11( c ) 226.11(b)2 226.11(b)(2), 226.17(b)(9), 226.17a(p) Submit daily meal count records to sponsoring organizations monthly Estimate of total number of sponsored centers It looks like this is just the total-homes, so I did that math. The number nearly doubled from 2013, but there are more centers and less homes than before 66,893.00 12.00 802,716.00 Barbara J. Smith: Time decreased to to automated submission if documents. 0.25 200,679.00 200,679.00 0.00
0.00
226.13(d)(1)-(3), 226.18(e) Day care home providers submit daily meal counts to sponsors monthly Barbara J. Smith: Total number of day care homes for 2012 per NDB ENH(3/23/160: updated to Fy15 113,847.00 12.00 1,366,164.00 bkowtha: time reduced 0.50 683,082.00 683,082.00 0.00
0.00

FACILITY BURDEN TOTALS 180,740.00 12.00 2,168,880.00 0.41 883,761.00 883,761.00 0.00
0.00












HOUSEHOLD LEVEL








Huber, Erika - FNS: removed 226.16(e)(3) added 226.17(8) & 226.18(e) 226.15(e)(2), 226.17(b)(8), 226.18(e) Barbara J. Smith: Also included in recordkeeping. Enrollment documentation shall be updated annually, signed by a parent or legal guardian, and include information on child's normal days & hours of care and the meals normally received while in care Barbara J. Smith: This number was provided by ORA Ed Previous: 2,178,065 compared to 3546513 participants (ADA) in the NDB. Ratio is 62.83…% applying that to FY 14 ADA: 4180118 would be 2,626,310 households 2,626,310.00 Huber, Erika - FNS: This was changed from 1 to 1.59 because parents have to fill out/sign a form for EACH child. The number of parents was calculated from the # of children, and this was adjusted up by the same amount. 1.59 4,180,025.47 0.08 346,942.11 346,942.11 0.00
0.00
226.20(g)(3) Written request required for food/milk substitutes Huber, Erika - FNS: ADA * percent of kid with food allergy... according to CDC, 5.4% of all kids 0-17 with family income lt 200% FPL have allergy 5.3% of 0-4 year olds, 6.0% of 5-9 y/os, 4.9% of 10-17 y/os 5.6% of 0-9 year olds From 2012-2014. The percent of children whose parent or other responsible adult answered "yes" to the following question "During the past 12 months has your child had any kind of food or digestive allergy?" http://www.cdc.gov/nchs/hdi.htm http://www.cdc.gov/nchs/data/databriefs/db10.htm 225,726.37 1.00 225,726.37 0.08 18,810.53 18,810.53
0.00 0.00

HOUSEHOLD BURDEN TOTALS 2,626,310.00 1.68 4,405,751.84 0.08 365,752.64 365,752.64 0.00 0.00 0.00












SUMMARY OF REPORTING BURDEN










Estimated # Respondents Responses Per Respondent Total Annual Responses (Col. DxE) Estimated Avg. # of Hours Per Response Estimated Total Hours (Col. FxG) Previously Approved Due to an Adjustment Due to Program Change Total Difference

State Agency Burden 56.00 552.16 30,921.00 0.14 4,200.92 4,200.92 Huber, Erika - FNS: most of this is from moving one of the reporting requirements to recordkeeping (See row 37) or deleted b/c it repeated (see comments in reg citations under column A under States) 0.00 0.00 0.00

Sponsor/Institution Burden 21,052.00 31.88 671,048.00 0.92 616,697.18 616,697.18 0.00 0.00 0.00

Facility Burden 180,740.00 12.00 2,168,880.00 0.41 883,761.00 883,761.00 0.00 0.00 0.00

Household Burden 2,626,310.00 1.68 4,405,751.84 0.08 365,752.64 365,752.64 0.00 0.00 0.00

Total Reporting Burden 2,828,158.00 2.57 7,276,600.84 0.26 1,870,411.75 1,870,411.75 0.00 0.00 0.00















86.000000








Sheet 2: #0055 Recordkeeping

Section of Regulation Title Estimated # Recordkeepers Per Recordkeeper Total Annual Records (Col. CxD) Estimated Avg. # of Hours Per Record Estimated Total Hours (Col. ExF) Previously Approved Due to Program Adjustment Due to program change Total Difference

(A) (B) (C) (D) (E ) (F) (G)





STATE AGENCY LEVEL











226.6 Collect and maintain on file CACFP agreements, records received from applicant and participating institutions and documentation of administrative review and Program assistance activities, results, and corrective actions. 56 5.000 280.000 1.000 280.000 280.000 0.000
0.000

Huber, Erika - FNS: changed (ii) to (i) 226.6(c)(8)(i) Maintain a State agency list that includes a synopsis of information concerning seriously deficient institutions and providers terminated for cause in that State. 56 1.000 56.000 0.500 28.000 28.000 0.000
0.000

Huber, Erika - FNS: this actually says "maintain on file evidence" it does not say to report 226.6(n) Maintain record of findings of irregularities investigations 56 Barbara J. Smith: Projected increase in the number of irregularities 21.000 1,176.000 Barbara J. Smith: Time decrease due to automation. 1.500 1,764.000 1,764.000 0.000
0.000


STATE AGENCY BURDEN 56 27.000 1,512.000 1.37037 2,072.000 2,072.000 0.000
Huber, Erika - FNS: Increase is due to moving 226.6 (N) from reporting to recordkeeping 0.000



























SPONSOR/INSTITUTION LEVEL










Huber, Erika - FNS: Note this is not counted in the total below because it was previously approved under "reporting", so it is counted there
Huber, Erika - FNS: deleted 226.5(f)(1)(vii) 226.10(d), 226.15(e) Collect and maintain for a period of 3 years and the current year Program applications, enrollment documents, income eligibility forms, attendance records, menus, meal counts, invoices and receipts, claims for reimbursement, licenses, administrative and operating costs records, training documentation, and any other records required by the SA. 21,052 3.000 63,156.000 Barbara J. Smith: Change due to automation 1.000 63,156.000 63,156.000 0.000
Huber, Erika - FNS: # of sponsors increased 0.000

226.15(e)(3) Maintain documentation used to classify homes as Tier 1 819 Barbara J. Smith: Average number of Tier I providers based on NDB 120.000 98,280.000 0.025 2,457.000 2,457.000 0.000
Huber, Erika - FNS: # of Tier 1 homes PER sponsor decreased 0.000

226.23(h)(6) Maintain information to verify homes that qualify as Tier 1 based on provider's income. 819 Barbara J. Smith: Approximately 1/3 of Tier I providers 40.000 32,760.000 0.025 819.000 819.000 0.000
Huber, Erika - FNS: same comment as above 0.000


SPONSOR/INSTITUTION BURDEN 21,052 9.225 194,196.000 0.342 66,432.000 66,432.000 0.000
0.000














FACILITY LEVEL











226.15(e), 226.17(c), 226.17a(o), 226.18(g), 226.19(c), 226.19a(c) Collect and maintain for a period of 3 years and the current year Program applications, enrollment documents, income eligibility forms, attendance records, menus, meal counts, invoices and receipts, claims for reimbursement, licenses, administrative and operating costs records, training documentation, and any other records required by the SA. Barbara J. Smith: Total number of outlets per NDB ENH (3/23/16): was 166585 180,740 3.000 542,220.000 1.000 542,220.000 542,220.000 0.000
Huber, Erika - FNS: # facility increase 0.000


FACILITY BURDEN 180,740 3.000 542,220.000 1.000 542,220.000 542,220.000 0.000
0.000



























Summary of Recordkeeping Burden











Estimated # Recordkeepers Per Recordkeeper Total Annual Records (Col. DxE) Estimated Avg. # of Hours Per Record Estimated Total Hours (Col. FxG) Previously Approved Due to Program Adjustment Due to an change Total Difference


State Agency Burden 56.00 27.00 1,512.00 1.37 2,072.00 2,072.00 0.00 0.00 0.00


Sponsor/Institution Burden 21,052.00 9.22 194,196.00 0.34 66,432.00 66,432.00 0.00 0.00 0.00


Facility Burden 180,740.00 3.00 542,220.00 1.00 542,220.00 542,220.00 0.00 0.00 0.00


Total Recordkeeping Burden 201,848.00 3.66 737,928.00 0.83 610,724.00 610,724.00 0.00 0.00 0.00


Sheet 3: #0055 BURDEN SUMMARY

Estimated # Respondents Responses Per Respondent Total Annual Responses (Col. DxE) Estimated Avg. # of Hours Per Response Estimated Total Hours (Col. FxG) Previously Approved Due to Adjustment Due to Program Change Total Difference
Total Reporting Burden 2,828,158.00 2.57 7,276,600.84 0.26 1,870,411.75 1,870,411.75 0.00 0.00 0.00
Total Recordkeeping Burden 201,848.00 3.66 737,928.00 0.83 610,724.00 610,724.00 0.00 0.00 0.00
TOTAL BURDEN FOR #0584-0055 3,030,006.00 2.65 8,014,528.84 0.31 2,481,135.75 2,481,135.75 0.00 0.00 0.00
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