1
E-Rate for CaliforniaE-Rate for CaliforniaBeginner Applicants
2
List of AcronymsList of AcronymsATO – Authorization to OrderBEN – Billed Entity NumberCIPA – Children's Internet Protection ActCALNET 2 – State Master Contract for Telecommunication ServicesDTS – Department of Technology ServicesEETT – Enhancing Education Through TechnologyFCDL – Funding Commitment Decision Letter FRN – Funding Request NumberSPIN – Service Provider Identification NumberSSD – Service Start DateRAL – Receipt Acknowledgement Letter (Form 471)RNL – Receipt Notification Letter (Form 470) NSLP – National School Lunch ProgramNIF – Non-Instructional FacilityPIA – Program Integrity Assurance
USAC Link: http://www.usac.org/sl/tools/reference-area.aspx
3
Who Administers the E-rate Program?Who Administers the E-rate Program?
• The federal E-rate program is overseen by the Federal Communications Commission (FCC) and is administered by the Schools and Libraries Division (SLD) of the Universal Service Administrative Company (USAC)
4
How is USAC related to the FCC?How is USAC related to the FCC?
Comprehensive information about the E-Rate program is available at the SLD website:
http://www.usac.org/sl/
USAC is a not-for-profit corporation appointed by the FCC to act as the administrator of the E-Rate program
5
The California The California Department of Education (CDE)Department of Education (CDE)
does notdoes not administer administerthe federal E-Rate program.the federal E-Rate program.
CDE has no statutory authority to administer the federal E-Rate program
CDE only provides general information about the E-Rate program including: training and outreach, reference materials, and other publicly available SLD/USAC resources
6
Eligibility - SchoolsEligibility - Schools
• Elementary or Secondary education as defined by Education Act, Elementary Act and State Laws (Includes private schools, religious schools, and charter schools)
• Must be non-profit
• Must not have endowment exceeding $50 million
7
Pre-K and Adult EdPre-K and Adult Ed
• State law, in conjunction with E-Rate rules, determines eligibility of Pre-K, Adult Ed and Juvenile Justice.
• In California, all three are eligible
• http://www.usac.org/sl/applicants/step01/non-traditional-k-12/k-12-eligibility-table.aspx
8
Eligibility - LibrariesEligibility - Libraries
• Eligible for assistance from a state library administrative agency under Library Services and Technology Act
• Budget is completely separate from that of any schools
• Must be operating as non-profit
9
Eligibility - ConsortiaEligibility - Consortia• Eligible Schools or Libraries may form
a consortia with–Other eligible schools and/or
libraries–Certain health care providers–Public sector (governmental)
entities• Only eligible entities can receive
discounts
10
Entity NumbersEntity Numbers
• Billed Entity Number - BEN– http://www.sl.universalservice.org/Utilities/
BilledEntitySearch_Public.asp
• Service Provider Identification Number– http://www.sl.universalservice.org/Forms/
SPIN_Contact_Search.asp
11
Funding Commitment ProcessFunding Commitment Process
1. E-rate Technology Planning – What are my goals?2. Form 470 - Starting the Application Process 3. Competitive Bidding4. Form 471 – Selecting Your Vendors 5. PIA (Program Integrity Assurance) Review 6. Funding Commitment7. Form 486 Receipt of Services Confirmation8. Form 472 – BEAR and Form 474 – SPI – Invoicing
“Getting the Money”
12
E-Rate CycleE-Rate Cycle
• Funding Year is July 1 – June 30• Funding commitments are made by funding year
(services starting on or after July 1 and ending on or before the following June 30)
• The Window–Form 471 application window –Opens mid to
late fall and closes late January to early February
13
1. E-Rate Technology Planning1. E-Rate Technology Planning
14
Required ElementsRequired ElementsFor E-Rate Plan:1. Goals2. Professional
Development3. Needs Assessment4. Budget5. Evaluation Process
• Tech Plan Helpwww.usac.org/sl/applicants/step02/
For EETT/Federal/State funding:• Executive Summary/Introduction• Stakeholders• Curriculum • Professional Development • Infrastructure• Adult literacy • Research • Funding and Budget• Monitoring and Evaluation• E-Rate supplemental budget
analysis … and also see: www.cde.ca.gov/ls/et/rs/techplan.asp
15
Technology Plan HelpTechnology Plan Help
• Tech Plan Help– http://www.usac.org/sl/applicants/step02/– http://www.library.ca.gov/services/libraries/
erate.html– http://www.cde.ca.gov/ls/et/rs/techplan.asp
16
Technology PlanTechnology Plan
• Must be certified by an approved agency–http://www.usac.org/sl/tools/reference/tech/def
ault.asp–Service Providers may not act as technology
plan approvers or aid in writing the tech plan• Must be approved by the start of services or the
filing of Form 486, whichever is earlier
17
Technology Plan RemindersTechnology Plan Reminders1. Must cover entire funding year
2. Must be “written” prior to posting Form 470
3. Must include all services that E-Rate discount is being requested on
4. Must be approved by a “Certified Technology Plan Approver”
5. Technology Plan approver for 486 purposes is:• If EETT & E-rate, the approver is CDE• If only E-rate, the approver is COE or State Library• Private Schools see USAC tech plan approver list
18
Discount CalculationsDiscount Calculations
• Calculated based on two factors1. Percentage of students eligible for National
School Lunch Program http://www.usac.org/sl/applicants/step05/discount-matrix.aspx
2. Urban or Rural status of Entity http://www.usac.org/sl/applicants/step05/urban-rural/
19
Free and Reduced Lunch InformationFree and Reduced Lunch Information(NSLP)(NSLP)
• Reported to CDE in October of each year. (posted in April/May)
• Where the numbers come from– Claim Reimbursement from Food Services Manager
for month of October– Program Integrity Assurance (PIA) looks at Dataquest
information that is posted in April/May• Dataquest Link: http://dq.cde.ca.gov/dataquest/
– Keep all Free and Reduced lunch information in your records for future USAC Inquiries
20
County District Code School Code Sub Code
1. Name Of Participant
Address
City
Zip Code
ZIP CODE
2. Month/Year STATE USE ONLY
/
3. a. Original Claim
b. Adjusted Claim
4 . A D JU S T M E N T C O D E 5. REASON CODE 6. Number Of Children Approved To Receive Free Meals Or Milk
7. Number Of Children Approved To Receive Reduced Price Meals
8. Number Of ½ Pints Of Fluid Milk Purchased This Month
9. Total Cost Of Fluid Milk Purchased This Month
PART I – MONTHLY REPORT MEAL SUPPLEMENT ELIGIBILITY DATA
Report items 12 through 16a monthly.
10. Number Of Children Approved For Free Meal Supplements
11. Number Of Children Approved For Reduced Price Meal Supplements
A. Authorized Sites Participating
B. Enrollment C. Number Of Operating Days
D. Paid Meals Or Special Milk
Served
E. Free Meals Or Special Milk Served
F. Reduced Price Meals Served
G. Total Meals Or Special Milk Served
12. National School Lunch (Program A)
13. Basic School Breakfast (Program B)
14. Especially Needy School Breakfast (Program C)
15. Special Milk (Program D) 16. Meal Supplements (Snacks) (Program E)
INCLUDE AREA ELIGIBLE COUNTS 16a. Area Eligible Meal Supplements (For Information Only)
PART II – REVENUE Report items 17 through 26 annually. Participants in School Lunch, Basic Breakfast, Especially Needy Breakfast, and/or Meal Supplement Programs must report annual revenue and costs on the June claim. All monetary figures entered on this claim must be rounded to the nearest whole dollar. Please refer to the claim instruction booklet for more detailed information. Yearly cost and revenue totals for the Summer Seamless Feeding Waiver sites must be included in the totals.
H. Daily Sales (Actual Receipts)
I. Federal Reimbursement
J. State Reimbursement
K. Needy Meal Tax/ Rev. Add-On
L. Other M. Total (Columns H Through L)
17. National School Lunch (Program A)
18. Basic School Breakfast (Program B) 19. Especially Needy School Breakfast (Program C) 20. Meal Supplements (Program E) 21. Miscellaneous Food Service 22. TOTAL (Lines 17 through 21)
PART III – COST INCURRED 23. Food
24. Labor
25. Other
26. Total Costs
Name Of Person Preparing Claim
Telephone Number Ext # ( )
E-mail Address
CERTIFICATION: I certify to the best of my knowledge this claim is true and correct in all aspects, that the records are available to support this claim, that this claim is in accordance with the terms of existing School Nutrition Program agreement(s), and that I have not received payment for this claim.
Original Signature Of Authorized Official Title Of Authorized Official
Date
All claims must be submitted with a copy.
Claim for Reimbursement School Nutrition Programs CNFS 71-5 (06/05) Return To: California Department Of Education Child Nutrition Fiscal Services 1430 N Street, Suite 2213 Sacramento, Ca 95814
Note: Please submit by the claim submission target date of the 10th of the month following the month claimed. All claims must be postmarked by the 20th day of the second month following the month claimed to be considered for payment.
California Department Of Education Fiscal And Administrative Services Division
If label is not available, type or print agreement number (county, district, school, and sub codes), name, and address in the space provided.
STATE USE ONLY
Refer to the claim instruction booklet for detailed instructions.
21
Discount Matrix
% Eligible Students for NSLP Urban Rural
Less than 1% 20% 25%
1% to 19% 40% 50%
20% to 34% 50% 60%
35% to 49% 60% 70%
50% to 74% 80% 80%
75% to 100% 90% 90%
22
23
DistrictStudents Enrolled
# Free and Reduced Lunches
% Free and Reduced Lunches
Urban or
Rural
% E-Rate
Subsidy
Weighted Average
for District
Sample School District Urban
Sample School 1 19 14 73.68% 80% 15.2
Sample School 2 836 323 38.64% 60% 501.6
Sample School 3 188 54 28.72% 50% 94
Sample School 4 121 65 53.72% 80% 96.8
Sample School 5 158 36 22.78% 50% 79
Sample School 6 1050 204 19.43% 40% 420
TOTALS FOR DISTRICT 2372 696 1206.6
WEIGHTED AVERAGE 50.87%
24
Billed Entity VS EntityBilled Entity VS Entity
Billed Entity vs Entity– An entity is considered a "billed entity" if it is
responsible for making payments directly to a service provider • District is “billed entity”• Each school site has its own entity number
• NIF (non-instructional facility) must have an Entity Number
25
Non-Instructional Facilities (NIFs)Non-Instructional Facilities (NIFs)Examples
SCHOOLS: LIBRARIES:
• Administrative buildings • Administrative buildings
• School bus barns and garages
• Bookmobile garages
• Cafeteria offices • Interlibrary loan facilities
• Facilities associated with athletic activities
• Library technology centers
26
Discount CalculationsDiscount Calculations
• Instructional Facilities will have a discount that comes straight from Matrix
• Non-Instructional Facilities will use District Weighted Average (District Office, Maintenance, Bus Barn, Bookmobile Garages, Cafeteria, etc)
27
Eligible Services - CategoriesEligible Services - Categories
• Priority 1 (P1)–Telecommunications–Internet Access
• Priority 2 (P2)–Internal Connections–Basic Maintenance on Eligible Internal
Connections
28
Non-Instructional Facilities (NIFs)Non-Instructional Facilities (NIFs)
• Are eligible for Priority 1 services, telecommunications and internet access
• Are NOT eligible for Priority 2 services, internal connections, UNLESS they are essential for the effective transport of information to an instructional building of a school or to a non-administrative building of a library
29
Eligible Services – Basic ConceptsEligible Services – Basic Concepts• Key reference: Eligible Services List –
http://www.usac.org/sl/tools/eligible-services-list.aspx•This List is updated Annually
• Services must be used for “Educational Purpose” - http://www.sl.universalservice.org/reference/educational_purposes.asp
• End-user devices and content generally not eligible
–PCs/PDAs -Printers -Television–Laptops -Phones - VCRs
30
Educational PurposeEducational Purpose• Activities that occur on library or school property are presumed to be integral, immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes.
• Customary work activities of employees of a school or library are presumed to fall under the definition of education purposes.
31
2. Form 470: Starting the Application 2. Form 470: Starting the Application ProcessProcess
32
Prepare For The E-rate CyclePrepare For The E-rate Cycle• Technology Plan MUST be Written
• Existing network structure, both telecommunications and data
• Expected growth
• Number of classrooms and computers with phone/internet access
• National School Lunch Program (NSLP) data for discount percentage
• Ensure Children's Internet Protection Act (CIPA) Compliance, implemented, board approval.
33
Manage the Cycle - TeamworkManage the Cycle - Teamwork
• Authorized signer ( Legally Authorized Signer )• Designated contact person (Will receive E-rate calls)• Organize paper trail
– Written Technology Plan– Assessment of existing Contracts, with signatures and
dates (expiring contracts, etc)– Prior years submitted applications– Correspondence from SLD, Service Providers, etc.– All bids received and evaluation documents– Calendar of Deadlines
34
2. Form 4702. Form 470
35
Going On-lineGoing On-line
Web site
http://www.usac.org/sl/
36
Form 470 – Contract IssuesForm 470 – Contract Issues
• Block 2, Item 7 – Summary Description of Needs or Services Requested
–Tariffed or Month-to-Month services–Services for which a new written
contract is sought• Multi-year and/or a contract
featuring voluntary extensions• Should also state in Item 13
37
Form 470Form 470
• Block 2, Items 8 – 9–Describe services you desire from
Eligible Services List• Must fill this area out even if you
have an RFP–Allows for service provider to decide
if they qualify to bid–Form 470 could be considered invalid
without this information
38
Submit and Certify Form 470Submit and Certify Form 470• Once the Form 470 is submitted you
must
1.Certify online using a PIN, or
2.Print the certification pagesign and mail this form ASAP-” certified mail”
• Print the Form 470 for your records, and note the Allowable Contract Date (ACD)
– Also provided in the Receipt Acknowledgement Letter (RAL)
39
Form 470 RemindersForm 470 Reminders• Allow adequate time for the following to be completed:
– Do your form 470 NOW – Do not wait– Competitive Bidding – minimum of 28 days before contract signing– Local Procurement– Board Approval– Signing Contracts
• CALNET 2 ATO’s• CMAS - Letter of Intent (LOI)
• Understand– Your existing services– Products and services you will need in the coming year
• Identify E-rate category for each product and service, P1 or P2
40
Form 470 DO’s and DON’TsForm 470 DO’s and DON’TsFrom SLD’s Tip SheetsFrom SLD’s Tip Sheets
• DO list your requested services on your Form 470 — and your RFP if you have one.
• DO list your requested services in the correct categories of service (Telecommunications,
• Internet Access, Internal Connections, or Basic Maintenance of Internal Connections).
• DO mark the correct boxes in Block 2 for multi-year contracts and/or voluntary extensions.
• DO certify your Form 470 prior to the close of the Form 471 application window.
• DON’T allow a service provider that may bid on your services to fill out your Form 470.
• DON’T wait until the Form 471 window opens to file your Form 470.
41
Receipt Notification Letter (RNL)Receipt Notification Letter (RNL)
• GOLDEN Opportunity to review application and correct minor errors
• http://www.universalservice.org/_res/documents/sl/pdf/sampleletters/470RNL.acc.pdf
42
3. Competitive Bidding3. Competitive Bidding
43
Cornerstone of E-RateCornerstone of E-Rate
• All expiring and new contracts must be competitively bid to receive E-rate funding
• Form 470 starts the bidding process with a minimum of 28 days to receive bids
• Must respond to ALL vendors–If you choose not to, you MUST have a
good reason, ie Spam
44
Competitive Bidding and Program Competitive Bidding and Program ComplianceCompliance
• http://www.sl.universalservice.org/reference/BestPractices.asp
–Keep copies of all bids, winning and losing–Documentation on the award process and
bid evaluation criteria for your award–Complete copies of all related contracts
FOLLOW LOCAL PROCUREMENT POLICIES
45
Program ComplianceProgram Compliance
• Best Practice: use standard evaluation process for all bids. Keep evaluation documentation for each bid.
• If you get NO bids – document this for audit purposes
–Same is true if you get only ONE bid• You may need to be proactive in soliciting
for bids
46
Evaluation CriteriaEvaluation Criteria
• Price must be the most heavily weighted factor
• Can choose most responsive and responsible response, but must DOCUMENT the choice and process
• Have District official SIGN and DATE the completed rubric as acknowledgement
47
Vendor A Vendor B
Raw Weighted Raw Weighted
Selection Criteria Weight* (%) Score** Score*** Score Score
Prices/Charges 40% 1 0.4 2 0.8
Understanding of Needs 15% 2 0.3 1 0.15
Prior E-Rate Experience 10% 2 0.2 1 0.1
Prior District/Service Prov experience
10% 2 0.2 1 0.1
Completeness of Response 15% 2 0.3 1 0.15
References 10% 2 0.2 1 0.1
Overall Ranking 100% 1.6 1.4
SAMPLE SAMPLE SAMPLE SAMPLE SAMPLE
48
CALNET 1 to CALNET 2CALNET 1 to CALNET 2• State Posted Form 470 267290000544188 2005,Sept 16th
– Includes Telecommunications Services– Did NOT Include ISP or Internal Connections– CALNET 2 Contract was signed on January 30th, 2007 (State
Master Contract)– CALNET 2:
http://www.dts.ca.gov/stnd/calnet-II/calnetII.asp • RFP: http://www.dts.ca.gov/stnd/calnet-II/revised-
calnetII-rfp.asp • May wish to post your own form 470 for all services you will apply
for (More details in the intermediate/advance training see additional hand-outs)
• Three Signatures are required on a CALNET 2 contract
49
Form 470 – Multi-Year ContractsForm 470 – Multi-Year Contracts• You may not need to file Form 470 every year if:
– The language on the Form 470/RFP covered all services on the contract AND
– The applicant indicated on the Form 470 that a contract was being sought AND
– The applicant indicated on the Form 470/RFP that a multi-year contract was being sought (perhaps w/voluntary extensions)
– The Form 471 had a multi-year contract
50
Competitive Bidding RemindersCompetitive Bidding Reminders
• DO ensure a fair and open competitive bidding process. All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid.
• DO select the most cost-effective service provider, with price as the primary factor.
• DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors, winning and losing bids, worksheets, evaluation criteria, contract, etc.). Note in a memo if one (or no) bids are received.
• DO remember that contracts must be signed and dated by the applicant and service provider before filing the Form 471.
• DON’T sign a contract until after the Form 470 has been posted for 28 days.
51
CONTRACT REMINDERSCONTRACT REMINDERS
• Contract Reviews: Do not wait until the last minute – Leave time for board approval and signatures
• Signing Contracts: 3 signatures/dates (DGS, Applicant, Service Provider) required for CALNET 2 Contracts “ATO”
• Other contracts may only require 2 signatures/dates
52
4. Form 471: Selecting your Vendors4. Form 471: Selecting your Vendors
53
54
Form 471 – Your application for Form 471 – Your application for FundsFunds
• Specific information on services, service providers selected, and contracts
• Discount calculation information• Must be filed every funding year• Contains certifications of compliance• Includes one or more funding requests• This is your actual funding request
–Services Selected
55
Online Demonstration of Form 471Online Demonstration of Form 471
• http://www.universalservice.org/sl/
56
Form 471 DeadlineForm 471 Deadline• Best Practice:
–File Online– Do not combine Priority 1 and Priority 2
services on the same Form 471–Submit BEFORE close of window–Certify BEFORE close of window
•Online if using PIN•By trackable mail if you do not use your PIN
** Bishop Perry Order – 15 day grace period for certifications made after the deadline http://www.usac.org/_res/documents/sl/pdf/List-of-Correctable-Ministerial-and-Clerical-Errors.pdf
57
RAL ProcessRAL Process
Applicants should carefully review the Form 471 RAL and must notify USAC of any data entry errors within three weeks of the postmark date of the RAL. http://www.usac.org/_res/documents/sl/pdf/sampleletters/471RAL.pdf
58
Item 21 AttachmentsItem 21 Attachments• Used to prove your request
–Substantiating documentation that proves the pre-discount cost of services or products
–Should be clear and concise• Samples available on USAC website
– http://www.sl.universalservice.org/reference/Form471item21Attachments.asp
59
Item 21 AttachmentItem 21 Attachment
• Identify and remove ineligible costs • Work with service provider(s) to create your
Item 21 attachment (s)• Include your Item 21 with your application• Ensure that your Item 21 and Form 471
totals match
60
Recurring vs. Non Recurring Recurring vs. Non Recurring CostsCosts
• Separate Recurring from Non-recurring costs in Block 5 of the Form 471
–Services for recurring costs must ALWAYS be received by June 30
–Services for non-recurring costs must be received by September 30 following the Funding year (deadline can be extended for certain circumstances)
61
Missed deadline?Missed deadline?
• Form 471 is not submitted before the close of “the window” or is not certified within the grace period:– The application will not be considered for
funding
62
5. PIA (Program Integrity Assurance) 5. PIA (Program Integrity Assurance) ReviewReview
63
Program Integrity Assurance (PIA)Program Integrity Assurance (PIA)
• Applications are reviewed for compliance with program rules concerning areas such as:
– Properly executed contracts– Discount calculation– Establishing Form 470– Eligibility of services being requested– Eligibility of entities requesting discounted
services– Proper completion of all of blocks/item 21
64
Item 21 and PIAItem 21 and PIA
• Read PIA carefully; do not ignore it or it will be denied• 15 days to respond. Don’t wait till the last day! • Take action! Involve Service Providers when
possible
• Description of 30% Rule– If 30% or more of the dollar amount of the request in Form 471 Block 5
Item 23K is for ineligible services (including services for ineligible entities or uses), USAC will deny the entire Block 5 funding request, even if eligible components are part of the request. http://www.universalservice.org/sl/applicants/step07/funding-requests.aspx
65
Item 21 and PIAItem 21 and PIA
• Opportunity to correct – new to Funding Year 2007– Agree with the reviewer’s findings– Provide different cost allocation based on
“tangible criteria”– Question reviewer’s eligibility assessment of
product – 3rd party supporting documentation required
– Split product/amount to different FRN
66
Be ResponsiveBe Responsive• Respond promptly, answering questions in their
entirety (you are given 15 days initially)• Document communication with PIA, e-mail is
preferred (acknowledgement of receipt)• Ask for more time if you need it
– May delay your application• Don’t assume that Reviewer has your original Item
21 attachment• The PIA person can help clarify their questions• Establish a working relationship• Contact your service provider immediately when
you need response information from them
67
6. Funding Commitment6. Funding Commitment
68
What Happens After PIA Review?What Happens After PIA Review?
• A Decision – Funding Commitment Decision Letter (FCDL)
– Funded– Not Funded– As Yet Unfunded (Priority 2 requests)– Cancelled
• IMPORTANT – Check all entries in the FCDL carefully to make sure there are not data entry errors.
69
Funding Commitment Decision LetterFunding Commitment Decision Letter
• Should be your “trigger” to file subsequent forms both for USAC and Service Providers
• Starts deadline clock for appeal on denial(s) – 60 Days
70
7. Form 4867. Form 486Receipt of Services ConfirmationReceipt of Services Confirmation
71
Purpose of 486Purpose of 486
• Notifies USAC that services have started or are scheduled to start and invoices can be paid
• Certifies that Tech Plan is approved and meets program requirements
• Certifies the status of Children’s Internet Protection Act (CIPA) compliancy
• Do NOT miss the 486 deadline for your district– http://www.universalservice.org/sl/applicants/step10/form4
86-filing-information.aspx
72
What is the deadline?What is the deadline?• Filed AFTER receipt of FCDL
– Form 486 must be filed online or postmarked no later than
• 120 days after the Service Start Date OR• 120 days after the date of the FCDL
– Whichever is later– Grace period from USAC – letter giving
additional 20 days to file 486 – (Alaska Gateway order)
• Take this letter seriously
73
Missed deadline?Missed deadline?
• If the Form 486 is late, your Service Start Date will be adjusted to 120 days prior to the online submission or 120 days prior to the postmark.
• WILL affect telecommunications and internet access
– Funding will more than likely be reduced
• MAY affect internal connections
– Depends on installation date compared to service start date
74
Form 486 Notification Letter (486NL)Form 486 Notification Letter (486NL)
• Letter received after filing of Form 486– Verify that ALL FRNs are on letter– Verify service start dates for each FRN
• USAC is now ready to begin receiving invoices for payment on these FRNs
– Form 472 – filed by Applicant OR– Form 474 – filed by Service Provider
75
8. Invoicing - “Getting the Money” 8. Invoicing - “Getting the Money” Form 472 – BEARForm 472 – BEAR
Form 474 – SPIForm 474 – SPI
76
Receipt of FundsReceipt of Funds• One of two ways:
– Applicant pays entire bill up-front and gets reimbursed
• Form 472, or BEAR – filed by Applicant– Service Provider applies discounts to bills and
submits to USAC for reimbursement• Form 474, or SPI – filed by Service Provider
– Note: Telecommunications that are eligible for CTF Services must use SPI process
– You can not file BOTH a BEAR and SPI on the same FRN. You must choose
77
Form 472Form 472
• Once form is filled out, it must be signed by– Applicant– Service Provider
• Form is then mailed to SLD– SLD reviews the form– BEAR Notification is sent to both Applicant and
Service Provider• From the date Service Provider receives
funds from USAC, he has 20 days to pay Applicant.
78
Form 474 - SPIForm 474 - SPI• Used by Service Providers
– Puts discount on the bill– Applicant pays only their non-discounted
portion– Service provider Forms such as “Grid” and
“Data Gathering Form”• Every service provider has their own
process • Follow up with Service Provider to ensure
receipt of funds• PLEASE return GRIDS to Service Providers
PROMPTLY
79
RemindersReminders• After Posting the Form 470
– WAIT AT LEAST 29 DAYS BEFORE:• Selecting a service provider• Signing a contract• Signing and dating the Form 471• Submitting the Form 471
• MUST OCCUR IN THIS ORDER• Both Applicant and Service Provider must sign and date all
contracts.• Work with Telecom to consolidate their bills• Hint: Form 471 must be filed before end of window
80
Form 471 Do’s and Don’tsForm 471 Do’s and Don’tsFrom SLD’s Tip SheetFrom SLD’s Tip Sheet
• DO verify that services ordered match the category requested on the correct Form 470.
• DO file separate Form 471 applications for Priority 1 services and Priority 2 services.
• DO read the Eligible Services List and request discounts only on eligible services.
• DO complete your Item 21 Attachment and include the pre-discount prices of the services.
• DO split out requests of questionable eligibility into separate Funding Request Numbers
• (FRNs).• DO check your math. The Form 471 and the Item 21 attachment
totals should match.• DO file electronically and DO certify online before the close of the
window.• DO keep a record of postmark or electronic submission.
81
RemindersReminders•Print and retain copies of everything•Keep E-Rate files organized•Create YOUR OWN timeline of E-Rate deadlines
–opening and closing of the Form 471–Form 486 deadline based on FCDL
•Be aware of timelines and adhere to them–Not all dates are set in stone
•Share this information with others at your site
82
Contact InformationContact Information
• State Library: Rushton Brandis, (916) 653-5471, [email protected]
• CDE: Patrick McMenamin, (916) 322-5894, [email protected]
• CDE: Tech Plans: Larry Hiuga, (916) 327-4629,
[email protected]• K-12 HSN/Butte COE: Russ Selken,
530-532-5678 [email protected]