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

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1. E-Rate Technology Planning1. E-Rate Technology Planning

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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

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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/

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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

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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.

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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%

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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%

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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

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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

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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)

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Eligible Services - CategoriesEligible Services - Categories

• Priority 1 (P1)–Telecommunications–Internet Access

• Priority 2 (P2)–Internal Connections–Basic Maintenance on Eligible Internal

Connections

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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

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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.

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2. Form 470: Starting the Application 2. Form 470: Starting the Application ProcessProcess

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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.

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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

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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)

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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

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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.

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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

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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

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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

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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, rbrandis@Library.ca.gov

• CDE: Patrick McMenamin, (916) 322-5894, pmcmenam@cde.gov

• CDE: Tech Plans: Larry Hiuga, (916) 327-4629,

lhiuga@cde.ca.gov• K-12 HSN/Butte COE: Russ Selken,

530-532-5678 rselken@bcoe.org