e-rate 101: overview of the program
DESCRIPTION
E-Rate 101: Overview of the Program. Back to the New Basics Schools and Libraries Division. Washington, DC • Orlando • Boston • New Orleans • Cleveland • San Francisco • Phoenix September/October 2007. A Guide to the Application Process. 1. Create Technology Plan. 2. File Form 470. - PowerPoint PPT PresentationTRANSCRIPT
www.usac.org
E-Rate 101:Overview of the Program
Back to the New BasicsSchools and Libraries Division
Washington, DC • Orlando • Boston • New Orleans • Cleveland • San Francisco • Phoenix
September/October 2007
www.usac.org2
A Guide to the Application Process1. Create Technology Plan
2. File Form 470
3. Wait 28 days
4. File Form 471
5. PIA review and FCDL
6. File Form 486
7. Submit invoices to USAC
www.usac.org3
Overview
Eligibility Eligible services Technology planning Requesting services (Form 470) Discounts Ordering services (Form 471) PIA Review and commitments Confirming services (Form 486) Invoicing (Form 472 or Form 474)
www.usac.org4
Funding Timetable
Funding commitments are made by funding year (July 1 – June 30)– Recurring services received July 1 – June 30
(12 months)– Non-recurring services delivered and installed
July 1 – September 30 (15 months) The Window: Form 471 filing window (mid-
November to early February before the start of the funding year)
We encourage you to file online
www.usac.org5
Applicant Eligibility
To be eligible, a school:
– Must meet the statutory definition of an elementary or a secondary school in the No Child Left Behind Act of 2001
– Must not be operating as a for-profit business
– Must not have an endowment exceeding $50 million
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Applicant Eligibility
To be eligible, a library:
– Must be eligible for assistance from a State library administrative agency under the Library Services and Technology Act
– Must not be operating as a for-profit business
– Budget must be completely separate from any schools
www.usac.org7
Applicant Eligibility
Consortia– Can include both eligible and ineligible
entities– Only eligible entities can receive
discounts– Consortium leader has record-keeping
and administrative responsibilities
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Service Provider Eligibility
Form 498 (contact information)– Request a Service Provider
Identification Number (SPIN)– Provide/update contact information
Form 473 (annual certification)– Must be filed for each funding year
before USAC will pay invoices
www.usac.org9
Service Provider Eligibility
Telecommunications Carriers Must provide telecommunications services
on a common carriage basis Must file Form 499A every year and may
be required to contribute to the Universal Service Fund
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Eligible Services
Four categories of eligible services Priority 1 (funded first)
– Telecommunications Services – Internet Access
Priority 2 (funded beginning with neediest applicants first)– Internal Connections – Basic Maintenance of Internal Connections
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Eligible Services
Priority 1 – Telecommunications Services
• Local and long distance, wireline and wireless, voice/data/video
– Internet Access• Basic conduit access to the Internet
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Eligible Services
Priority 2– Internal Connections
(switches, hubs,routers, wiring, cabling)• Internal Connections funded
only 2 times in 5 funding years– Basic Maintenance of Internal ConnectionsNOTE: End user equipment - such as computers, monitors, or phone sets - is NOT eligible
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Technology Plan
Applicants must develop a technology plan– Use telecommunications services and
information technology to achieve educational goals and/or library improvements
A plan IS required for discounts on any products or services other than “Basic Telephone Service” and voice mail.
www.usac.org14
Technology Planning
Must contain five elements:– Goals/Strategies for using technology– Professional development– Needs assessment– Evaluation process– Sufficient budget
Make sure your technology plan is written at the time the Form 470 is filed
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Technology Planning
Must be written before Form 470 is filed Must cover all 12 months of the funding year Should not cover more than 3 years Must be approved by a
USAC-certified Technology Plan Approver (TPA) by the start of services or the filing of Form 486, whichever is earlier
Service providers should not be involved in the writing of the technology plan and should not act as the technology plan approver
www.usac.org16
Form 470
Form 470 – Services Requested Filed by applicants to define desired services and
open the competitive bidding process Must be posted on the USAC website for at least
28 days before selecting service provider and/or signing a contract
Form 470 request must be based on the technology plan
Applicants can also issue a Request For Proposals (RFP), which must also be available for at least 28 days before making a vendor selection
www.usac.org18
Receipt Notification Letter
Receipt Notification Letter (RNL) Issued by USAC after Form 470 is posted Provides important information
– Allowable Vendor Selection/Contract Date (28 days after posting)
Offers opportunity to make allowable corrections
www.usac.org19
Form 470
Multi-year or annual posting Can be filed once for multi-year contracts or
contracts with voluntary extensions, but Form 470 and RFP must indicate intent
Tariffed or month-to-month services must post Form 470 annually
Service providers are prohibited from writing and signing Form 470 or representing applicant in bidding process
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Form 470 Competitive Bidding
– The applicant must conduct a fair and open bidding process• All bidders are treated the same• All bidders have equal access to information• All bidders know what is required of them
– The applicant must choose the most cost-effective offering with the price of eligible products and services being primary
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Discounts
Schools and libraries can receive discounts on eligible services.
Discounts range from 20% - 90% on eligible products and services
Discounts are based on:– Percentage of students eligible for the
National School Lunch Program (NSLP)– Urban or rural location of school or library
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Discounts Discount Matrix
Percent of Eligible Students
Urban Rural
Less than 1% 20% 25%1% - 19% 40% 50%20% - 34% 50% 60%35% - 49% 60% 70%50% -74% 80% 80%75% -100% 90% 90%
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Discounts
Calculating Discount Methods– Primary measure: NSLP– Alternative discount mechanisms
Shared Discounts– School districts use the weighted average of the
discounts of individual schools in the school district– Libraries use the simple average discount of the
school district in which they are located– Consortia use the simple average of the consortium
members
www.usac.org24
Contracts
Applicants must sign and date contracts before the Form 471 is submitted– Date can be written in contract
Contracts can cover more than one year or contain voluntary extensions, but these options must be indicated in the establishing Form 470
Tariffed and month-to-month services do not require a contract, but they are considered contracted services if a contract is signed
www.usac.org25
Form 471
Form 471 – Services Ordered Contains specific information on services
ordered, quantities, from whom, at what price Shows discount rate calculation and lists
entities receiving services Applicant certifies compliance with rules and
verifies that it has the necessary resources to make effective use of the discounted services
Must be filed each year within the filing window
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Form 471
Once the applicant has selected a service provider and signed a contract (if applicable), service providers are encouraged to:– Provide guidance to the applicant on its
services and functionality– Assist with providing information for the Item
21 attachment and other information Service provider should always provide correct
SPIN and contact information
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Receipt Acknowledgment Letter (RAL)
Receipt Acknowledgment Letter (RAL) Issued by USAC to applicants and service
providers after Form 471 is certified Confirms the filing of the Form 471 and
provides the details of the funding requests Offers an opportunity to make allowable
corrections
www.usac.org29
PIA Review Program Integrity Assurance (PIA) checks for
compliance with program rules, eligibility of entities and services, verification of service types/costs – Provide complete and prompt responses to PIA’s
questions – Ask for clarification if you don’t understand– Service providers can assist applicants in
responding to PIA questions about the products and services they are providing but not about other areas, such as the competitive bidding process and budget
www.usac.org30
Funding Commitments USAC issues Funding Commitment Decision Letter
(FCDL) to applicants and service providers when PIA review is complete
Funding status by Funding Request Number (FRN):– Funded (includes modifications)– Not funded– As yet unfunded (applicant FCDL only)– Canceled
Funds approved for specific services from specific service providers at the applicant’s approved discount rate
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Form 486
Form 486 – Services Confirmed Notifies USAC that services have started
and invoices can be paid Applicant certifies that its technology plan
meets program requirements Applicant certifies its status under
Children’s Internet Protection Act (CIPA)
www.usac.org33
Form 486Form 486 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
Service Start Date– Cannot be before July 1 of the funding
year
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Invoicing
Form 472 or 474 – Services Invoiced Requests reimbursement from USAC for
discount on cost of services delivered Filed online or postmarked no later than
– 120 days after the last date to receive service or
– 120 days after the date of the Form 486 Notification Letter, whichever is later
Two options for requesting reimbursement
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Invoicing
Form 472Billed Entity Applicant Reimbursement (BEAR)
Form– Filed if applicant PAID for services in full– Reimbursement handled through service
provider– Cash or credit reimbursement– Service provider must reimburse applicant
within 20 days of receipt of funds
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Invoicing
Form 474Service Provider Invoice (SPI) Form
– Filed by service provider– Applicant gets discounted bills– Submitted AFTER applicant has
received service and been billed by service provider