Transcript E-Rate for California Intermediate/Advanced Applicants 1

JACK O’CONNELL
State Superintendent
of Public Instruction
E-Rate for California
Intermediate/Advanced
Applicants
1
E-Rate Acronyms
JACK O’CONNELL
State Superintendent
of Public Instruction
BEN – Billed Entity Number
CIPA – Children's Internet Protection Act
FCDL – Funding Commitment Decision Letter
FRN – Funding Request Number
SPIN – Service Provider Identification Number
SSD – Service Start Date
RAL – Receipt Acknowledgement Letter (Form 471)
RNL – Receipt Notification Letter (Form 470)
NSLP – National School Lunch Program
NIF – Non-Instructional Facility
PIA – Program Integrity Assurance
USAC Link: http://www.usac.org/sl/tools/reference-
area.aspx
2
E-Rate Organization
JACK O’CONNELL
State Superintendent
of Public Instruction
• Federal Communications Commission
(FCC), an independent U.S. government
agency, oversees the E-rate program
• Universal Service Administrative Company
(USAC), a not-for-profit, administers the Erate program along with three other
programs
• Schools and Libraries Division (SLD) is the
part of USAC with responsibility for E-rate
3
E-Rate Rules
JACK O’CONNELL
State Superintendent
of Public Instruction
• The FCC sets rules and policies through
orders
– Policies are defined in the text of orders
• USAC/SLD develops procedures for specific
actions, such as how to process applications
– USAC submits its procedures to the FCC
for approval each year
4
E-Rate Budget
JACK O’CONNELL
State Superintendent
of Public Instruction
•This cap will be adjusted for inflation starting
in FY2010
•Once each year, FCC can roll over unused
funds from previous funding years into the
current funding year
5
California Department of Education (CDE)
& State Library Do Not Administer
the Federal E-Rate program.
JACK O’CONNELL
State Superintendent
of Public Instruction
CDE & State Library have no statutory
authority to administer the federal E-Rate
program
CDE & State Library only provide general
information about the E-Rate program
including: training and outreach, reference
materials, and other publicly available
SLD/USAC resources
6
E-Rate Cycle
JACK O’CONNELL
State Superintendent
of Public Instruction
• 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 February
– This year Funding Cycle July 1, 2011 to
June 30, 2012 (AKA Funding Year 14 or
FY 2011)
7
E-Rate Timeline: July 1st – June 30th
JACK O’CONNELL
State Superintendent
of Public Instruction
*These dates are estimates. In order to derive the Form 470 deadline,
applicants must count backwards from the Form 471 deadline.
**FCC announces Form 471 filing deadlines each Fall.
8
JACK O’CONNELL
State Superintendent
of Public Instruction
6th Report and Order
Overview
Overview
What’s Included?
JACK O’CONNELL
State Superintendent
of Public Instruction
• Dark Fiber now eligible from any provider
• Makes permanent after hours, onsite
community use
• Indexes funding cap to inflation
• Pilot program for schools providing wireless
offsite access
• Technology Plans only for P2
• More on competitive bidding, including gifts
• Changes to ESL – “Unbundled warranties”
ineligible
• Disposal of Equipment and SPIN changes
Access to Broadband
Dark Fiber
JACK O’CONNELL
State Superintendent
of Public Instruction
• Lease of fiber, lit or dark, is eligible in
Telecom or Internet Access from any
provider (dark fiber must be lit
immediately)
• Providers can be telcos; state, regional or
research and educations networks; or
private networks
* See Eligible Services discussion for further
details.
Improving Broadband Access
JACK O’CONNELL
Community Use of Schools’ E-rated
Services
State Superintendent
of Public Instruction
• After school hours, schools may open their facilities to
the general public to use E-rate supported services
• Schools decide whether or not to provide such access
• Service must primarily be for educational purposes
• Schools cannot purchase additional services to support
community use
• Community use is limited to non-operating hours and
only on campus
• Schools may not charge for use of services or facilities
purchased through E-rate though they may charge a fee
to offset ineligible costs (e.g. security, additional
electricity, etc.)
Improving Broadband Access
Indexing the Funding Cap to Inflation
JACK O’CONNELL
State Superintendent
of Public Instruction
• Funding has been capped at $2.25B
since 1999
• Cap will not decrease in event of deflation
• FCC will announce the increase annually
• For FY 2010, inflation is deemed 0.9%
• New cap for FY 2010: $2,272,500,000
• This increase is in addition to any rollover
funds
Improving Broadband Access
JACK O’CONNELL
State Superintendent
of Public Instruction
E-rate Deployed Ubiquitously (EDU) 2011
Pilot Program
• Pilot allows $10M in FY 2011 to support innovative
and interactive off-premise wireless device
connectivity for schools and libraries.
• FCC will use the pilot to gather more information
about issues affecting such use which can later be
used for permanent rules.
• FCC expects data reporting by those selected
• Strong preference given to those already
implementing such programs
Streamlining & Simplifying
Technology Plans
JACK O’CONNELL
State Superintendent
of Public Instruction
• New requirements apply for FY 2011 and beyond
• No longer required for:
– Priority One (Telecom and Internet Access)
• Still required for:
– Priority Two services (internal connections and
Basic Maintenance of Internal Connections)
• There may be other reasons to continue to have a
current technology plan
*See Tech Plans slides later in presentation for more
details on subject.
Streamlining & Simplifying
Disposal of Equipment
JACK O’CONNELL
State Superintendent
of Public Instruction
• Disposal or resale is permitted no sooner than five
years after installation date
• Applicants may receive payment or other
consideration in return for disposal
• Applicants are not required to use equipment for
five years, nor are they required to dispose of
equipment after five years.
• No notification to USAC is needed, but update your
asset registers
• This does not change the requirement to report
transfers of equipment made less than three years
from purchase
Streamlining & Simplifying
Competitive Bidding Process
JACK O’CONNELL
State Superintendent
of Public Instruction
• Form 470
– All must continue to use the Form 470
process
– New, streamlined Form 470 will be
available for use for FY 2011
• New form is approved by OMB and
awaiting online implementation
• Applicants that file Forms 470 prior to
effective date do not need to refile
• Applicants that file Form 470 after the
effective date MUST use the new form
Streamlining & Simplifying
Fair and Open Competitive Bidding Rule
JACK O’CONNELL
State Superintendent
of Public Instruction
• New Order codifies* that competitive
bidding process must be fair and open.
– All potential bidders must have access
to the same information and must be
treated in the same manner throughout
the procurement process
– Additions or modifications to the Form
470/RFP must be made available at the
same time and in a uniform manner to
all potential bidders
*Codification makes this a rule, subject to
violation, as opposed to merely a guideline
Streamlining & Simplifying
Fair and Open Competitive Bidding Rule
JACK O’CONNELL
State Superintendent
of Public Instruction
• Rule violations include (but are not limited to):
– Applicant has relationship with the service
provider that unfairly influences the
outcome of the competition or provides
them with “inside” information
– Someone other than the applicant (or their
representative) prepares, signs and
submits the Form 470
– Service provider is listed as the contact on
the Form 470 and the provider is allowed to
bid
Streamlining & Simplifying
Fair and Open Competitive Bidding Rule
JACK O’CONNELL
State Superintendent
of Public Instruction
• Codification of the Gifts Rules
– Receipt of gifts by applicants from service
providers and potential service providers is
a competitive bidding violation.
– Exceptions mirror Federal Government
regulations
• Modest refreshments not offered as part of a
meal (e.g. coffee and donuts at a meeting)
are OK
• Items with little or no intrinsic value such as
certificates and plaques are OK
Streamlining & Simplifying
Fair and Open Competitive Bidding Rule
JACK O’CONNELL
State Superintendent
of Public Instruction
• Gifts
– Exceptions:
• Items worth $20 or less (meals, pencils,
pens, hats, t-shirts etc) as long as those
items do not exceed $50 per year per
employee from any one source
(service provider) are OK.
• This means all gifts from all employees,
officers, representatives, agents,
independent contractors, or directors of
the service provider (including
manufacturers).
Streamlining & Simplifying
Fair and Open Competitive Bidding Rule
JACK O’CONNELL
State Superintendent
of Public Instruction
• Gifts
– Gift prohibitions are always applicable, not
just during the competitive bidding process
– Prohibition includes soliciting and receiving
any gift or other thing of value from a
service provider participating in or seeking
to participate in the E-rate program.
– Service providers may not offer or provide
any gifts to applicant personnel involved in
E-rate
Streamlining & Simplifying
Fair and Open Competitive Bidding Rule
JACK O’CONNELL
State Superintendent
of Public Instruction
• Gifts
– Gift rules are not intended to
discourage companies from making
charitable contributions to schools, as
long as those contributions are NOT
directly or indirectly related to an Erate related procurement.
*Effective…NOW
Streamlining & Simplifying
JACK O’CONNELL
State Superintendent
of Public Instruction
SPIN Changes
• Pre-commitment SPIN changes
– Corrective SPIN changes only (i.e.. data
entry errors)
• Post-commitment SPIN changes
– Operational SPIN changes
• Must have legitimate reason to change,
such as Breach of Contract or provider
unable to perform
and
• Must select provider with next highest point
value in evaluation
JACK O’CONNELL
State Superintendent
of Public Instruction
E-Rate Technology
Planning
Recent Changes to E-rate
Technology Plan Requirements
JACK O’CONNELL
State Superintendent
of Public Instruction
• Beginning in FY2011, Tech plans
are required for Priority 2 services
ONLY (internal connections and
basic maintenance of internal
connections)
• The budget requirement for the
Tech plans has been eliminated
Technology Plan Overview
JACK O’CONNELL
1.
FFC rules require an “approved” technology plan when receiving E-rate discounts
for priority 2 services (internal connections: switches, routers, cabling and basic
maintenance)
2.
Find your public charter, district or COE Tech Plan status at:
http://www.cde.ca.gov/ls/et/rs/techplan.asp
3.
*Decision: Decide which tech plan to use: A) E-rate only, B) EETT technology plan
(best practice approach because it also qualifies applicant for K12 Microsoft
voucher funding) Note: Libraries leverage your master plan in developing your
technology plan.
4.
Tech Plan must be “written” prior to posting Form 470 for priority 2 services.
5.
DOCUMENT the existence of this “Written Plan” – i.e., Letter/E-mail from Cabinet,
screen print of file name and date, and physical copy of plan.
6.
Must cover all 12 months of the funding year (July 1 – June 30).
7.
E-rate only plans should not cover more than 3 years; EETT tech plans that meet Erate requirements can cover 5 years with progress review during 3 rd year.
8.
Tech plans must include any priority 2 services for which E-rate discounts are
sought.
9
Must be approved by a “Certified Technology Plan Approver”
See the Technology Plan approver locator tool on the USAC website:
http://www.sl.universalservice.org/reference/tech/default.asp
10.
Use the technology plan builder and the expertise of your CTAP regional assistance:
http://myctap.org/index.php/techplan/tpb
State Superintendent
of Public Instruction
4 Required Elements of a
Technology Plan Used for
E-rate
JACK O’CONNELL
State Superintendent
of Public Instruction
1.
Clear statement of goals and realistic strategy for using
telecommunications and information technology to improve education
or library services.
2.
Professional Development strategy to ensure staff understands how
to use technologies to improve education or library services
3.
Needs Assessment of telecommunication services, hardware,
software, and other services that will be needed to improve
education/library services
4.
Evaluation process to monitor progress towards goals and allows for
mid-course corrections in response to new developments as they arise.
28
The “Two Tech Plans”
1.
2.
3.
4.
E-Rate Only Plan:
Goals
Professional
Development
Needs Assessment
Evaluation Process
• Tech Plan Help
www.usac.org/sl/
applicants/step02/
Enhancing Education Through
Technology (EETT):
• Executive
Summary/Introduction
• Stakeholders
• Curriculum
• Professional Development
• Infrastructure
• Adult literacy
• Research
• Funding and Budget
• Monitoring and Evaluation
www.cde.ca.gov/ls/et/rs/techplan.asp
CTAP Tech Plan Builder Tool
JACK O’CONNELL
State Superintendent
of Public Instruction
EETT Tech Plan Cycle
Dates:
JACK O’CONNELL
State Superintendent
of Public Instruction
•
The final dates to submit your EETT
Tech Plan for approval are:
1. Cycle A: September 17, 2010
2. Cycle B: November 19, 2010
3. Cycle C: March 11, 2011
Under what circumstances do
you revise or amend tech
plan?
JACK O’CONNELL
State Superintendent
of Public Instruction
• Tech plans should be reviewed every year for relevancy
as technology and situations change (before filing form
470)
• EETT tech plans (5 yr. life) used for E-rate require a
“progress review” at year three (must document this)
• If annual review finds major changes: major budget
cutbacks (close schools); adding a new technology
program (distance learning); or add new technology
(internet service) – should revise entire plan
• Major or significant changes require a new tech plan
and approval to incorporate these significant changes
• Bottom line – the tech plan should support E-rate
services requested on form 470 and contracted for on
form 471
• Minor changes add addendum to the tech plan file
(does not require re-approval) – E.G Changing of
32
hardware standards, etc.
Technology Plan
“Gotchas”
JACK O’CONNELL
State Superintendent
of Public Instruction
• Service Providers may not act as technology
plan approvers, write/create, or assist in the
tech plan in any capacity
• Education Service Agencies (ESA’s) or County
Offices (COEs) that act as service providers
and applicants – must build appropriate
“firewalls” between roles, see USAC guidance:
http://www.usac.org/sl/applicants/step01/esa-guidelines/
• Same staff should not work in both roles
• Provide functional/organizational separation
within organization
Technology Plan “Must
Do” Reminders:
1.
Must be “Written” prior to posting Form 470 for priority 2 services:
– It must be documented that it is written before the posting of the form
470! (Applicant must document the existence of this plan, i.e., e-mail with
plan attached, memo from cabinet level about the plan being written,
including the date. “DATE STAMP,” submit EETT tech plans during cycle
A [final date November 19, 2010])
2.
Must include a sufficient level of detail and cover all priority 2 services for
which E-Rate discounts are being sought on the Form 470(s) and subsequent
Form 471(s).
3.
Must be approved by the start of services (July 1) or the filing of Form 486,
whichever is earlier for priority 2 services
4.
E-rate only plans must be approved by a “USAC Certified Technology Plan
Approver” see USAC link:
http://www.usac.org/sl/tools/reference/tech/default.asp
5.
Combination E-rate/EETT Tech plans must be submitted to your CTAP region
for approval: http://www.cde.ca.gov/ls/et/rs/ctapcoordinators.asp
6.
Must include all four required elements regardless of the type of plan being
used (E-rate only or EETT)
JACK O’CONNELL
State Superintendent
of Public Instruction
Technology Plan Help
• E-rate Plans: John Vardanega,
[email protected], 916-323-2241
JACK O’CONNELL
State Superintendent
of Public Instruction
• EETT Plans: Doris Stephen,
[email protected] 916-324-9943
• CTAP:http://www.cde.ca.gov/ls/et/rs/ctapcoord
inators.asp
• CTAP Tech Plan Builder:
http://myctap.org/index.php/techplan/tpb
• Libraries: Rushton Brandis,
[email protected] , 916-653-5471
JACK O’CONNELL
State Superintendent
of Public Instruction
Eligible Services
Overview
Overview
JACK O’CONNELL
Priority One – Telecommunications
Services
State Superintendent
of Public Instruction
• Support for telecom services
• Examples:
– Local and Long Distance service
– Cellular Service
• Text messaging
– Ethernet
Overview
JACK O’CONNELL
State Superintendent
of Public Instruction
Priority One – Telecommunications
Services
• Other examples of eligible telecom services
– T-1, T-3
– DSL
– PRI
– Satellite service
– Interconnected Voice over Internet Protocol
(VoIP)
– Taxes and fees
– Installation and configuration
Overview
JACK O’CONNELL
Priority One – Telecommunications
Services
State Superintendent
of Public Instruction
• Some examples of services NOT eligible:
– Broadcast “Blast” messaging
– Monitoring services for 911, E911 or alarm
telephone lines
– Services to ineligible locations
– End-user devices
Overview
Priority One - Telecommunications
JACK O’CONNELL
State Superintendent
of Public Instruction
• Telecommunications Services and
Telecommunications are now two categories on
the Eligible Services List (ESL)
1. Telecommunications Services can only
be provided by an eligible
telecommunications carrier
a. On Form 470/471 as Telecommunications
Services
2. Telecommunications {only} can be
provided by non-telecommunications
carriers via fiber in whole or in part
a. On Form 470/471 as Telecom or Internet
Access
Overview
Priority One – Internet Access
JACK O’CONNELL
State Superintendent
of Public Instruction
• Support for Internet Access includes the
Internet Service Provider (ISP) fees and the
conduit to the Internet
• Examples also include:
– E-mail Service
– Wireless Internet Access
– Web Hosting
– VoIP
Overview
Priority One – Internet Access
JACK O’CONNELL
State Superintendent
of Public Instruction
• Some examples of services NOT eligible:
– Costs for Internet Content
• Subscription services such as monthly
charges for
on-line magazine
subscriptions
– Internet2 membership dues
– Web site creation fees
– Software, services, or systems used to
create or edit Internet content
Overview
Priority Two – Internal Connections
JACK O’CONNELL
State Superintendent
of Public Instruction
• Support for equipment and cabling on-site
that transport information to classrooms
or public rooms of a library
• Does NOT include end-user components
such as computers
• Subject to the Two-in-Five Rule
– Entities can only receive funding every
two out of five years
Overview
Priority Two -Internal Connections
JACK O’CONNELL
State Superintendent
of Public Instruction
Overview
Priority Two -Internal Connections
JACK O’CONNELL
State Superintendent
of Public Instruction
Overview
JACK O’CONNELL
State Superintendent
of Public Instruction
Priority Two – Basic Maintenance of
Internal Connections
• Support for basic maintenance of eligible
internal connections
• Examples:
– Repair and upkeep of eligible hardware
– Wire and cable maintenance
– Basic technical support
– Configuration changes
Overview
JACK O’CONNELL
State Superintendent
of Public Instruction
Priority Two – Basic Maintenance of
Internal Connections
• Agreements or contracts must state the
eligible components covered, make, model
and location
• Service must be delivered within the July 1st
to June 30th timeframe
• Two-in-Five Rule does not apply to BMIC
JACK O’CONNELL
State Superintendent
of Public Instruction
Eligible Services
What’s New
What’s New
Leased Dark Fiber for FY 2011
JACK O’CONNELL
State Superintendent
of Public Instruction
• Leased Dark Fiber included as
Telecommunications on the FY2011
Eligible Services List
• Support for the lease of fiber, whether lit or
dark, as a priority one service, from any
entity
• On the FCC Form 471, applicants should
select the Telecom box if the leased fiber
is provided by a telecom carrier
• In all other cases, the applicant should
select the Internet Access box
What’s New
Leased Dark Fiber for FY 2011
JACK O’CONNELL
State Superintendent
of Public Instruction
• Dark fiber must be lit immediately
• Does NOT allow for unneeded capacity or
warehouse dark fiber for future use
• Maintenance costs of dark fiber and
installation costs to hook up the dark fiber
are eligible
– This includes charges for installation
within the property line
• The purchase or lease of modulating
electronics in Priority One is NOT eligible
What’s New
Leased Dark Fiber for FY 2011
JACK O’CONNELL
State Superintendent
of Public Instruction
• Special Construction charges to build out
connections from applicants’ facilities to an
off-premise fiber network are NOT eligible
• Some examples of ineligible special
construction charges include:
– Design and engineering costs
– Project management costs
– Digging trenches
– Laying fiber
JACK O’CONNELL
State Superintendent
of Public Instruction
Eligible Services
Services
Updates
Services Updates
Web Hosting
JACK O’CONNELL
State Superintendent
of Public Instruction
• Web hosting change:
– Blogging and discussion boards are now eligible
• Status quo:
– Remains eligible for discount as Internet access
– Web features including content created by third
party vendors, databases for grades, student
attendance files, or other reports are NOT eligible
– These ineligible web features must be cost
allocated
Services Updates
Wireless Internet Access Applications
JACK O’CONNELL
State Superintendent
of Public Instruction
• Wireless IA Applications update:
– Wireless service dedicated to an ineligible
service or group of services will be deemed
entirely ineligible
• For example, cellular service for the GPS
tracking for a bus is entirely ineligible
– Bundled services will require cost allocation
• For example, a voice plan for the bus driver
and a data plan for GPS tracking must be
cost allocated to remove the data plan
• USAC will conduct outreach to applicants if
no reasonable cost allocations were
provided
Services Updates
Other Ineligibles
JACK O’CONNELL
State Superintendent
of Public Instruction
• Separately priced firewalls in Priority One
are not eligible
– Bundled firewalls included with Internet
access service is eligible
– Firewalls are eligible as Internal
Connections
• Intrusion Detection/Intrusion Prevention
Devices are not eligible
• Anti-Spam and Anti-Virus Software are not
eligible
• On-line backup solutions are not eligible
• Scheduling services are not eligible
Services Updates
Basic Maintenance of Internal
Connections Clarifications
JACK O’CONNELL
State Superintendent
of Public Instruction
• Unbundled warranties are NOT eligible
• Unbundled warranties allow for broken equipment to be
fixed or if it is beyond repair, replaced
• Unbundled warranties are considered a type of retainer
and not as an actual maintenance service
• This does not apply to a manufacturer’s warranty of no
more than three years that is included in the price of the
equipment OR
• If the retainer is tied to actual service performed
Services Updates
JACK O’CONNELL
State Superintendent
of Public Instruction
Basic Maintenance of Internal
Connections
• Applicants may make estimates based on:
– Hours per year of maintenance
– History of needed repairs and upkeep
– Current life of eligible internal
connections
• Basic maintenance will be paid on the
actual work performed and hours used
only
Questions?
JACK O’CONNELL
State Superintendent
of Public Instruction
JACK O’CONNELL
State Superintendent
of Public Instruction
E-Rate Program
Revised FCC Forms
470 and 471
Target Window Timeline
Target timeline for FY2011 FCC Form 471
filing window
JACK O’CONNELL
State Superintendent
of Public Instruction
• Current FY2011 Form 470 became available July
1, 2010
– Applicants can file a Form 470 now and cite it
on an FY2011 Form 471
• FY2011 Form 471 window target opening midDecember with the revised Form 471 (current
version can no longer be used)
• When the revised version of Form 470 becomes
available, applicants can file a Form 470 using the
revised version and cite it on an FY2011 Form 471
• Form 471 window target closing end of February
Filing a Form 470
“Current” and “revised” FY2011 Form 470
JACK O’CONNELL
State Superintendent
of Public Instruction
• You are STRONGLY encouraged to:
– File AND certify (online or on paper) the
current Form 470 before the revised Form
470 becomes available
OR
– File AND certify (online or on paper) the
revised Form 470 after it becomes
available
Filing a Form 470
“Current” and “revised” FY2011 Form 470
JACK O’CONNELL
State Superintendent
of Public Instruction
• If you file the current Form 470 online, you must
certify it online or on paper before the revised Form
470 is posted
– Client Service Bureau (CSB) will ask you for
corrections if your certification does not match
your online filing (i.e., if you don’t print your
certification using Certify Complete)
• If you file the current Form 470 on paper, you must
postmark it before the revised Form 470 goes live on
the USAC website
– Otherwise, CSB will preserve your postmark date
but you will be required to re-submit on the
revised Form 470
JACK O’CONNELL
State Superintendent
of Public Instruction
Revised FCC Forms 470
and 471
Changes
Common to
Both Forms
Changes Common to Both Forms
Eligible Entities/Type of Application
(Additions in red)
JACK O’CONNELL
State Superintendent
of Public Instruction
•
•
•
•
•
Individual school
School district
Library
Consortium
Statewide application for (two-letter state
code) _____
– All public schools in state
– All non-public schools in state
– All libraries in state
Changes Common to Both Forms
Recipient(s) of Services (check all that apply)
JACK O’CONNELL
State Superintendent
of Public Instruction
– Public
– Private
– Charter
– Tribal
– Head Start
– State Agency
• You must check at least one option
• You may check multiple options
Changes Common to Both Forms
Consultant Information
JACK O’CONNELL
State Superintendent
of Public Instruction
• Applicant will now identify a consultant that
is assisting the applicant with the
application process
• Client Service Bureau can quickly assign a
consultant registration number (CRN)
– Each consulting firm has a CRN
– If the firm has multiple employees, the
individual employee who assisted with
the form is also identified
– In the last block, a checkbox has been
added to indicate if the consultant is also
the authorized person
Changes Common to Both Forms
Consultant Information Fields
JACK O’CONNELL
State Superintendent
of Public Instruction
•
•
•
•
•
•
•
Consultant Registration Number
Name (of consulting firm or sole proprietor)
Name of employee
Street address/City/State/Zip
Telephone number with extension
Fax number
Email address
Changes Common to Both Forms
Technology plan certification
JACK O’CONNELL
State Superintendent
of Public Instruction
• I certify that, if required by Commission
rules, all of the individual schools and
libraries receiving services under this form
are covered by technology plans that do or
will cover all 12 months of the funding year,
and that have been or will be approved by a
state or other authorized body, or an SLDcertified technology plan approver, prior to
the commencement of service OR
• I certify that no technology plan is required
by Commission rules.
Changes Common to Both Forms
Educational purposes certification
JACK O’CONNELL
State Superintendent
of Public Instruction
• I certify that the services the applicant
purchases at discounts provided by 47
U.S.C. § 254 will be used primarily for
educational purposes and will not be sold,
resold, or transferred in consideration for
money or any other thing of value, except
as permitted by the Commission’s rules at
47 C.F.R. §§ 54.500, 54.513.
Changes Common to Both Forms
Email addresses
JACK O’CONNELL
State Superintendent
of Public Instruction
• All email addresses featured on these forms
must now be entered twice
– Both e-mail address entries will be
compared
– If they don’t match, both fields will be
cleared and the applicant must try again
– This process helps to guarantee the
accuracy of this important information
JACK O’CONNELL
State Superintendent
of Public Instruction
Revised FCC Forms 470
and 471
Form 470
Form 470 - Overview
Changes to Form 470
JACK O’CONNELL
State Superintendent
of Public Instruction
• Block 1: Applicant Address and Information
– Eligible entities that will receive services /
Recipient(s) of services added
– Consultant information added
• Block 2: Summary Description of Needs or
Services
– Tariffed/month-to-month, contracted services
(multi-year, voluntary extensions), contracts
signed before July 19, 1997 deleted
– SPI/BEAR/no preference checkboxes deleted
Form 470 - Overview
Changes to Form 470
JACK O’CONNELL
State Superintendent
of Public Instruction
• Block 3: Technology Resources deleted
– Basic telephone service deleted
– Necessary resources deleted
• Block 4: Recipients of Service
– Statewide recipients of services moved
to Block 1
– Telephone numbers and prefixes for
multiple eligible entities deleted
– Ineligible participating entities deleted
Form 470 - Overview
Changes to Form 470 (continued)
JACK O’CONNELL
State Superintendent
of Public Instruction
• Block 5: Certifications and Signature
– Some certification language changed
– Consultant as authorized person
checkbox added (slide 17)
Form 470 – Deleted Fields
T/MTM or contract information (Current
Items 7a – 7c)
JACK O’CONNELL
State Superintendent
of Public Instruction
Form 470 – Deleted Fields
JACK O’CONNELL
State Superintendent
of Public Instruction
SPI/BEAR/No preference (Current Items 8b,
9b, 10b, and 11b)
Form 470 – Deleted Fields
Basic Telephone Service (Current Item 14)
JACK O’CONNELL
State Superintendent
of Public Instruction
Form 470 – Deleted Fields
Necessary Resources (Current Items 15a-15f)
JACK O’CONNELL
State Superintendent
of Public Instruction
Form 470 – Deleted Fields
JACK O’CONNELL
State Superintendent
of Public Instruction
Phone numbers and prefixes
(Current Item 16c)
Form 470 – Deleted Fields
Ineligible participating entities
(Current Item 18)
JACK O’CONNELL
State Superintendent
of Public Instruction
Form 470 – Certifications
Block 4 - Changes to certification pages
JACK O’CONNELL
State Superintendent
of Public Instruction
• Item 17 – Technology plan certification (slide 19)
• Items 18 and 19 – Current Item 21 has been split
into two separate certifications
– The text contained in the two certifications
remains the same as on the original combined
certification
• Item 20 – Educational purposes certification
(slide 20)
• Item 21 – The following sentence has been
added:
– I certify that I have considered what financial
resources should be available to cover these
costs.
Form 470 – Certifications
Block 4 - Changes to certification pages
JACK O’CONNELL
State Superintendent
of Public Instruction
• Item 22 – I certify that I am authorized to
procure eligible services for the eligible
entity(ies)…
Signature page
• Item 27b – Checkbox for consultant as
authorized person (slide 17)
JACK O’CONNELL
State Superintendent
of Public Instruction
Revised Forms 470 and 471
Form 471
Form 471 - Overview
Changes to Form 471
JACK O’CONNELL
State Superintendent
of Public Instruction
• Block 1: Billed Entity Address and
Information
– FCC Registration Number added
– Type of application and Recipient(s) of
services added (slides 15 and 16)
– Consultant information added (slides 17 and
18)
• Block 2: Impact of Services Ordered
– Collection of broadband services data
added
• Block 3: [reserved]
Form 471 - Overview
Changes to Form 471 (continued)
JACK O’CONNELL
State Superintendent
of Public Instruction
• Block 4: Discount Calculation Worksheet
– Libraries must now provide urban/rural
and student count information on the
worksheet
– Certain entity-level data added or
requested in a different format
• Block 6: Certifications and Signature
– Some certification language changed
– Consultant as authorized person
checkbox added (slide 17)
Form 471
Changes to Form 471
• Block 1: Billed Entity Address and Identifications
JACK O’CONNELL
State Superintendent
of Public Instruction
– Item 3b – FCC Registration Number (FCC RN)
added
• Persons and entities doing business with the FCC
must obtain an FCC RN and supply it when doing
business with the FCC (Form 471 Block 1 entities
only)
• If you do not already have an FCC RN, you can visit
https://fjallfoss.fcc.gov/coresWeb/publicHome.do
– Items 5a and 5b – Type of application/Recipient(s)
of service added
– Item 6g – Consultant information added
Form 471
JACK O’CONNELL
State Superintendent
of Public Instruction
Changes to Form 471
• Block 2: Impact of Services Ordered
– BEFORE ORDER column removed
• “AFTER ORDER” columns to complete:
– Individual schools and school districts
complete the “Schools” column
– Libraries and library consortia complete
the “Libraries” column
– Consortia complete one or both as
appropriate depending on the
consortium members
Form 471
Block 2: Impact of Services Ordered –
Items 7a through 7g
JACK O’CONNELL
State Superintendent
of Public Instruction
• Number of students (schools) or patrons
(libraries)
• Number of (class)rooms with telephone service
• Number of drops (direct Internet connections)
• Number of (class)rooms with Internet access
• Number of computers or other devices with
Internet access
• Number of dial-up (<56K) Internet connections
• Direct broadband services (next slide)
Form 471
Block 2: Impact of Services Ordered – Item 7g
JACK O’CONNELL
State Superintendent
of Public Instruction
• Direct broadband services: Number of
buildings served at the following speeds:
__
__
__
__
< 200 kbps
200 kbps – 1.5 mbps
1.5 – 3 mbps
3 – 10 mbps
__
__
__
__
10 – 25 mbps
25 – 50 mbps
50 – 10 mbps
> 100 mbps
Form 471
Block 4: Discount Calculation Worksheet
JACK O’CONNELL
State Superintendent
of Public Instruction
• Basic structure of worksheet remains the
same
• Schools and libraries must provide
urban/rural status, student counts, and
certain specific information
– Total number of students
– Number of students eligible for National
School Lunch Program (NSLP)
– New construction
– Administrative entity or non-instructional
facility (NIF)
– Alternative discount mechanism
Form 471
Block 4: Discount Calculation Worksheet
(continued)
JACK O’CONNELL
State Superintendent
of Public Instruction
• Schools must also include the following
information if applicable (more than one
may apply):
– Pre-kindergarten
– Head Start
– Adult Education
– Juvenile Justice
– Educational Service Agency (ESA)
– Dormitory
Form 471
Block 4: Discount Calculation Worksheet
(continued)
JACK O’CONNELL
State Superintendent
of Public Instruction
• School districts and library systems must
create one worksheet listing all eligible
entities in order to calculate the shared
discount for the district or system
– This allows USAC to verify the calculation for
• New school or library construction when the
student population is not known
• Eligible discount for non-instructional facilities
(NIFs) such as administration buildings
– This worksheet will not affect Two-in-Five
status unless it is cited in Item 22 of a funding
request
Form 471
Block 5: Discount Funding Request(s)
JACK O’CONNELL
State Superintendent
of Public Instruction
No
changes
Form 471 – Certifications
Block 6: Certifications and Signature
JACK O’CONNELL
State Superintendent
of Public Instruction
• Item 26 – Technology plan certification
• Item 27 – I certify that (if applicable) I posted
my Form
470 and (if applicable) made any related
RFP available for at least 28 days…
• Item 29 – Educational purposes certification
Signature page
• Checkbox for consultant as authorized
person
JACK O’CONNELL
State Superintendent
of Public Instruction
Revised Forms 470 and 471
Questions?
JACK O’CONNELL
State Superintendent
of Public Instruction
Form 486
Receipt of Services
Confirmation
Form 486 Review
JACK O’CONNELL
State Superintendent
of Public Instruction
• Notifies USAC that services started
or are scheduled to start and
invoices can be paid
• Applicant makes additional program
certifications
• Filed AFTER receipt of FCDL
–Form 486 must be filed online or
postmarked, no later than
• 120 days after Service Start Date
OR
• 120 days after FCDL date
– Whichever is later
Late 486….potential consequences
Example what happens if Form 486 is
submitted “late”:
JACK O’CONNELL
State Superintendent
of Public Instruction
• 2009/2010 (Yr 12) FCDL for $100,000 dated
February 1, 2010 received
• Services began on July 1, 2009
• 120th day after FCDL = May 31
• Form 486 submitted & certified on June 2
• “New Service Start Date” is now Feb 2
• Therefore, District loses opportunity to
receive E-rate discounts for costs incurred
between 7/1/09 – 2/2/10; approximately
$58K in costs that District cannot recover.
Form 486 Reminders
JACK O’CONNELL
State Superintendent
of Public Instruction
• DO include all applicable Funding Request
Numbers (FRNs).
• DO verify FRNs and SPINs against Form 471 and
FCDL.
• DO understand early filing rules if filing BEFORE
July 1.
• DO review Form 486 Notification Letter to verify all
FRNs were included.
• DON’T ignore Form 486 Reminder Letter.
• DO maintain open communication with your service
provider regarding non-recurring services. SP
cannot invoice USAC until Form 486 is filed.
• DON’T wait until last minute.
• DO file within 120 days of service start date (July 1
for recurring services) or FCDL date, WHICHEVER
IS LATER.
JACK O’CONNELL
State Superintendent
of Public Instruction
Invoicing
“Getting the Money”
Once you have submitted your Form
486, then what?
JACK O’CONNELL
State Superintendent
of Public Instruction
• Applicants receive E-rate reimbursements from
Service Providers (SP)
o One of two ways:
 Form 472 (BEAR): Applicant pays entire
bill up-front & in full and gets reimbursed
OR
 Form 474 (SPI): SP applies discounts to
applicant’s bills
101
Receipt of Funds
• BEAR process:
JACK O’CONNELL
State Superintendent
of Public Instruction
1. Applicant pays entire SP bill up-front
2. Applicant submits BEAR to SP & then to
USAC for reimbursement
3. BEAR Notification is sent from SLD to
both Applicant and Service Provider
– Check sent by USAC to Service Provider
– From the date SP receives funds from USAC,
SP has 20 days to reimburse Applicant
*BEAR
can be done online
Notes Regarding CTF discounts:
Only use BEAR for services you are NOT requesting CTF
discounts for.
Only telecommunications services & some Internet
services are eligible for CTF discounts.
Usage & installation costs are not eligible for CTF
discounts
Receipt of Funds, cont
• SPI Process
– Allows SP to apply discounts to applicant’s bills
JACK O’CONNELL
State Superintendent
of Public Instruction
• AFTER funding commitment has been issued
• AFTER SP’s forms have been submitted
• SP then submits reimbursement request to USAC
– Allows applicant to eventually pay only their nondiscounted portion
Notes:
• Telecommunications Services & Internet Access
eligible for CTF Discounts must use SPI process
• Work with your Accounts Payable resource(s)
• Get familiar with your bills;
• If applicable & available:
Request consolidated billing from SPs; receiving individual
bills makes it very challenging to verify discounts,
identify eligible costs, etc.
Request online access to your invoices
Service Provider SPI process
Every service provider has their own process and
suggested/required deadline:
JACK O’CONNELL
State Superintendent
of Public Instruction
• Each SP (each SPIN) sends GRID, Data Gathering
Form, etc., paperwork to applicants via email
• Applicants complete paperwork to match FRNs to bill
telephone #s, circuit IDs, etc. & identify new services
(ckts, lines, etc.) to be installed
• Complete SP’s data gathering documentation & send
back to SP as soon as possible.
• E-rate is self-certifying program; you will have to
certify SP documentation is correct, eligible, etc.
• Once SP reviews what you submit, applicants will
generally begin realizing discounts 2-3 bill cycles.
• Discounts typically show up April-July bills before
funding year ends.
• Review your bills to ensure discounts received &
accounted for.
• The sooner you fill out SP’s data gathering
documentation & certify information is correct, the
sooner applicant will realize E-rate discount credits.
SPI Timeline Example
JACK O’CONNELL
State Superintendent
of Public Instruction
Every service provider has their own process and
suggested/required deadline:
• FCDL received July 15
• Applicant’s Bill Round = 1st of every month
• Applicant receives SP’s paperwork to complete on
August 1.
• Applicant returns SP’s paperwork on September 1.
• Errors in applicant’s SP’s paperwork; SP contacts
applicant & identifies corrections to be made to
SP’s paperwork
• Applicant returns SP’s paperwork on November 1.
• SP submits paperwork to IT for processing for
discounts on November 25, too late for bill round
deadline of the 20th of every month
• Discounts are processed by IT on Dec 20
submission.
• Discounts begin showing on Feb 1, 2009 bill.
What to do if you have not
received expected discounts
JACK O’CONNELL
State Superintendent
of Public Instruction
Every service provider has their own process.
General Roadmap:
• Contact the E-rate Center for the respective
SPIN.
• Speak to the representative
• If representative cannot assist, ask to speak to a
supervisor
• If the representative & the supervisor cannot
assist, contact your SP assigned account
representative
• If all else fails, contact the SP E-rate specialist
assigned to that territory for assistance on who to
go to.
JACK O’CONNELL
State Superintendent
of Public Instruction
INVOICE RECONCILIATION
Invoice Reconciliation
JACK O’CONNELL
State Superintendent
of Public Instruction
• Expectation of USAC that applicants are
verifying that they are receiving the
correct discounts
• Will be asked to provide this during an
audit
• Application of Discounts frequently
overlaps funding years
• Work with service provider
representatives in verifying discounts
received
• Ask for reports and compare to your
invoices
Invoice Reconciliation
Tracking Eligible Charges and
Payments
JACK O’CONNELL
State Superintendent
of Public Instruction
• Tally costs by Billed Telephone Number (BTN)
by month for both E-Rate eligible and ineligible
costs
• Understand how CTF discounts are applied to
invoices by carrier
– E-Rate is applied to eligible costs prior to the
application of the CTF discount
• Track payments made of applicant share of
costs
• Calculate the estimated E-rate amount for the
year and compare to disbursements on DRT
and Quarterly Disbursement Reports
JACK O’CONNELL
State Superintendent
of Public Instruction
JACK O’CONNELL
State Superintendent
of Public Instruction
Sample Reconciliation
• You have been funded for:
JACK O’CONNELL
State Superintendent
of Public Instruction
– FRN 1111xx, Telecommunications Services for
Service Provider ABC Telecom for a maximum of
$32,500.
– FRN 1112xx, Internet Access for Service Provider
123Internet for a maximum of $10,345.
– FRN 1113xx, Telecommunications Services for
Service Provider Z Long Distance for a maximum of
$567.
– Discount level is 90%
Sample reconciliation
Invoice from ABC Telecom
JACK O’CONNELL
State Superintendent
of Public Instruction
Acct #
Invoice Date Total Charges
Long Distance Internet Access
FRN 113xx
FRN 112xx
Ineligible
Total Eligible
for FRN 111xx
(530) 555-5555 521 9
7/28/2009
129.22
6.42
35.00
19.50
68.30
(530) 555-5555 521 9
8/28/2009
129.06
6.42
35.00
19.50
68.14
(530) 555-5555 521 9
9/28/2009
133.91
6.17
35.00
19.50
73.24
(530) 555-5555 521 9
10/28/2009
141.26
13.12
35.00
19.50
73.64
(530) 555-5555 521 9
11/28/2009
129.58
7.00
35.00
19.50
68.08
(530) 555-5555 521 9
12/28/2009
136.80
14.11
35.00
19.50
68.19
(530) 555-5555 521 9
1/28/2010
129.24
6.25
35.00
19.50
68.49
(530) 555-5555 521 9
2/28/2010
129.03
6.22
35.00
19.50
68.31
(530) 555-5555 521 9
3/28/2010
129.78
6.97
35.00
19.50
68.31
(530) 555-5555 521 9
4/28/2010
183.08
6.27
35.00
69.49
72.32
(530) 555-5555 521 9
5/28/2010
145.59
18.45
35.00
20.00
72.14
(530) 555-5555 521 9
6/28/2010
180.04
6.63
35.00
69.99
68.42
1696.59
104.03
420.00
334.98
837.58
(530) 555-5555 521 9 SUMMARY
Multiple service providers can be included on one invoice.
• Break these out so that you invoice the correct $$ to the correct
service provider.
Invoice Reconciliation
Challenges
JACK O’CONNELL
State Superintendent
of Public Instruction
• Receipt of Discounts overlaps
funding years
• Discounts received many months
and sometimes years after FCDL
• Disputed charges and late payments
may affect the application of
discounts
• CTF adjustments
If you missed the deadline?
Invoice Deadline Extension request
JACK O’CONNELL
State Superintendent
of Public Instruction
• Must be submitted to USAC.
• There is no official “form”, but there is a format &
criteria for the request(s)
• Typically the request is submitted by applicant to
USAC.
• Format for request @
http://www.universalservice.org/sl/applicants/step11
/invoice-deadlines-extension-requests.aspx
Notes:
→ You may have to do FRN split(s), SPIN change(s), or
both, to realize E-rate discounts for eligible services.
→ If you do request FRN split, you must issue Form 486
for new FRN(s).
Invoicing Best Practices
JACK O’CONNELL
State Superintendent
of Public Instruction
• DO submit Form 486 in a timely manner.
• DO ensure all SP forms are completed and returned to
SP quickly to realize E-rate discounts sooner.
• DO verify discounts posted on your invoices.
• DO submit BEAR form in ADVANCE of Invoice
Deadline.
• DO document your BEAR form calculations and retain
for audit purposes.
• DO file Invoice Deadline Extension Request if your
FRN does not show any or incomplete disbursement of
funding by Invoice Deadline.
• DO work with your Accounts Payable
• DON’T assume posted E-rate discounts are correct.
• DON’T include ineligible costs in your BEAR form
amount.
Invoicing Reminders
JACK O’CONNELL
State Superintendent
of Public Instruction
• NOTES:
→ Invoicing cannot occur until Form
486 is filed and certified.
→ Discounts cannot be realized until
SP forms are completed &
certified.
JACK O’CONNELL
State Superintendent
of Public Instruction
Childrens Internet
Protection Act (CIPA)
Protecting Children in the
21st Century Act
CIPA Compliance
• Public Notice & Public Hearing
• Technology Protection Measure (Filter)
• Internet Safety Policy (required elements)
JACK O’CONNELL
State Superintendent
of Public Instruction
– Access by minors to inappropriate matter on the
Internet
– Safety & security of minors when using electronic mail,
chat rooms, and other forms of direct electronic
communications
– Unauthorized access including "hacking“ & other
unlawful activities by minors online
– Unauthorized disclosure, use, & dissemination of
personal information regarding minors
– Measures designed to restrict minors' access to
materials harmful to minors
• CIPA affects every funding year from FY2001 going
forward, so you must maintain proof of CIPA
compliance on an ongoing basis
Protecting Children in the 21st
Century Act
JACK O’CONNELL
State Superintendent
of Public Instruction
• Enacted in Fall 2008 to address Internet
Safety in schools, specifically cyberbullying
awareness and response
• Before USAC can enforce new
requirements the following must occur:
– FCC will issue a Notice of Proposed
Rulemaking (NPRM) seeking comment on
the Act
– FCC will draft new rules and the new rules
must be voted by the FCC Commissioners
– FCC will release guidance to USAC in an
Order
JACK O’CONNELL
State Superintendent
of Public Instruction
Audits and Other Reviews
How To Prepare for an Audit
or ANY Type of Review
JACK O’CONNELL
State Superintendent
of Public Instruction
• Follow All E-rate Rules
• Document, Document, Document!
• You can’t prove that you abided by the rules
if you don’t document your processes
• Plan ahead for an audit or review by
documenting every step of the process
• Create E-Rate binders for EACH funding
year
• Retain – Retain – Retain – Lessen your pain!!
Retain ALL E-rate related documents
• Contact your service providers
• USAC Compliance Documentation Checklist for
audits
• http://www.usac.org/_res/documents/sl/pdf/CompDoc
Checklist.pdf
Document Retention
Requirements
JACK O’CONNELL
State Superintendent
of Public Instruction
• Keep for 5 years after last date of service
– Be aware of contract dates and extensions
– All USAC correspondence, including Quarterly
Disbursement Reports
• Make sure all departments understand
documentation retention requirements for E-Rate
• Align Board policies with E-rate requirements
• Per 5th Report and Order: if applicant can’t prove
compliance with rules through documentation,
they must assume that you didn’t follow the rules
• No documentation = Recovery of Funds
(Applicant may have to pay back the SLD for E-rate
discounts they already received)
Payment Quality Assurance (PQA)
JACK O’CONNELL
State Superintendent
of Public Instruction
• Started in August of 2010
• Randomly selected USAC invoices are now
being audited on a monthly basis
– CHALLENGE: USAC invoice SLC # may not directly
reference any service providers invoices the
applicant has received
• Since USAC invoice selected may be a SPI
(Service Provider Invoice) you may need to
contact your service provider for assistance in
securing information requested
• MUCH less invasive and painful than previous
processes
Beneficiary and Contributor
Audit Program (BCAP)
JACK O’CONNELL
State Superintendent
of Public Instruction
• Audits have been revamped – USAC
listened!
• No audits during last 2 weeks of window.
Auditors more flexible in accommodating
applicants’ schedules
• USAC Engagement lead – more visibility
and oversight of audit firms
• Auditors will spend more time on planning
and review of materials and less time on
site
Invoice Reconciliation
JACK O’CONNELL
State Superintendent
of Public Instruction
• Expectation of USAC that applicants are
verifying that they are receiving the correct
discounts
• Will be asked to provide this during an audit
• Application of Discounts frequently
overlaps funding years
• Work with service provider representatives
in verifying discounts received
• Ask for reports and compare to your invoices
Other Levels of Scrutiny
• H.A.T.S Visits
JACK O’CONNELL
State Superintendent
of Public Instruction
•Helping Applicants To Succeed
• Primarily for applicants that have had
funding issues in the past
• Welcome the help…do not be afraid
• Special Compliance Reviews
• Typically during PIA
• Item 25 Selective Review
• Cost Effectiveness Review
• CIPA Compliance and Competitive
Bidding Selective Reviews
Reminders
JACK O’CONNELL
State Superintendent
of Public Instruction
•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
•Share this information with others at your site (keep
administration informed)
•Have a backup person (succession planning)
•Keep E-Rate files organized
•Print and retain copies of everything
–USAC Link to Document Retention:
http://www.usac.org/sl/about/audits/e-rate-binder.aspx.
•Additional 2009 USAC Training Audit Information:
http://www.usac.org/sl/about/training-presentations/trainingpresentations-archive/training-2009/fall/materials.aspx
•Get on the CDE E-rate list Serv Today !!
http://www.cde.ca.gov/ls/et/ft/eratelyrisserv.asp
Contact Information
JACK O’CONNELL
State Superintendent
of Public Instruction
• State Library: Rushton Brandis,
(916) 653-5471,
[email protected]
• CDE/E-rate: John Vardanega,
(916) 323-2241,
[email protected]
• CDE/EETT: Tech Plans: Doris Stephen,
916-324-9943
[email protected]
• K-12 HSN/Butte COE: Russ Selken,
530-532-5678
[email protected]
Overview of E-Rate Process
Step
Description
Determine Needs
Review new E-rate eligible services, determine budget, calculate E-rate
discounts, update Technology Plan
Go out to Bid/ E-Rate
Form 470
Prepare and post RFP/RFB, post E-Rate Form 470, Conduct job walks,
answer vendor questions
Select Services
Estimate Costs
File E-Rate Application
Form 471
Review proposals, develop decision matrix, select services and sign
contracts
Timing
Sept – Dec
Sept - Dec
Sept - Dec
Review existing recurring services, estimate eligible costs, and determine Sept - Dec
growth
Complete application and file with USAC to request E-rate discounts on
eligible services. Prepare Item 21 Attachments to support funding request January
Feb – Dec
Program Integrity Review
(PIA)
Item 25 Selective Review
Respond to USAC’s questions regarding application for standard PIA
review. If necessary, provide extensive documentation for Selective
Review.
Funding Decision/ E-Rate
Form 486
Upon funding approval, file Form 486 to inform USAC of intention to use
funds
July-Jun
Service Provider DGF
Forms
File required DGF forms with service providers to start discounts (local
phone and data services)
Jan-June
Analyze actual costs and file BEAR form to release discounts as refund
check (long distance and cellular services)
August-Oct
E-Rate BEAR Form 472
File Service Certification Form if requested by USAC (internal
connections)
If selected for an audit or site visit, collect and prepare documentation
and answer questions
If necessary, file appeals regarding denied funding requests with USAC
and/or the FCC
Varies
Service Certification Form
E-Rate Audit
E-Rate Site Visit
USAC and FCC Appeals
Varies
Varies