E-rate for California Beginner Applicants - California K

Report
TOM TORLAKSON
State Superintendent
of Public Instruction
E-rate for California
Beginner Applicants
Beginner’s Presentation I 2013 California Department of Education
1
General Information about E-rate
E-rate Organization
TOM TORLAKSON
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
Beginner’s Presentation I 2013 California Department of Education
2
General Information about E-rate
E-rate Rules
TOM TORLAKSON
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
Beginner’s Presentation I 2013 California Department of Education
3
General Information about E-rate
E-rate Timeline
TOM TORLAKSON
State Superintendent
of Public Instruction
• Commitments for E-rate are made by
funding year (FY), which runs from July 1
through the following June 30
• USAC refers to the funding year as the
year in which most services will begin
– e.g., FY2013 is July 1, 2013 – June 30,
2014
Beginner’s Presentation I 2013 California Department of Education
4
General Information about E-rate
E-rate Budget
TOM TORLAKSON
State Superintendent
of Public Instruction
• Commitments were capped at $2.25 billion
for each funding year.
• This cap started to be adjusted for inflation
starting in FY2010, currently set for FY
2013 at $2.38 billion.
• Once each year, FCC can roll over unused
funds from previous funding years into the
current funding year
Beginner’s Presentation I 2013 California Department of Education
5
General Information about E-rate
The role of CA Dept of Ed and State Library
TOM TORLAKSON
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
Beginner’s Presentation I 2013 California Department of Education
6
General Information about E-rate
TOM TORLAKSON
State Superintendent
of Public Instruction
A Self-Certifying Program
• Every form in the E-rate program contains
specific certifications
– Become familiar with these
– Certify the form(s) ONLY if you can
truthfully state you are in compliance with
the certifications
Beginner’s Presentation I 2013 California Department of Education
7
General Information about E-rate
Navigating the Website
TOM TORLAKSON
State Superintendent
of Public Instruction
• E-rate website: www.usac.org/sl
– The Process
– The Forms and Instructions
– Eligible Services List
– Reference Area
– Apply Online
Beginner’s Presentation I 2013 California Department of Education
8
What is the NPRM & its Purpose
TOM TORLAKSON
State Superintendent
of Public Instruction
• NPRM = Notice of Proposed Rulemaking
• Purpose: To give applicants and the public an
opportunity to provide input to the E-rate
program. “How to Improve it”
• Why: First Catalyst: Program does not have
enough funds for P2, and may have challenges
with P1
• Time Line: Initial Comments were due Sept
16th, and Reply Comments were due Oct 16th.
However, you can always send comments via
the Ex Parte Process
• More on E-rate 2.0 at the Intermediate Advance
Training
Beginner’s Presentation I 2013 California Department of Education
9
TOM TORLAKSON
State Superintendent
of Public Instruction
Who Qualifies for the
E-rate Program?
Beginner’s Presentation I 2013 California Department of Education
10
E-rate Eligibility
Schools
TOM TORLAKSON
State Superintendent
of Public Instruction
1. Schools must provide elementary or secondary
education as determined under state law.
2. Schools may be public or private institutional
day or residential schools, or public charter
schools.
3. Schools must operate as non-profit businesses.
4. Schools cannot have an endowment exceeding
$50 million.
Beginner’s Presentation I 2013 California Department of Education
11
E-rate Eligibility
Pre-K and Adult Ed
TOM TORLAKSON
State Superintendent
of Public Instruction
1. State law, in conjunction with E-rate rules,
determines eligibility of Pre-K (i.e. Head
Start), Adult Ed and Juvenile Justice
2. Reference the following for California
eligibility:
http://www.usac.org/sl/applicants/step01/n
on-traditional-k-12/k-12-eligibilitytable.aspx
Beginner’s Presentation I 2013 California Department of Education
12
E-rate Eligibility
TOM TORLAKSON
State Superintendent
of Public Instruction
Libraries
1. Libraries must be eligible for assistance
from the California State Library
administrative agency under the LSTA
(Library Services & Technology Act)
2. Libraries must have budgets completely
separate from any schools (including, but
not limited to, elementary and secondary
schools, colleges and universities).
3. Libraries cannot operate as for-profit
businesses.
Beginner’s Presentation I 2013 California Department of Education
13
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
E-rate Timeline
Beginner’s Presentation I 2013 California Department of Education
14
E-rate Timeline: July 1 – June 30
TOM TORLAKSON
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.
Beginner’s Presentation I 2013 California Department of Education
15
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
E-rate Technology
Planning
Beginner’s Presentation I 2013 California Department of Education
16
Technology Planning
Technology Planning
TOM TORLAKSON
State Superintendent
of Public Instruction
FCC Form 470 & RNL
Competitive Bidding
FCC Form 471 & RAL
Application Review & FCDL
FCC Form 486
FCC Forms 472 (BEAR) & 474 (SPI)
Beginner’s Presentation I 2013 California Department of Education
17
Technology Planning
Acronyms and Terms
TOM TORLAKSON
State Superintendent
of Public Instruction
• Four elements: the four required elements you
must address in your technology plan starting in
FY2013 (July 1, 2013) when applying for priority
2 services
• Technology Plan Approver (TPA): the
agency/person certified by USAC that approves
your technology plan
Beginner’s Presentation I 2013 California Department of Education
18
Technology Planning
Purpose of the Tech Plan
TOM TORLAKSON
State Superintendent
of Public Instruction
• Tech plans ensure that schools and libraries
are prepared to effectively use the
requested services to integrate
telecommunications and internet access
into the educational program or library
services that they provide to students.
• Tech plans should support and validate all
E-rate services applied for, especially
Priority 2 services, Internal Connections (IC)
and Basic Maintenance of Internal
Connections (BMIC).
Beginner’s Presentation I 2013 California Department of Education
19
Technology Plan Overview
1.
FFC rules require an “approved” technology plan when receiving E-rate
discounts for Priority 2 services.
2.
Find your public charter, district or COE Tech Plan status at:
http://://www.cde.ca.gov/ls/et/rs/ap/county.asp
3.
Tech Plan must be “written” prior to posting Form 470.
4.
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.
5.
Must cover all 12 months of the funding year (July 1 – June 30).
6.
E-rate plans should not cover more than 3 years; tech plans that meet Erate requirements can cover 5 years with progress review during 3rd year.
7.
Tech plans must include all services (both current and future) for which
E-rate discounts are sought.
8.
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.
Leverage the technology expertise of your CTAP regional assistance:
CTAP: http://www.cde.ca.gov/ls/et/rs/ctapcoordinators.asp
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation I 2013 California Department of Education
20
4 Required Elements of a
Technology Plan Used for E-rate
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.
TOM TORLAKSON
State Superintendent
of Public Instruction
Budget: No longer required in the tech plan but USAC will likely request
this information during PIA or other application reviews. Best practice
would be to put a budget with appropriate fund sources highlighted in
your E-rate related documentation files.
Beginner’s Presentation I 2013 California Department of Education
21
Technology Planning
Tech Plan Submittal Dates
TOM TORLAKSON
State Superintendent
of Public Instruction
•
The plans may be submitted for approval
anytime but no later than:
1. Cycle A: November 30, 2013
2. Cycle B: May 31, 2014
Beginner’s Presentation I 2013 California Department of Education
22
Technology Planning
“Must Do” Reminders
1.
Must be “Written” prior to posting Form 470:
– 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.”)
2.
Must include a sufficient level of detail and cover all services (priority
2) 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.
4.
E-rate 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.
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.
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation I 2013 California Department of Education
23
Technology Planning
Additional reminders
TOM TORLAKSON
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
• Remember to include in your tech plan all the
services that you apply for on Form 470/471,
required for Priority 2 - internal connections,
and basic maintenance
Beginner’s Presentation I 2013 California Department of Education
24
Who to Contact?
TOM TORLAKSON
State Superintendent
of Public Instruction
• State Library: Rushton Brandis,
(916) 653-5471 [email protected]
• CDE/Tech Plans: Doris Stephen,
916-324-9943 [email protected]
• K-12 HSN/Butte COE: Russ Selken
530-532-5678 [email protected]
Resources
• CTAP: http://www.cde.ca.gov/ls/et/rs/ctapcoordinators.asp
• CTAP Tech Plan Builder:
http://myctap.org/index.php/techplan/tpb
• Libraries: Rushton Brandis,
[email protected], 916-653-5471
Beginner’s Presentation I 2013 California Department of Education
25
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Discounts
Beginner’s Presentation I 2013 California Department of Education
26
Discounts
Determining Your Discount Percentage
TOM TORLAKSON
State Superintendent
of Public Instruction
• How large are the discounts on eligible products and
services?
– Discounts: 20% to 90% of eligible costs
• Discount level for a school or library depends on:
1) Percentage of students who are eligible for National
School Lunch Program (NSLP) in:
→ (for a school) the school
→ (for a library) the school district in which the library
is located
2) Urban or rural location of the school or library
Beginner’s Presentation I 2013 California Department of Education
27
Calculations
TOM TORLAKSON
State Superintendent
of Public Instruction
Discounts
• Based on two factors:
1. Percentage of students eligible for free and
reduced lunch under the National School
Lunch Program (NSLP):
http://www.usac.org/sl/applicants/step05/discount-matrix.aspx
or an alternate method:
http://www.universalservice.org/sl/applicants/step05/alternativediscount-mechanisms.aspx
2. Urban or Rural status (Matrix)
http://www.usac.org/sl/applicants/step05/discount-matrix.aspx.
- To verify your Urban or Rural Status
status:http://www.usac.org/sl/applicants/step05/urban-rural/
- Census Tract Look-up Tool
http://www.ffiec.gov/Geocode/default.aspx
Beginner’s Presentation I 2013 California Department of Education
28
Discounts
Discount Matrix:
TOM TORLAKSON
State Superintendent
of Public Instruction
INCOME
Measured by % of
students eligible for
NSLP
URBAN LOCATION
Discount
RURAL LOCATION
Discount
If the % of students in your
school that qualifies for the
NSLP...
...and you are in an URBAN
area, your
discount will be...
...and you are in a RURAL
area, your
discount will be...
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%
Beginner’s Presentation I 2013 California Department of Education
29
Discounts
Types of Facilities
TOM TORLAKSON
State Superintendent
of Public Instruction
• Instructional Facilities have a discount that
comes from the NSLP free and reduced lunch
data and the Urban/Rural Matrix
• Non-Instructional Facilities and libraries will use
a weighted average
Beginner’s Presentation I 2013 California Department of Education
30
Discounts
Basis for determining –
National School Lunch Program (NSLP)
TOM TORLAKSON
State Superintendent
of Public Instruction
• NSLP data is reported to CDE for October of each year:
http://www.cde.ca.gov/ds/sh/cw/filesafdc.asp
• This posted NSLP data comes from Page 48 of the
Consolidated Application (Con App)
• Program Integrity Assurance (PIA) uses this CDE NSLP
data. Starting in FY2012, applicants must use this
October NSLP data reported to CDE to calculate the
discount
• Important: Keep all establishing NSLP data used on
Form 471 to calculate the discount in your E-rate file for
future USAC Inquiries
Beginner’s Presentation I 2013 California Department of Education
31
Discounts
Sample District
TOM TORLAKSON
State Superintendent
of Public Instruction
District
Students
Enrolled
# Free and
Reduced
Lunches
% Free and
Reduced
Lunches
%
E-Rate
Subsidy
Weighted
Average
for
District
Sample School District
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
WEIGHTED
AVERAGE
Beginner’s Presentation I 2013 California Department of Education
1206.6
50.87%
32
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Eligible Services List
Beginner’s Presentation I 2013 California Department of Education
33
Eligible Services List
Basic Concepts
• Find it online at:
TOM TORLAKSON
State Superintendent
of Public Instruction
http://www.usac.org/_res/documents/sl/pdf/ESL_archive/EligibleServices
List-2013.pdf
– This List is updated Annually
• Priority 1 (P1)
– Telecommunications
– Telecommunications Services
– Internet Access
• Priority 2 (P2)
– Internal Connections
– Basic Maintenance on Eligible Internal Connections
• Note: End-user devices and content generally not eligible
– PCs/PDAs -Printers -Television
– Laptops – Phones - VCRs
• Services must be used for “Educational Purpose” http://www.sl.universalservice.org/reference/educational_purposes.asp
Beginner’s Presentation I 2013 California Department of Education
34
Eligible Services List
Educational Purpose
TOM TORLAKSON
State Superintendent
of Public Instruction
• 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 educational purposes.
Beginner’s Presentation I 2013 California Department of Education
35
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Form 470
Beginner’s Presentation I 2013 California Department of Education
36
Requesting Services
Technology Planning

TOM TORLAKSON
State Superintendent
of Public Instruction
FCC Form 470
Competitive Bidding
FCC Form 471
Application Review & FCDL
FCC Form 486
FCC Forms 472 (BEAR) & 474 (SPI)
Beginner’s Presentation I 2013 California Department of Education
37
Form 470 – Summary
1. WHO – Who is the applicant? E.g.:
TOM TORLAKSON
State Superintendent
of Public Instruction
•
ABC School District
•
XYZ Library
2. WHAT – What Services are you seeking? E.g.:
•
Long Distance
•
Digital Transmission Services, etc.
3. WHEN – When do I submit the Form 470/RFP?
•
Once Form 470/RFP is/are posted, then
Applicant & potential Service Providers know
ACD
4. WHY – If you want E-rate funding you must post a
Form 470 to competitively bid those
5. HOW – How many/what quantity/what speed, etc.,
of the services you are seeking
Beginner’s Presentation I 2013 California Department of Education
38
Form 470 – Purpose
1. Begins “Competitive Bidding” process
2. Identify and describe the:
TOM TORLAKSON
State Superintendent
of Public Instruction
a)
categories of services (e.g., Priority 1,
Telecommunications, etc) and function of services
you are seeking.
b)
Describe scope of your needs (e.g., a single
school building, library system, state network, etc.)
c)
Notify potential bidders (service providers) of types
and quantities of services you need for upcoming
year.
*Note* RFPs (in addition to Form 470) are not
required by the E-rate program but may be required
by your local procurement policies. Discussed more
in “Competitive Bidding” section.
Beginner’s Presentation I 2013 California Department of Education
39
Where Do I Find the Form 470?
TOM TORLAKSON
State Superintendent
of Public Instruction
Helpful link
• Download the form:
– http://www.usac.org/_res/documents/sl/p
df/forms/470.pdf
*Tips:*
• Determine what new services you will
need to add next year.
• Determine which contracts expire on or
before 6/30/2014.
• So that….you will know what services you
are seeking to include on Form 470.
Beginner’s Presentation I 2013 California Department of Education
40
Form 470
Allowable Contract Date (ACD)
TOM TORLAKSON
State Superintendent
of Public Instruction
• Allowable Contract Date (ACD): THE date 28
days after the Form 470 is posted to the USAC
website
– Contracts with Service Providers cannot be
signed until on or after the ACD.
– If an RFP is issued in conjunction with the
Form 470, whichever document (RFP or
Form 470) is posted last, determines the
actual ACD.
Beginner’s Presentation I 2013 California Department of Education
41
Form 470
Identifying Sites
TOM TORLAKSON
State Superintendent
of Public Instruction
• Block 1, 5c:
– Number of eligible entities for which
services are sought.
Beginner’s Presentation I 2013 California Department of Education
42
Identifying Sites
Instructional Facilities
TOM TORLAKSON
State Superintendent
of Public Instruction
• USAC assigns a unique identifying number
to each eligible entity that participates in the
Schools and Libraries Program.
– Individual school
– Library outlet/branch
– Bookmobile
• http://www.usac.org/sl/applicants/beforey
oubegin/entity-number.aspx
Beginner’s Presentation I 2013 California Department of Education
43
Identifying Sites
Non-Instructional Facility (NIF)
TOM TORLAKSON
State Superintendent
of Public Instruction
SCHOOLS:
• Administrative
buildings
• School bus barns
and garages
• Cafeteria offices
• Facilities
associated with
athletic activities
LIBRARIES:
• Administrative
buildings
• Bookmobile garages
• Interlibrary loan
facilities
• Library technology
centers
• See http://www.usac.org/sl/applicants/beforeyoubegin/entitynumber.aspx for more in-depth direction on Entities
Beginner’s Presentation I 2013 California Department of Education
44
Overview of Form 470
The KEY section is Block 2 of Form 470
• Block 2, Items 8 – 9
TOM TORLAKSON
State Superintendent
of Public Instruction
– Describe services you are seeking from Eligible
Services List
• Use Eligible Services list as you would a
textbook/reference material
• You must fill out Block 2 even if you also issue an
RFP
• Identify correct category of services you are
seeking, i.e., Telecommunications,
Telecommunications Services, Internet Access, etc.
– Service Provider uses information you enter in
Block 2 to decide if they qualify to bid
Beginner’s Presentation I 2013 California Department of Education
45
Form 470 – Submit and Certify
1. Once Form 470 is submitted, you must:
TOM TORLAKSON
State Superintendent
of Public Instruction
a) Certify online using your assigned PIN, or
b) Print certification page, sign and mail this
form ASAP-- “certified mail”
2. Print Form 470 for your files, and make
sure you know what the Allowable Contract
Date (ACD) actually is.
• ACD is also displayed on Receipt
Acknowledgement Letter (RAL)
NOTE: Do not award contract before ACD.
Beginner’s Presentation I 2013 California Department of Education
46
Form 470 – Roadmap to Success
TOM TORLAKSON
State Superintendent
of Public Instruction
1. Submit your Form 470 early (Form 470
filing Deadline will be determined once
Form 471 filing deadline is announced):
a) Do submit your Form 470 sometime
between now & December 1.
b) Do not wait until last minute to post your
Form 470!
2. Allow enough time to accomplish:
a) your competitive bidding;
b) evaluate and compare bids & bidders;
c) review any potential contracts you are
planning to sign; and
a) get all resulting contracts signed.
Beginner’s Presentation I 2013 California Department of Education
47
Form 470 – MUST DOs
Before you submit your Form 470 for upcoming year:
• Understand:
– Your existing services & contracts
TOM TORLAKSON
State Superintendent
of Public Instruction
– Contract expiration dates on or before 6/30/2014 for
services eligible for E-rate discount
– Any new Products & Services, additional locations you will
need service for in the coming year
• Identify correct E-rate category for each product
& service you are seeking: Priority 1 or Priority 2
– You may have to submit for services in multiple
categories, e.g., VOIP
• may be either leased Priority 1Telecom or Internet,
or it could be:
• Priority 2 Internal Connections category if you want to
own the equipment and if E-rate funding for Priority 2
services might be approved for your school or library.
Beginner’s Presentation I 2013 California Department of Education
48
Form 470 – Other Tips
TOM TORLAKSON
1. DON’T allow potential service provider(s) for your
school or library to fill out your Form 470.
State Superintendent
of Public Instruction
2. DON’T wait until Form 471 filing window opens
before you post your Form 470.
3. Additional tips on SLD website.
Look for FCC Form 470: How to File Online
@http://www.sl.universalservice.org/menu.asp
4. DO certify your Form 470 before Form 471 Filing
Deadline
http://www.usac.org/sl/about/outreach/online-learning.aspx
Beginner’s Presentation I 2013 California Department of Education
49
Form 470 is Submitted – Now What?
Receipt Notification Letter (RNL)
TOM TORLAKSON
State Superintendent
of Public Instruction
• Issued by USAC, sent to applicant to
summarize information entered on YOUR Form
470.
• Review RNL that SLD sends you; it is
• Your GOLDEN Opportunity is to review RNL
to review what you entered on your Form 470
application and correct minor errors
• RNL is color coded to designate which Erate Year (Yr 2013/2014 is Goldenrod)
• Sample RNL http://www.usac.org/_res/documents/sl/pdf/samples/470R
NL.pdf
Beginner’s Presentation I 2013 California Department of Education
50
Form 470 – How Frequently must I
Submit a Form 470?
TOM TORLAKSON
Must I issue a Form 470 every year?
State Superintendent
of Public Instruction
Applicants must file a new Form 470 each funding
year for requests for
• tariffed
• month-to-month services
• new contractual services.
• HOWEVER ....….
Beginner’s Presentation I 2013 California Department of Education
51
Form 470 – How Frequently must I
Submit a Form 470? (continued)
TOM TORLAKSON
State Superintendent
of Public Instruction
You may not need to file Form 470 every
year if:
• Language on originating Form 470/RFP covered
all services on the contract AND
• Applicant indicated on the Form 470 that a
contract was being sought AND
• Applicant indicated on originating Form 470/RFP
that a multi-year contract was being sought
(perhaps w/voluntary extensions)
• Determine if Form 471, FRN from previous year
(s) referenced a multi-year contract
Beginner’s Presentation I 2013 California Department of Education
52
E-rate Program
New FCC Forms 470 and 471
Proposed Changes
New FCC Forms 470 and 471 I 2013 Schools and Libraries Fall Applicant Trainings
53
Overview
 Proposed changes to FCC Form 470,
Description of Services Requested and
Certification Form
– Consolidated telecommunications and Internet
access services into one field for Priority One
Services in Block 2
– Clarifying text in Block 2 regarding Request For
Proposal (RFP) services
– Additional text in the certification regarding
document retention in Block 5
New FCC Forms 470 and 471 I 2013 Schools and Libraries Fall Applicant Trainings
54
New FCC Forms 470 and 471
Proposed FCC Form 470
Updates
New FCC Forms 470 and 471 I 2013 Schools and Libraries Fall Applicant Trainings
55
Proposed FCC Form 470 Updates
 Consolidated the Telecommunications and
Internet access categories of service into the
field Priority One Services
 Applicants must still distinguish services between
Telecommunications and Internet access on the FCC
Form 471
New FCC Forms 470 and 471 I 2013 Schools and Libraries Fall Applicant Trainings
56
Proposed FCC Form 470 Updates
 Block 2, item 8a, 10a and 11a text addition
– 8a, 10a, 11a. YES, I have released or intend to
release an RFP for one or more of these services.
It is available or will become available on the
Internet at:
New FCC Forms 470 and 471 I 2013 Schools and Libraries Fall Applicant Trainings
57
Proposed FCC Form 470 Updates
 Document retention certification Block 5, Item
19 update
– “I certify that I will retain required documents for
a period of at least five years (or whatever
retention period is required by the rules in effect
at the time of this certification) after the last day
of service delivered.”
New FCC Forms 470 and 471 I 2013 Schools and Libraries Fall Applicant Trainings
58
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Competitive Bidding
Beginner’s Presentation I 2013 California Department of Education
59
Competitive Bidding
Technology Planning
TOM TORLAKSON
State Superintendent
of Public Instruction
FCC Form 470


Competitive Bidding
FCC Form 471
Application Review & FCDL
FCC Form 486
FCC Forms 472 (BEAR) & 474 (SPI)
Beginner’s Presentation I 2013 California Department of Education
60
Competitive Bidding
Cornerstone of E-rate
TOM TORLAKSON
State Superintendent
of Public Instruction
• ALL SERVICES, including month-to-month, tariffed, and
those contracts that expire by 6/30/2015 and contracts for
new services must be competitively bid to receive E-rate
funding
• MUST follow ALL State, Local & E-rate bidding rules!
• Become familiar with YOUR procurement policies
– Business office/Procurement department
– Legal counsel
– Read your board policies on bids and contracts
(the E-rate auditors will!)
Beginner’s Presentation I 2013 California Department of Education
61
Competitive Bidding
FCC Bidding Requirements
TOM TORLAKSON
State Superintendent
of Public Instruction
• All processes must be fair and open
• Applicant must post a Form 470 describing services sought –
an RFP is not required, but when used, must be indicated on
Form 470
• A minimum 28-day bidding window is required; longer if there
is a change in the scope of the procurement
• Applicant cannot list a trade name for goods or services
without allowing for equivalent
• Disqualification factors must be listed on Form 470 or RFP
• The price of E-rate eligible goods and services must be given
the most weight in any award
• Contracts must be signed and executed before filing of the
Form 471
Beginner’s Presentation I 2013 California Department of Education
62
Competitive Bidding
Requirements and Documentation
TOM TORLAKSON
State Superintendent
of Public Instruction
• You must ensure that the competitive bidding
process is open and fair
– You must keep all incoming bids and correspondence
with bidders
– Respond to ALL vendors. If you choose not to, you
must have a good reason (i.e. Spam) and document it
• All potential bidders have access to the
information from your Form 470 and RFP (if
required), and they can respond to your requests
Beginner’s Presentation I 2013 California Department of Education
63
Competitive Bidding
Examples of rule violations
• Applicant has a relationship with a service provider that
unfairly influences outcome of your competitive bidding
process
TOM TORLAKSON
State Superintendent
of Public Instruction
• Someone other than applicant (or authorized
representative of the applicant) prepares, signs, and
submits Form 470 and certifications
• Applicant signs contract before 28 day competitive
bidding period comes to an end
• A service provider representative is listed as the Form
470 contact person and that service provider is allowed to
participate in competitive bidding process
• Form 470 does not describe desired products and
services with sufficient specificity to enable interested
parties to submit bid responses
Beginner’s Presentation I 2013 California Department of Education
64
Competitive Bidding
Program Compliance
TOM TORLAKSON
State Superintendent
of Public Instruction
• http://www.sl.universalservice.org/reference/Best
Practices.asp
– At a minimum, keep (see last slide):
 Copies of all bids, winning and losing
 All documentation on the award process and
bid evaluation criteria for your award
 All correspondence throughout the bidding
process
 Complete copies of all related contracts
•
Evaluation Criteria (needs to be established
BEFORE you release RFP/Form 470)
AND
• FOLLOW LOCAL PROCUREMENT POLICIES
Beginner’s Presentation I 2013 California Department of Education
65
Competitive Bidding
Bid Evalution Acronyms and Terms
TOM TORLAKSON
State Superintendent
of Public Instruction
• Bid – A service provider response to your
Form 470 and/or RFP that contains services
and prices and any other information you
have requested
• Price as the primary factor – In evaluating
bids, the price of E-rate eligible products
and services must be the most heavilyweighted factor in your evaluation of bids
Beginner’s Presentation I 2013 California Department of Education
66
Competitive Bidding
Choosing a Service Provider
TOM TORLAKSON
State Superintendent
of Public Instruction
• After you close the competitive bidding
process for your services (on or after the
Allowable Contract Date (ACD):
1.
2.
3.
4.
You can evaluate bids received
You can choose your service provider(s)
You can sign a contract
Get Board approval if Board approval is
required
5. You can post Form 471
Beginner’s Presentation I 2013 California Department of Education
67
Competitive Bidding
Bid Evaluation Program Compliance
TOM TORLAKSON
State Superintendent
of Public Instruction
• Best Practices:
– 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
– If you get only one bid, is it competitive?
• You may need to be proactive in soliciting for
bids; local procurement rules prevail
Beginner’s Presentation I 2013 California Department of Education
68
Competitive Bidding
Evaluation Criteria
TOM TORLAKSON
State Superintendent
of Public Instruction
• Price of E-rate eligible service(s) must be
most heavily weighted factor
• Can choose most responsive and
responsible bid, but you must DOCUMENT
the choice and process
• Have District official SIGN and DATE the
completed rubric as acknowledgement at
time of the decision by the district
Beginner’s Presentation I 2013 California Department of Education
69
Competitive Bidding
Sample Bid Evaluation Matrix
TOM TORLAKSON
State Superintendent
of Public Instruction
Factor
Points
Available
30
Vendor
1
Vendor
2
Vendor
3
15
30
25
20
20
0
20
25
20
15
25
15
0
15
15
5
5
3
2
Local or in state vendor
5
5
5
5
Total
100
65
68
92
Price of ELIGIBLE
goods and services
Prior experience w/
vendor
Prices for ineligible
services, products &
Fees
Flexible Invoicing: 472 or
474
Environmental objectives
Beginner’s Presentation I 2013 California Department of Education
70
Competitive Bidding
Reminders
TOM TORLAKSON
State Superintendent
of Public Instruction
• 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 most cost-effective service provider, with
price as the primary factor.
• DO keep ALL records relating to 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 applicant/Board and service provider
before filing the Form 471.
• DON’T sign a contract until after Form 470 has
been posted for a minimum of 28 days.
Beginner’s Presentation I 2013 California Department of Education
71
Competitive Bidding
Contract reminders
TOM TORLAKSON
State Superintendent
of Public Instruction
• Contract Reviews:
Do not wait until the last minute
– Leave time for board approval processes
and signatures
– Know what constitutes a fully executed
contract, i.e., Board Approval, etc.
• Some contracts may require 2 or more
signatures/dates to be fully executed
Beginner’s Presentation I 2013 California Department of Education
72
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Form 471
Beginner’s Presentation I 2013 California Department of Education
73
Ordering Services

FCC Form 470

Competitive Bidding

Technology Planning
TOM TORLAKSON
State Superintendent
of Public Instruction
FCC Form 471
Application Review & FCDL
FCC Form 486
FCC Forms 472 (BEAR) & 474 (SPI)
Beginner’s Presentation I 2013 California Department of Education
74
Form 471
Your application for funds
TOM TORLAKSON
State Superintendent
of Public Instruction
• Detailed information on services being
requested, service providers selected, and
contracts
• Must be filed every funding year
– even on multi-year contracts
• Includes one or more funding requests
Beginner’s Presentation I 2013 California Department of Education
75
Form 471
Purpose of the form
TOM TORLAKSON
State Superintendent
of Public Instruction
• Identify eligible schools and libraries that will receive
services (Block 4)
• Include your discount calculation information (Block 4)
• Provide specifics on selected service providers and
eligible services (Block 5)
– Itemize costs associated with services you are
requesting E-rate funding for (Item 21 Attachment)
– Item 21 Attachment form can be filed online • Certify your compliance with program rules (Block 6)
Beginner’s Presentation I 2013 California Department of Education
76
Form 471
Recurring vs. Non-Recurring
TOM TORLAKSON
State Superintendent
of Public Instruction
• Monthly Recurring Charges (MRC) = charges
incurred monthly, e.g., bills for ongoing phone
lines, monthly LD, etc.
• Non Recurring Charges (NRC) = one-time
charges, e.g., purchase of E-rate eligible
equipment
• Separate MRC from NRC in Form 471, Block 5
– Services that include recurring costs must ALWAYS
be received by June 30
– Services that include NRC must be received by
September 30 following the Funding Year (deadline
can be extended for certain circumstances)
Beginner’s Presentation I 2013 California Department of Education
77
Form 471
Item 21 attachment
TOM TORLAKSON
State Superintendent
of Public Instruction
• This document itemizes the dollar amount(s) of
your funding request
– Substantiating documentation that proves
the pre-discount cost of services or products
– Should be clear and concise
– Must match the $ amount on the associated
funding request number on Block 5.
– Can be filed online
• Sample formats available on USAC website
– http://www.usac.org/sl/applicants/step04/item-21.aspx
Beginner’s Presentation I 2013 California Department of Education
78
Form 471
Item 21 attachment, cont’d
TOM TORLAKSON
State Superintendent
of Public Instruction
• Identify and remove ineligible costs from
Requested Amounts
• Work with service provider(s) to create your Item
21 attachment(s)
• Item 21’s must be filed by Form 471 deadline
• Verify that each Item 21’s total $ amount
matches the corresponding funding request’s
$ amount on the Form 471 Block 5
Beginner’s Presentation I 2013 California Department of Education
79
Form 471
Sample Form 471
TOM TORLAKSON
State Superintendent
of Public Instruction
• Tip – download and review the form prior to
filing online.
http://www.usac.org/sl/tools/forms.aspx
Beginner’s Presentation I 2013 California Department of Education
80
Form 471
Best Practices
TOM TORLAKSON
State Superintendent
of Public Instruction
– File Online
– Do not combine Priority 1 and Priority 2
services on same Form 471
– Submit BEFORE Form 471 Filing Deadline
Date (Deadline changes every application
year)
– Certify BEFORE close of window
•Certify online, if using PIN
•By track-able 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/sl/applicants/step02/clerical-errors.aspx
Beginner’s Presentation I 2013 California Department of Education
81
Form 471
Certifications
TOM TORLAKSON
State Superintendent
of Public Instruction
Block 6, 26 through 37:
• Applicant is required to make a variety of
certifications
• Read each certification carefully and take them
very seriously
– Download form to read certifications at
• http://www.usac.org/sl/tools/default.aspx
Beginner’s Presentation I 2013 California Department of Education
82
Form 471
What if I miss the Form 471 deadline?
TOM TORLAKSON
State Superintendent
of Public Instruction
• 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
Beginner’s Presentation I 2013 California Department of Education
83
Reminders
TOM TORLAKSON
State Superintendent
of Public Instruction
Form 471
• 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 Eligible Services List and request discounts only
on eligible services.
• DO complete and submit each Item 21 Attachment by Form
471 filing deadline.
• DO split out requests of questionable eligibility into
separate Funding Request Numbers (FRNs).
• DO check your math. The Form 471 Block 5 amount and
correlated 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.
Beginner’s Presentation I 2013 California Department of Education
84
Form 471
Receipt Acknowledgement Letter (RAL)
TOM TORLAKSON
State Superintendent
of Public Instruction
Applicants should carefully review Form 471
RAL and submit corrected data entry errors
before issuance of the Funding Commitment
Decision Letter (FCDL).
- Best Practice: Submit corrections within
3 weeks of the date on the RAL
• http://www.usac.org/_res/documents/sl/pdf/samples/form471RAL-applicant.pdf
Beginner’s Presentation I 2013 California Department of Education
85
New FCC Forms 470 and 471
Proposed FCC Form 471
Updates
New FCC Forms 470 and 471 I 2013 Schools and Libraries Fall Applicant Trainings
86
Overview
 Proposed changes to the FCC Form 471,
Description of Services Ordered and
Certification Form
– Removed Block 2
– Request for additional information regarding
broadband connectivity on an FRN level
New FCC Forms 470 and 471 I 2013 Schools and Libraries Fall Applicant Trainings
87
Proposed FCC Form 471 Updates
 Additional Block 5 reporting requirements
– For Broadband and other connectivity services
only
• E.g. T-1, fiber, DSL, cable, cellular wireless hotspots,
satellite
– Does not apply to non-broadband or other
connectivity services
• E.g. Cellular service, web hosting and email service
– Complete information for every applicable
funding request
New FCC Forms 470 and 471 I 2013 Schools and Libraries Fall Applicant Trainings
88
Proposed FCC Form 471 Updates
 Block 2 has been removed and a new data
gathering section has been added to Block 5
New FCC Forms 470 and 471 I 2013 Schools and Libraries Fall Applicant Trainings
89
Proposed FCC Form 471 Updates
 If you are not requesting broadband or other
connectivity services for the individual funding
request, check the box
New FCC Forms 470 and 471 I 2013 Schools and Libraries Fall Applicant Trainings
90
Proposed FCC Form 471 Updates
 If you are requesting broadband or other
connectivity services, fill out Block 5, Item 24
 For example, if you request one T-1, six fiber
connections that average 150 Mbps and one
gigabit connection:
New FCC Forms 470 and 471 I 2013 Schools and Libraries Fall Applicant Trainings
91
Proposed FCC Form 471 Updates
 Item 25 b, 1 - For applicants if the Internet
service is available to students or patrons in
more than just a single location or office
– If the access is provided by wired connections,
approximately what percentage of the school
classroom or public library rooms included in the
Block 4 worksheet for this FRN will have access to
wired drops? _____?
New FCC Forms 470 and 471 I 2013 Schools and Libraries Fall Applicant Trainings
92
Proposed FCC Form 471 Updates
 Item 25 b, 2 - For applicants if the Internet
service is available to students or patrons in
more than just a single location or office
– If the access is provided by Wi-Fi connections,
approximately what percentage of the school
classroom or public library rooms included in the
Block 4 worksheet for this FRN will have access to
wired drops? _____?
New FCC Forms 470 and 471 I 2013 Schools and Libraries Fall Applicant Trainings
93
Proposed FCC Form 471 Updates
 Item 25 c - For consortia and statewide
applications, do the connections in this FRN
include the last mile connection to the school
or library? Yes No
– If no, are these connections only for backbone
connections? Yes No
New FCC Forms 470 and 471 I 2013 Schools and Libraries Fall Applicant Trainings
94
Proposed FCC Form 471 Updates
 Document retention certification Block 6, Item
33 update
– “I certify that I will retain required documents for
a period of at least five years (or whatever
retention period is required by the rules in effect
at the time of this certification) after the last day
of service delivered.”
New FCC Forms 470 and 471 I 2013 Schools and Libraries Fall Applicant Trainings
95
Questions?
New FCC Forms 470 and 471 I 2013 Schools and Libraries Fall Applicant Trainings
96
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Application Review
& Funding
Commitments
Beginner’s Presentation I 2013 California Department of Education
97
Application
Review/Commitments

FCC Form 470

Competitive Bidding

FCC Form 471

Technology Planning
TOM TORLAKSON
State Superintendent
of Public Instruction
Application Review & FCDL
FCC Form 486
FCC Forms 472 (BEAR) & 474 (SPI)
Beginner’s Presentation I 2013 California Department of Education
98
Program Integrity Assurance (PIA Review)
TOM TORLAKSON
During PIA review, USAC reviews your
Form(s) 471 to:
State Superintendent
of Public Instruction
• Check eligibility discount levels
• Verify services are eligible for discounts
• Provide opportunity to make allowable
corrections to your application
(http://www.usac.org/sl/applicants/step02/clerical-errors.aspx)
• Ask for additional verification to demonstrate
applicant compliance with program rules, as
needed.
Beginner’s Presentation I 2013 California Department of Education
99
PIA Review
Be Responsive to PIA Reviewer:
TOM TORLAKSON
State Superintendent
of Public Instruction
• Respond promptly; answer questions in their entirety (you
are given 15 days initially to respond)
• Document communication with PIA reviewer:
– E-mail is preferred (acknowledgement of receipt)
• Ask for more time if you need it
– More time request…may delay your application
review
• Don’t assume Reviewer has your original Item 21
attachment
• Establish working relationship: PIA reviewer can help
clarify questions being asked of you
• Contact Service Provider(s) immediately if you need
information from them to respond
• Contact CDE for site/discount validations, etc., as needed
Beginner’s Presentation I 2013 California Department of Education
100
Application Review & Funding
Commitments
What happens after PIA review?
TOM TORLAKSON
State Superintendent
of Public Instruction
• Decision: A Funding Commitment Decision
Letter (FCDL) is sent to applicant.
• FCDL letter notifies you that your request is:
– Funded
– Partially funded
– Not Funded
– As Yet Unfunded (Priority 2 requests)
– Cancelled
Beginner’s Presentation I 2013 California Department of Education
101
•SAMPLE FCDL:
http://www.usac.org/_res/docum
ents/sl/pdf/samples/form-471FCDL-applicant.pdf
TOM TORLAKSON
State Superintendent
of Public Instruction
•Carefully review FCDL
for details on approved or
denied requests and
determine your next steps
•Should be your “trigger”
to file subsequent forms
to both USAC and
Service Providers
•Starts deadline clock for
appeal on denial(s) – 60
Days:
http://www.usac.org/sl/ab
out/programintegrity/appeals.aspx
Beginner’s Presentation I 2013 California Department of Education
102
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
CIPA Compliance & Protecting
Children in the 21st Century
Beginner’s Presentation I 2013 California Department of Education
103
CIPA Basics
• Children’s Internet Protection Act (“CIPA”) enacted in
December of 2000 – effective April 20, 2001
TOM TORLAKSON
State Superintendent
of Public Instruction
• CIPA requirements apply to ALL applicants that
receive funding in following categories of service:
• P1 - Internet Access
• P2 - Internal Connections
• P2 - Basic Maintenance of Internal Connections
• CIPA compliance is not required for applications for
P1 - Telecommunications Services and Voice Over
Internet Protocol (VoIP)
• First-time applicants (ONLY) may have up to two
additional years to come into compliance
Beginner’s Presentation I 2013 California Department of Education
104
CIPA Compliance
Recap of continuing requirements
TOM TORLAKSON
State Superintendent
of Public Instruction
1. Internet safety policy
2. Technology protection measure (filter)
3. Public notice of – and public meeting or
hearing on – the Internet safety policy
For a detailed discussion of CIPA requirements:
Children’s Internet Protection Act website
guidance
Form 486 Instructions
Form 479 Instructions
Beginner’s Presentation I 2013 California Department of Education
105
Protecting Children in the 21st
Century Basics
• Erroneously referred to as CIPA
• Supplement to CIPA Policy
TOM TORLAKSON
State Superintendent
of Public Instruction
• Enacted in October of 2008 – effective July 1, 2012
• Requirements apply ONLY to school and school
district applicants that receive funding in following
categories of service:
• P1 - Internet Access
• P2 - Internal Connections
• P2 - Basic Maintenance of Internal Connections
• Requires applicants meet certain requirements
regarding education of minors and cyberbullying
awareness and response
Beginner’s Presentation I 2013 California Department of Education
106
Overview of Protecting Children in
the 21st Century Requirements
TOM TORLAKSON
State Superintendent
of Public Instruction
• Schools must educate minors about appropriate online
behavior, including interacting with other individuals on
social networking websites and in chat rooms
(education requirements apply only to minors and not
adults)
• Schools must promote cyberbullying awareness and
response
• Schools must update their Internet Safety Policies to
address these new requirements
• These activities must be in place by July 1, 2012
Beginner’s Presentation I 2013 California Department of Education
107
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Begin Receiving Services
(Form 486)
Beginner’s Presentation I 2013 California Department of Education
108
Begin Receiving Services

FCC Form 470

Competitive Bidding

FCC Form 471

Application Review & FCDL 
Technology Planning
TOM TORLAKSON
State Superintendent
of Public Instruction
FCC Form 486
FCC Forms 472 (BEAR) & 474 (SPI)
Beginner’s Presentation I 2013 California Department of Education
109
Begin Receiving Services (Form 486)
Purpose of Form 486
TOM TORLAKSON
State Superintendent
of Public Instruction
• Notifies USAC that your eligible services have
started or delivered and that invoices for those
services can be processed and paid
• Provides name of TPA (Technology Plan
Approver) who approved your technology plan
• Reports your status of compliance with CIPA
and Protecting Children in the 21st Century Act
Beginner’s Presentation I 2013 California Department of Education
110
Begin Receiving Services (Form 486)
Form 486 Certifications
TOM TORLAKSON
State Superintendent
of Public Instruction
• For P2 services (starting in FY 2011), that
applicant’s Technology Plan is approved by
USAC-certified technology plan approver by
start of services and covers 12 months of
funding year
• Applicant is compliant with CIPA requirements,
unless this is applicant’s first year of
participation in E-rate program and is
undertaking actions to become compliant (firsttimers ONLY)
Beginner’s Presentation I 2013 California Department of Education
111
Begin Receiving Services (Form 486)
Form 486 Deadline
• Can only be filed AFTER receipt of FCDL
TOM TORLAKSON
State Superintendent
of Public Instruction
– Form 486 must be filed online or postmarked
no later than:
• 120 days after Service Start Date OR
• 120 days after date of FCDL
Whichever is later
• Grace period from USAC – Reminder letter giving
additional 20 days to file 486 – (Alaska Gateway
order)
•Take Reminder letter seriously! Do NOT
miss 486 deadline.
–
http://www.usac.org/sl/applicants/step06/default.aspx
Beginner’s Presentation I 2013 California Department of Education
112
Begin Receiving Services (Form 486)
What if I miss the 486 deadline?
TOM TORLAKSON
State Superintendent
of Public Instruction
• If Form 486 is late, your Service Start Date
will be adjusted to 120 days prior to online
certification or 120 days prior to postmark.
• Adjusting Service Start Date:
WILL affect P1 services
• Funding will more than likely be reduced
MAY affect P2 services
• The date …120 days before the Form 486
postmark date.. will become the “new”
start date for your services and E-rate
funding may be reduced.
Beginner’s Presentation I 2013 California Department of Education
113
Begin Receiving Services (Form 486)
Reminders
TOM TORLAKSON
State Superintendent
of Public Instruction
• DO file within 120 days of the service start date (July 1
for recurring services) or FCDL date, WHICHEVER IS
LATER.
• DO understand early filing rules if filing BEFORE July 1.
• DO review Form 486 Notification Letter to verify all FRNs
were included.
• DO maintain open communication with your service
provider regarding non-recurring services. They cannot
invoice USAC until Form 486 is filed.
• DO make sure your Technology Plan is approved (as
applicable)
• DO make sure you are compliant with CIPA and
Protecting Children in the 21st Century Act
• DON’T ignore your Form 486 Reminder Letter.
Beginner’s Presentation I 2013 California Department of Education
114
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation
Invoicing USAC
(Form 472 and Form 474)
Beginner’s Presentation I 2013 California Department of Education
115
Invoicing USAC
TOM TORLAKSON
State Superintendent
of Public Instruction
Beginner’s Presentation I 2013 California Department of Education






116
Invoicing USAC (Form 472 or Form 474)
TOM TORLAKSON
State Superintendent
of Public Instruction
Requirements to fulfill before USAC will
pay any E-rate invoices
1. Applicants and Service Providers must
receive FCDL from USAC for the
services to be invoiced
AND
2. Applicants must file a Form 486 and
receive a 486 Notification Letter
Beginner’s Presentation I 2013 California Department of Education
117
Invoicing USAC (Form 472 and Form 474)
Applicants choose whether to invoice
USAC via one of two methodologies:
TOM TORLAKSON
State Superintendent
of Public Instruction
o Billed Entity Applicant Reimbursement:
(BEAR) Form 472 is filed by Applicant and
approved by Service Provider after applicant
has paid for the services in full
OR
o Service Provider Invoice: (SPI) Form 474 is
filed by Service Provider after applicant has
been billed for the non-discounted portion of the
cost of eligible services
• Note: Telecommunications Services & Internet
Access services that receive CTF Discounts
must use SPI process
Beginner’s Presentation I 2013 California Department of Education
118
Invoicing USAC (Form 472 or BEAR)
BEAR is filed by Applicant
TOM TORLAKSON
State Superintendent
of Public Instruction
1. Applicant must receive services and pay
invoices in full (amount must be for E-rate eligible
portion only)
2. Once form is filled out, it must be certified
by Applicant and Service Provider
3. Completed form is then mailed to SLD
(unless certified online)
I. SLD reviews the form
II. BEAR Notification Letter is sent to both
Applicant and Service Provider
i.
ii.
Discounts are transmitted electronically to
Service Provider
Service Provider has 20 days to reimburse
Applicant from BEAR Notification Letter date
Beginner’s Presentation I 2013 California Department of Education
119
Service Provider Invoice (Form 474 or SPI)
SPI is filed by Service Provider
TOM TORLAKSON
State Superintendent
of Public Instruction
• Used by Service Providers (SP)
– Allows SP to apply discounts to the bill AFTER
funding commitment has been issued and all
relevant forms are submitted
– Allows applicant to eventually pay only their nondiscounted portion
– SP Forms such as “Grid” and “Data Gathering
Form” MUST be submitted
• Every SP has their own process and suggested
deadline
• Follow up with SP to ensure receipt of funds
• Helps your district/library’s CASH FLOW !
RETURN GRIDS/Data Gathering information to
SP ASAP to start discounts!
Beginner’s Presentation I 2013 California Department of Education
120
Invoicing USAC
Reminders
TOM TORLAKSON
State Superintendent
of Public Instruction
• DO pay your bills. The expectation of E-rate funding is that
you pay your bill(s) within 90 days of receipt of bill.
• Do ensure your Form 486 is filed in a timely manner.
Invoicing cannot occur until Form 486 is filed and certified.
• DO, if using the SPI method, ensure that all service provider
forms are completed and returned in a timely manner.
• DO work with your service provider to verify discounts
posted on your invoices.
• DO file the BEAR form prior to the Invoice Deadline.
• DO document your BEAR form calculations and retain for
audit purposes.
• DO file an Invoice Deadline Extension Request if your FRN
does not show any or incomplete disbursement of funding
by the invoicing deadline.
• DON’T assume the discounts posted are correct.
• DON’T include ineligible costs in your BEAR form amount.
Beginner’s Presentation I 2013 California Department of Education
121
Invoicing USAC
Upcoming Deadlines for FY 2012 (prior year)
2012/13)
TOM TORLAKSON
State Superintendent
of Public Instruction
Type of Service
Date of FCDL
Invoice Extension
Invoice Deadline
Deadline
Recurring
Service
Before
June 30, 2013
October 28, 2014 February 25, 2015
Recurring
Service
After
June 30, 2013
October 28, 2014 February 25, 2015
Non-Recurring
Service
Before
March 1, 2013
January 28, 2015
May 27, 2015
Non-Recurring
Service
After
March 1, 2013
January 28, 2015
May 27, 2015
Beginner’s Presentation I 2013 California Department of Education
122
Invoicing USAC
Future Deadlines for FY 2013
TOM TORLAKSON
State Superintendent
of Public Instruction
Type of Service
Date of FCDL
Invoice Extension
Invoice Deadline
Deadline
Recurring
Service
Before
June 30, 2014
October 28, 2015 February 25, 2016
Recurring
Service
After
June 30, 2014
October 28, 2015 February 25, 2016
Non-Recurring
Service
Before
March 1, 2014
January 28, 2016
May 27, 2016
Non-Recurring
Service
After
March 1, 2014
January 28, 2016
May 27, 2016
Beginner’s Presentation I 2013 California Department of Education
123
Application Deadlines
TOM TORLAKSON
State Superintendent
of Public Instruction
• Form 470 - Posted at least 28 days before
the filing of the Form 471, keeping in mind
the Form 471 application filing window
opening and closing dates
Note that contracts must be awarded and
signed before filing the Form 471
• Form 471 - Received or postmarked no
later than 11:59 p.m. EST on the day of the
close of the Form 471 application filing
window (exact date will be posted on SLD
website)
Beginner’s Presentation I 2013 California Department of Education
124
Other E-rate Deadlines
TOM TORLAKSON
State Superintendent
of Public Instruction
• Form 486 - Received or postmarked no later
than 120 days after the date of the USAC
Funding Commitment Decision Letter or the
service start date, whichever is later
• Form 472/Form 474 - Received or postmarked
no later than 120 days after the date of the
Form 486 Notification Letter or the last date to
receive service, whichever is later
• Appeals - Received or postmarked no later
than 60 days after the date of USAC's decision
letter
Beginner’s Presentation I 2013 California Department of Education
125
General Reminders
Document Retention
• Keep for 5 years after last date of service
TOM TORLAKSON
State Superintendent
of Public Instruction
– Be aware of contract dates and extensions
– All E-rate documentation – don’t throw anything away
• Make sure all departments (e.g., food services,
accounting, etc.) understand E-rate document
retention requirements
• Align Board policies with E-rate requirements
• Per 5th Report and Order: if applicant can’t
prove compliance with rules through
documentation, USAC 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)
Beginner’s Presentation I 2013 California Department of Education
126

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