1. JACK O’CONNELL State Superintendent of Public Instruction 1 E-Rate for California E-Rate for California Beginner Applicants

2. JACK O’CONNELL State Superintendent of Public Instruction 2 E-Rate Acronyms 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 http://www.usac.org/sl/tools/reference- area.aspx 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 http://www.usac.org/sl/tools/reference- area.aspx

3. JACK O’CONNELL State Superintendent of Public Instruction 3 Who Administers the E-rate Program? The federal E-rate program is overseen by the Federal Communications Commission (FCC) and is administered by the Schools and Libraries Division (SLD) of the Universal Service Administrative Company (USAC) –FCC makes the rules and regulations for the E-rate program

4. JACK O’CONNELL State Superintendent of Public Instruction 4 How is USAC related to the FCC? Comprehensive information about the E-Rate program is available at the SLD website: http://www.usac.org/sl/ USAC is a not-for-profit corporation appointed by the FCC to act as the administrator of the E-Rate program

5. JACK O’CONNELL State Superintendent of Public Instruction 5 California Department of Education (CDE) & State Library Do Not Administer the Federal E-Rate program.  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. JACK O’CONNELL State Superintendent of Public Instruction 6 Eligibility - Schools Schools must provide elementary or secondary education as determined under state law. Schools may be public or private institutional day or residential schools, or public charter schools. Schools must operate as non-profit businesses. Schools cannot have an endowment exceeding $50 million.

7. JACK O’CONNELL State Superintendent of Public Instruction 7 Pre-K and Adult Ed State law, in conjunction with E-Rate rules, determines eligibility of Pre-K, Adult Ed and Juvenile Justice Reference the following for California eligibility: http://www.usac.org/sl/applicants/ste p01/non-traditional-k-12/k-12- eligibility-table.aspx http://www.usac.org/sl/applicants/ste p01/non-traditional-k-12/k-12- eligibility-table.aspx In addition, Head Start can be eligible

8. JACK O’CONNELL State Superintendent of Public Instruction 8 Eligibility – Libraries Libraries must be eligible for assistance from the California state library administrative agency under the LSTA (Library Services & Technology Act) Libraries must have budgets completely separate from any schools (including, but not limited to, elementary and secondary schools, colleges and universities). Libraries cannot operate as for-profit businesses.

9. JACK O’CONNELL State Superintendent of Public Instruction 9 Program Identification Numbers Billed Entity Number - BEN –http://www.sl.universalservice.org/Util ities/BilledEntitySearch_Public.asphttp://www.sl.universalservice.org/Util ities/BilledEntitySearch_Public.asp Service Provider Identification Number - SPIN –http://www.sl.universalservice.org/For ms/SPIN_Contact_Search.asphttp://www.sl.universalservice.org/For ms/SPIN_Contact_Search.asp

10. JACK O’CONNELL State Superintendent of Public Instruction 10 E-Rate Process 1.E-rate Technology Planning – What are my goals? 2.Form 470 - Starting the Application Process 3.Competitive Bidding 4.Form 471 – Selecting Your Vendors 5.PIA (Program Integrity Assurance) Review 6.Funding Commitment 7.Form 486 Receipt of Services Confirmation 8.Form 472 – BEAR and Form 474 – SPI – Invoicing “Getting the Money” 9.Other Forms as needed

11. JACK O’CONNELL State Superintendent of Public Instruction 11 E-Rate Cycle Funding Year is July 1 – June 30 Funding commitments are made by funding year (services starting on or after July 1 and ending on or before the following June 30) The Window –Form 471 application window –Opens mid to late fall and closes late January to early February –This year Funding Cycle July 1, 2009 to June 30, 2010

12. JACK O’CONNELL State Superintendent of Public Instruction 12 1. E-Rate Technology Planning

13. 13 Required Elements For E-Rate Plan: 1.Goals 2.Professional Development 3.Needs Assessment 4.Budget 5.Evaluation Process Tech Plan Help www.usac.org/sl/ applicants/step02/ For EETT/Federal/State funding: Executive Summary/Introduction Stakeholders Curriculum Professional Development Infrastructure Adult literacy Research Funding and Budget Monitoring and Evaluation E-Rate supplemental budget analysis … and also see: www.cde.ca.gov/ls/et/rs/techplan.asp

14. JACK O’CONNELL State Superintendent of Public Instruction 14 Technology Plan Help Tech Plan Help –http://www.usac.org/sl/applicants/ste p02/http://www.usac.org/sl/applicants/ste p02/ –http://www.library.ca.gov/services/libr aries/erate.htmlhttp://www.library.ca.gov/services/libr aries/erate.html –http://www.cde.ca.gov/ls/et/rs/techpla n.asphttp://www.cde.ca.gov/ls/et/rs/techpla n.asp –http://www.cde.ca.gov/ls/et/rs/ctapco ordinators.asp (CTAP)http://www.cde.ca.gov/ls/et/rs/ctapco ordinators.asp Technology Plan Help

15. JACK O’CONNELL State Superintendent of Public Instruction 15 Technology Plan Must be certified by a USAC approved agency –http://www.usac.org/sl/tools/reference /tech/default.aspwww.usac.org/sl/tools/reference /tech/default.asp –Service Providers may not act as technology plan approvers or aid in writing the tech plan Must be approved by the start of services or the filing of Form 486, whichever is earlier

16. JACK O’CONNELL State Superintendent of Public Instruction 16 Technology Plan Reminders 1.Must cover entire funding year 2.Must be “written” prior to posting 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” 3.Must include all services that E-Rate discount is being requested on Form 470 4.Must be approved by a “USAC Certified Technology Plan Approver” 5.Technology Plan approver for 486 purposes is: If EETT & E-rate, the approver is CDE If only E-rate, the approver is COE or State Library Private Schools see USAC tech plan approver list

17. JACK O’CONNELL State Superintendent of Public Instruction 17 Discount Calculations Calculated based on two factors 1.Percentage of students eligible for National School Lunch Program http://www.usac.org/sl/applicants/step05/discount- matrix.aspx http://www.usac.org/sl/applicants/step05/discount- matrix.aspx 2.Urban or Rural status of Entity http://www.usac.org/sl/applicants/step05/urban- rural/ http://www.usac.org/sl/applicants/step05/urban- rural/

18. JACK O’CONNELL State Superintendent of Public Instruction 18 Free and Reduced Lunch Information (NSLP) Reported to CDE in October of each year. (Posted in Spring/Summer of following year) Where the numbers come from: –Claim Reimbursement from Food Services Manager for month of October –Program Integrity Assurance (PIA) looks at Dataquest information that is available from CDE Dataquest Link: http://dq.cde.ca.gov/dataquest/http://dq.cde.ca.gov/dataquest/ –Keep all Free and Reduced lunch information in your records for future USAC Inquiries Reported to CDE in October of each year. (Posted in Spring/Summer of following year) Where the numbers come from: –Claim Reimbursement from Food Services Manager for month of October –Program Integrity Assurance (PIA) looks at Dataquest information that is available from CDE Dataquest Link: http://dq.cde.ca.gov/dataquest/http://dq.cde.ca.gov/dataquest/ –Keep all Free and Reduced lunch information in your records for future USAC Inquiries

19. 19

20. JACK O’CONNELL State Superintendent of Public Instruction 20 Discount Matrix % Eligible Students for NSLP UrbanRural Less than 1%20%25% 1% to 19%40%50% 20% to 34%50%60% 35% to 49%60%70% 50% to 74%80% 75% to 100%90%

21. JACK O’CONNELL State Superintendent of Public Instruction 21

22. 22 District Students Enrolled # Free and Reduced Lunches % Free and Reduced Lunches Urban or Rural % E-Rate Subsidy Weighted Average for District Sample School District Urban Sample School 1191473.68%80%15.2 Sample School 283632338.64%60%501.6 Sample School 31885428.72%50%94 Sample School 41216553.72%80%96.8 Sample School 51583622.78%50%79 Sample School 6105020419.43%40%420 TOTALS FOR DISTRICT2372696 1206.6 WEIGHTED AVERAGE 50.87%

23. JACK O’CONNELL State Superintendent of Public Instruction 23 Billed Entity Number vs. Entity Number An entity is considered a “Billed Entity" if it is responsible for making payments directly to a service provider District is “billed entity” Each school site has its own entity number NIF (Non-Instructional Facility) must have an Entity Number The NIF must be included on Block 4 in order to receive discounts at that site for the shared services, i.e., telecom

24. JACK O’CONNELL State Superintendent of Public Instruction 24 Non-Instructional Facilities (NIFs) Examples SCHOOLS:LIBRARIES: Administrative buildings School bus barns and garages Cafeteria offices Facilities associated with athletic activities Bookmobile garages Interlibrary loan facilities Library technology centers Cafeteria offices

25. JACK O’CONNELL State Superintendent of Public Instruction 25 Discount Calculations Instructional Facilities will have a discount that comes straight from Matrix Non-Instructional Facilities will use District Weighted Average (District Office, Maintenance, Bus Barn, Bookmobile Garages, Cafeteria, etc)

26. JACK O’CONNELL State Superintendent of Public Instruction 26 Eligible Services - Categories Priority 1 (P1) –Telecommunications –Internet Access Priority 2 (P2) –Internal Connections –Basic Maintenance on Eligible Internal Connections

27. JACK O’CONNELL State Superintendent of Public Instruction 27 Non-Instructional Facilities (NIFs) Are eligible for Priority 1 services, telecommunications and internet access

28. JACK O’CONNELL State Superintendent of Public Instruction 28 Eligible Services – Basic Concepts Key reference: Eligible Services List – http://www.usac.org/sl/tools/eligible-services- list.aspx http://www.usac.org/sl/tools/eligible-services- list.aspx This List is updated Annually Services must be used for “Educational Purpose ” - http://www.sl.universalservice.org/reference/education al_purposes.asp http://www.sl.universalservice.org/reference/education al_purposes.asp End-user devices and content generally not eligible –PCs/PDAs-Printers-Television –Laptops-Phones- VCRs Key reference: Eligible Services List – http://www.usac.org/sl/tools/eligible-services- list.aspx http://www.usac.org/sl/tools/eligible-services- list.aspx This List is updated Annually Services must be used for “Educational Purpose ” - http://www.sl.universalservice.org/reference/education al_purposes.asp http://www.sl.universalservice.org/reference/education al_purposes.asp End-user devices and content generally not eligible –PCs/PDAs-Printers-Television –Laptops-Phones- VCRs

29. JACK O’CONNELL State Superintendent of Public Instruction 29 Educational Purpose Activities that occur on library or school property are presumed to be integral, immediate and proximate to the education of students or the provision of library services to library patrons and therefore qualify as educational purposes. Customary work activities of employees of a school or library are presumed to fall under the definition of education purposes.

30. JACK O’CONNELL State Superintendent of Public Instruction 30 2. Form 470: Starting the Application Process

31. JACK O’CONNELL State Superintendent of Public Instruction 31 Prepare For The E-rate Cycle Technology Plan MUST be Written Existing network structure, both telecommunications and data Expected growth in telecommunication and hardware needs “Preparing for the Bidding Process” Number of classrooms and computers with phone/internet access NSLP data for discount percentage Ensure (CIPA) Compliance, implemented, board approval.

32. JACK O’CONNELL State Superintendent of Public Instruction 32 Manage the Cycle - Teamwork Authorized signer ( Legally Authorized Signer ) Designated contact person (Will receive E-rate calls) Organize paper trail –Written Technology Plan –Assessment of existing Contracts, with signatures and dates (expiring contracts, etc) –Prior year’s submitted applications –Correspondence from SLD, Service Providers, etc. –All bids received and evaluation documents –Calendar of Deadlines

33. JACK O’CONNELL State Superintendent of Public Instruction 33 2. Form 470

34. JACK O’CONNELL State Superintendent of Public Instruction 34 Going On-line Web site http://www.usac.org/sl/

35. JACK O’CONNELL State Superintendent of Public Instruction 35 Form 470 – Contract Issues Block 2, Item 7 – Summary Description of Needs or Services Requested –Tariffed or Month-to-Month services –Services for which a new written contract is sought Multi-year and/or a contract featuring voluntary extensions Should also state in Item 13

36. JACK O’CONNELL State Superintendent of Public Instruction 36 Form 470 Block 2, Items 8 – 9 –Describe services you desire from Eligible Services List Must fill this area out even if you have an RFP –Allows for service provider to decide if they qualify to bid –Form 470 could be considered invalid without this information

37. JACK O’CONNELL State Superintendent of Public Instruction 37 Submit and Certify Form 470 Once the Form 470 is submitted you must 1.Certify online using a PIN, or 2.Print the certification page, sign and mail this form ASAP-- “certified mail” Print the Form 470 for your records, and note the Allowable Contract Date (ACD) –Also provided in the Receipt Acknowledgement Letter (RAL)

38. JACK O’CONNELL State Superintendent of Public Instruction 38 Form 470 Reminders Allow adequate time for the following to be completed: –Do your Form 470 NOW – Do not wait –Competitive Bidding – minimum of 28 days before contract signing –Local Procurement –Board Approval –Signing Contracts Understand –Your existing services & contracts –Products and services you will need in the coming year Identify E-rate category for each product and service, P1 or P2

39. JACK O’CONNELL State Superintendent of Public Instruction 39 Form 470 DO’s and DON’Ts From SLD’s Tip Sheets DO list your requested services on your Form 470 — and your RFP if you have one. DO list your requested services in the correct categories of service (Telecommunications, Internet Access, Internal Connections, or Basic Maintenance of Internal Connections). DO mark the correct boxes in Block 2 for multi- year contracts and/or voluntary extensions. DO certify your Form 470 prior to the close of the Form 471 application window. DON’T allow a service provider that may bid on your services to fill out your Form 470. DON’T wait until the Form 471 window opens to file your Form 470.

40. JACK O’CONNELL State Superintendent of Public Instruction 40 Receipt Notification Letter (RNL) GOLDEN Opportunity to review application and correct minor errors http://www.universalservice.org/_re s/documents/sl/pdf/sampleletters/4 70RNL.acc.pdfhttp://www.universalservice.org/_re s/documents/sl/pdf/sampleletters/4 70RNL.acc.pdf

41. JACK O’CONNELL State Superintendent of Public Instruction 41 3. Competitive Bidding

42. JACK O’CONNELL State Superintendent of Public Instruction 42 Cornerstone of E-Rate All expiring and new contracts must be competitively bid to receive E-rate funding Form 470 starts the bidding process with a minimum of 28 days to receive bids Must respond to ALL vendors –If you choose not to, you MUST have a good reason, i.e., Spam

43. JACK O’CONNELL State Superintendent of Public Instruction 43 Competitive Bidding and Program Compliance http://www.sl.universalservice.org/reference/Best Practices.asphttp://www.sl.universalservice.org/reference/Best Practices.asp –Keep copies of all bids, winning and losing –Keep documentation on the award process and bid evaluation criteria for your award Keep all correspondence through the bidding process Evaluation Criteria needs to be established BEFORE you release the RFP/Form 470 –Complete copies of all related contracts FOLLOW LOCAL PROCUREMENT POLICIES

44. JACK O’CONNELL State Superintendent of Public Instruction 44 Program Compliance Best Practice: Use standard evaluation process for all bids. Keep evaluation documentation for each bid. If you get NO bids – document this for audit purposes –Same is true if you get only ONE bid You may need to be proactive in soliciting for bids; local procurement rules prevail

45. JACK O’CONNELL State Superintendent of Public Instruction 45 Evaluation Criteria Price must be the most heavily weighted factor Can choose most responsive and responsible response, but must DOCUMENT the choice and process Have District official SIGN and DATE the completed rubric as acknowledgement at the time of the decision by the district

46. 46 Vendor AVendor B RawWeightedRawWeighted Selection Criteria Weight* (%) Score**Score*** Score Prices/Charges40%10.420.8 Understanding of Needs15%20.310.15 Prior E-Rate Experience10%20.210.1 Prior District/Service Prov experience 10%20.210.1 Completeness of Response15%20.310.15 References10%20.210.1 Overall Ranking100%1.61.4 SAMPLE SAMPLE SAMPLE SAMPLE SAMPLE

47. JACK O’CONNELL State Superintendent of Public Instruction 47 Form 470 – Multi-Year Contracts You may not need to file Form 470 every year if: –The language on the Form 470/RFP covered all services on the contract AND –The applicant indicated on the Form 470 that a contract was being sought AND –The applicant indicated on the Form 470/RFP that a multi-year contract was being sought (perhaps w/voluntary extensions) –Determine if the Form 471 from the previous year (s) included a multi-year contract

48. JACK O’CONNELL State Superintendent of Public Instruction 48 Competitive Bidding Reminders DO ensure a fair and open competitive bidding process. All service providers must be treated equally and cannot be given biased or privileged knowledge of the bid. DO select the most cost-effective service provider, with price as the primary factor. DO keep ALL records relating to the bid evaluation process (correspondence with potential vendors, winning and losing bids, worksheets, evaluation criteria, contract, etc.). Note in a memo if one (or no) bids are received. DO remember that contracts must be signed and dated by the applicant and service provider before filing the Form 471. DON’T sign a contract until after the Form 470 has been posted for a minimum of 28 days.

49. JACK O’CONNELL State Superintendent of Public Instruction 49 CONTRACT REMINDERS 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. Other contracts may require 2 or more signatures/dates to be fully executed

50. JACK O’CONNELL State Superintendent of Public Instruction 50 4. Form 471 : Selecting your Vendors

51. JACK O’CONNELL State Superintendent of Public Instruction 51 Form 471 – Your Application for Funds Detailed information on services, service providers selected, and contracts Discount calculation information Must be filed every funding year –(even on multi-year contracts) Contains certifications of compliance Includes one or more funding requests

52. JACK O’CONNELL State Superintendent of Public Instruction 52

53. JACK O’CONNELL State Superintendent of Public Instruction 53 Online Demonstration of Form 471 http://www.universalservice.org/sl/

54. JACK O’CONNELL State Superintendent of Public Instruction 54 Form 471 Deadline Best Practice: –File Online (Deadline changes every application year) – Do not combine Priority 1 and Priority 2 services on the same Form 471 –Submit BEFORE close of window –Certify BEFORE close of window Online if using PIN By trackable mail if you do not use your PIN ** Bishop Perry Order – 15 day grace period for certifications made after the deadline http://www.usac.org/_res/documents/sl/pdf/List-of- Correctable-Ministerial-and-Clerical-Errors.pdf http://www.usac.org/_res/documents/sl/pdf/List-of- Correctable-Ministerial-and-Clerical-Errors.pdf

55. 55 RAL Process Applicants should carefully review the Form 471 RAL and must notify USAC of any data entry errors within three weeks of the postmark date of the RAL. http://www.usac.org/_res/docu ments/sl/pdf/sampleletters/471 RAL.pdf

56. JACK O’CONNELL State Superintendent of Public Instruction 56 Item 21 Attachments Used to prove your request –Substantiating documentation that proves the pre-discount cost of services or products –Should be clear and concise Samples available on USAC website –http://www.sl.universalservice.org/reference/For m471item21Attachments.asphttp://www.sl.universalservice.org/reference/For m471item21Attachments.asp

57. JACK O’CONNELL State Superintendent of Public Instruction 57 Item 21 Attachment Identify and remove ineligible costs Work with service provider(s) to create your Item 21 attachment(s) Include your Item 21 with your application Ensure that your Item 21 and Form 471 totals match

58. JACK O’CONNELL State Superintendent of Public Instruction 58 Recurring vs. Non Recurring Costs Separate Recurring from Non-recurring costs in Block 5 of the Form 471 (Note: A funding year starts on July 1, and ends on June 30 ) –Services for recurring costs must ALWAYS be received by June 30 –Services for non-recurring costs must be received by September 30 following the Funding year (deadline can be extended for certain circumstances)

59. JACK O’CONNELL State Superintendent of Public Instruction 59 Missed Deadline? Form 471 is not submitted before the close of “the window” or is not certified within the grace period: –The application will not be considered for funding

60. JACK O’CONNELL State Superintendent of Public Instruction 60 5. PIA (Program Integrity Assurance ) Review

61. JACK O’CONNELL State Superintendent of Public Instruction 61 Program Integrity Assurance (PIA) Applications are reviewed for compliance with program rules concerning areas such as: –Properly executed contracts –Discount calculation –Establishing Form 470 –Eligibility of services being requested –Eligibility of entities requesting discounted services –Proper completion of all of blocks/Item 21

62. JACK O’CONNELL State Superintendent of Public Instruction 62 Item 21 and PIA Read PIA carefully; do not ignore it or it will be denied 15 days to respond. Don’t wait till the last day! Take action! Involve Service Providers when possible TAKE ACTION!

63. JACK O’CONNELL State Superintendent of Public Instruction 63 Item 21 and PIA Opportunity to correct – new as of Funding Year 2007 –Read reviewer’s “suggested” answers –Provide different cost allocation based on “tangible criteria” –Question reviewer’s eligibility assessment of product – 3 rd party supporting documentation required –Split product/amount to different FRN

64. JACK O’CONNELL State Superintendent of Public Instruction 64 Be Responsive Respond promptly, answering questions in their entirety (you are given 15 days initially) Document communication with PIA, –e-mail is preferred (acknowledgement of receipt) Ask for more time if you need it –May delay your application Don’t assume that Reviewer has your original Item 21 attachment The PIA person can help clarify their questions Establish a working relationship Contact your service provider immediately when you need response information from them Contact the CDE for site validations, etc.

65. JACK O’CONNELL State Superintendent of Public Instruction 65 6. Funding Commitment

66. JACK O’CONNELL State Superintendent of Public Instruction 66 What Happens After PIA Review? A Decision – Funding Commitment Decision Letter (FCDL) –Funded –Not Funded –As Yet Unfunded (Priority 2 requests) –Cancelled IMPORTANT – Check all entries in the FCDL carefully to make sure there are not data entry errors.

67. 67 Funding Commitment Decision Letter FCDL Should be your “trigger” to file subsequent forms both for USAC and Service Providers Starts deadline clock for appeal on denial(s) – 60 Days http://www.usac.org/sl/applica nts/step09/

68. JACK O’CONNELL State Superintendent of Public Instruction 68 7. Form 486 Receipt of Services Confirmation

69. JACK O’CONNELL State Superintendent of Public Instruction 69 Purpose of 486 Notifies USAC that services have started or are scheduled to start and invoices can be paid Certifies that Tech Plan is approved and meets program requirements Certifies the status of Children’s Internet Protection Act (CIPA) compliancy Do NOT miss the 486 deadline for your district –http://www.universalservice.org/sl/applicants/st ep10/form486-filing-information.aspxhttp://www.universalservice.org/sl/applicants/st ep10/form486-filing-information.aspx

70. JACK O’CONNELL State Superintendent of Public Instruction 70 What is the deadline? Filed AFTER receipt of FCDL –Form 486 must be filed online or postmarked no later than 120 days after the Service Start Date OR 120 days after the date of the FCDL –Whichever is later –Grace period from USAC – letter giving additional 20 days to file 486 – (Alaska Gateway order) Take this letter seriously

71. JACK O’CONNELL State Superintendent of Public Instruction 71 Missed deadline? If the Form 486 is late, your Service Start Date will be adjusted to 120 days prior to the online submission or 120 days prior to the postmark. WILL affect telecommunications and internet access –Funding will more than likely be reduced MAY affect internal connections –Depends on installation date compared to service start date

72. JACK O’CONNELL State Superintendent of Public Instruction 72 Form 486 Notification Letter (486NL) Letter received after filing of Form 486 –Verify that ALL FRNs are on letter –Verify service start dates for each FRN USAC is now ready to begin receiving invoices for payment on these FRNs –Form 472 – filed by Applicant OR –Form 474 – filed by Service Provider

73. JACK O’CONNELL State Superintendent of Public Instruction 73 8. Invoicing - “Getting the Money” Form 472 – BEAR (Billed Entity Applicant Reimbursement) Form 474 – SPI (Service Provider Invoice)

74. JACK O’CONNELL State Superintendent of Public Instruction 74 Receipt of Funds One of two ways: –Applicant pays entire bill up-front and gets reimbursed Form 472, “ BEAR” – filed by Applicant (Note: Form 472 amount must represent actual eligible costs) –Service Provider applies discounts to bills and submits to USAC for reimbursement Form 474, or SPI – filed by Service Provider –Note: Telecommunications that are eligible for CTF Discounts must use SPI process –You cannot file BOTH a BEAR and SPI on the same FRN. `You must choose one or the other

75. JACK O’CONNELL State Superintendent of Public Instruction Form 472 Use actual expenses to determine “Total Reimbursement Amount” – Block 1, line 8 and Block 2. Use Block 2, Item 12 for recurring services Use Block 2, Item 13 for non-recurring services Create one BEAR for each service provider. Can put multiple FRNs on one BEAR, as long as the service provider is the same.

76. JACK O’CONNELL State Superintendent of Public Instruction 76 Form 472-BEAR Once form is filled out, it must be signed by –Applicant –Service Provider Form is then mailed to SLD –SLD reviews the form –BEAR Notification is sent to both Applicant and Service Provider From the date Service Provider receives funds from USAC, they have 20 days to reimburse Applicant.

77. JACK O’CONNELL State Superintendent of Public Instruction 77 Form 474 - SPI Used by Service Providers –Puts discount on the bill –Applicant pays only their non-discounted portion –Service provider Forms such as “Grid” and “Data Gathering Form” Every service provider has their own process & suggested deadline Follow up with Service Provider to ensure receipt of funds PLEASE return GRIDS to Service Providers PROMPTLY

78. JACK O’CONNELL State Superintendent of Public Instruction 78Reminders After Posting the Form 470 –WAIT AT LEAST 29 DAYS BEFORE: Selecting a service provider Signing a contract Signing and dating the Form 471 Submitting the Form 471 MUST OCCUR IN THIS ORDER Both Applicant and Service Provider must sign and date all contracts. Work with Telecom to consolidate their bills Form 471 must be filed before filing window closes

79. JACK O’CONNELL State Superintendent of Public Instruction 79 Form 471 Tip’s From SLD’s Tip Sheet-”Do’s” Do verify that services ordered match the category requested on the correct Form 470. DO file separate Form 471 applications for Priority 1 services and Priority 2 services. DO read the Eligible Services List and request discounts only on eligible services. DO complete your Item 21 Attachment and include the pre-discount prices of the services. DO split out requests of questionable eligibility into separate Funding Request Numbers (FRNs). DO check your math. The Form 471 and the Item 21 attachment totals should match. DO file electronically and DO certify online before the close of the window. DO keep a record of postmark or electronic submission.

80. JACK O’CONNELL State Superintendent of Public Instruction 80Reminders Keep E-Rate files organized Create YOUR OWN timeline of E-Rate deadlines –Opening and closing of the Form 471 –Form 486 deadline based on FCDL Be aware of timelines and adhere to them –Not all dates are set in stone Share this information with others at your site Print and retain copies of everything –USAC Link to Document Retention: http://www.usac.org/sl/about/audits/e-rate- binder.aspx. http://www.usac.org/sl/about/audits/e-rate- binder.aspx

81. JACK O’CONNELL State Superintendent of Public Instruction 81 Contact Information State Library: Rushton Brandis, (916) 653-5471, rbrandis@Library.ca.govrbrandis@Library.ca.gov CDE: John Vardanega, (916) 323-2241, jvardane@cde.ca.gov CDE: Tech Plans: Bill Fong, (916) 322- 5894, bfong@cde.ca.gov@cde.ca.gov K-12 HSN/Butte COE: Russ Selken, 530-532-5678rselken@bcoe.orgrselken@bcoe.org