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  1. 1. E-Rate 103: Completing form 471 Funding Year 2010 July 1, 2010-June 30, 2011 2010-11 school year
  2. 2. 471 application “window” <ul><li>Filing window opened </li></ul><ul><li>December 3, 2009 </li></ul><ul><li>Filing window closes </li></ul><ul><li>February 11, 2010. </li></ul>
  3. 3. Topics for today’s session <ul><li>Form 471: Common errors made in filing </li></ul><ul><li>Form 471: Go through the online application </li></ul>
  4. 4. Form 471 common errors <ul><li>Applicants don’t wait the full 28 days after filing form 470 before choosing a service provider or signing a new contract </li></ul><ul><li>FIX: Wait at least 28 days! </li></ul>
  5. 6. Form 471 common errors <ul><li>A contract is signed but the form 470, item 7b, you did not indicate you would consider a contract </li></ul><ul><li>FIX: If signing a contract, take a look at form 470 to ensure 7b (and both boxes) are checked. (File a second form 470 if you didn’t check the boxes and want a contract…but must wait 28 more days!!!) </li></ul>
  6. 8. Form 471 common errors <ul><li>Contracts, especially multi-year, are signed but wrong dates are entered on form 471 </li></ul><ul><li>FIX: Special attention must be paid to contracts (see next slide). </li></ul>
  7. 9. How to handle contracts <ul><li>Make sure that there was an “establishing” form 470. </li></ul><ul><ul><li>470 had item 7b checked </li></ul></ul><ul><ul><li>470 was filed at least 28 days before contract signed </li></ul></ul>
  8. 10. How to handle contracts <ul><li>Scenario 1: Multi-year contract was signed December 2008. Form 470 was appropriately filed at least 28 days prior. </li></ul><ul><li>FIX: </li></ul><ul><li>Use last year’s 470 number on line 12, block 5. </li></ul><ul><li>List the funding request number from last year on line 15d. </li></ul><ul><li>Date of contract to be listed on line 18: December 2008 </li></ul>
  9. 11. Use last year’s 470 number
  10. 12. Use date contract was signed This number may be found on last year’s form 471 or on your FCDL This will be pre-populated when you complete line 12
  11. 13. How to handle contracts <ul><li>Scenario 2: Contract was signed in August 2009. No form 470 was filed prior to signing the contract. </li></ul>
  12. 14. How to handle contracts <ul><li>Scenario 2 FIX: </li></ul><ul><li>List and describe the service on your 470. Check all boxes in 7b (contract) </li></ul><ul><li>Wait 28 days. Consider all bids. </li></ul><ul><li>If accepting the contract as a bid, send your self an e-mail memorializing the existing contract. </li></ul><ul><li>Use the date of the e-mail in #3 above as the date the contract was signed. </li></ul>
  13. 15. use this year’s 470 number
  14. 16. this will be pre-populated when you complete line 12 Do not fill in this box Use date of your memorializing e-mail to yourself
  15. 17. Form 471 common errors <ul><li>D. Too little bandwidth/speed for Internet is requested on form 471 </li></ul><ul><li>FIXES: </li></ul><ul><li>Be sure you didn’t limit your “quantity/capacity” on form 470 (e.g.“No less than 3 mbps) </li></ul><ul><li>Request enough bandwidth and dollars on form 471 </li></ul>
  16. 20. Form 471 common errors <ul><li>E. Form 471 is filed after the window closes </li></ul><ul><li>FIX: Because you must wait 28 days after filing form 470 to file your form 471, be sure to get the form 470 done soon! (471 window closes February 11) </li></ul>
  17. 21. Questions?
  18. 22. Online filing <ul><li>Training </li></ul><ul><li>http:// sldtraining.usac.org/TrainingSiteWarning.asp ? </li></ul><ul><li>Actual online filing: http:// www.sl.universalservice.org </li></ul>
  19. 23. Form 471--What is it? <ul><ul><ul><ul><li>This is the second step in your e-rate application! (first step was form 470) </li></ul></ul></ul></ul>
  20. 24. Form 471 reminders <ul><li>Entity responsible for paying bills to the service provider must file Form 471 </li></ul>
  21. 25. E-rate Timelines <ul><li>Form 470 (hopefully filed by now) </li></ul><ul><li>Wait 28 days </li></ul><ul><li>Select provider/sign contract </li></ul><ul><li>Form 471 </li></ul><ul><li>Answer questions/call from PIA (Feb-?) </li></ul><ul><li>Funding commitment decision letter </li></ul><ul><li>Form 486 </li></ul>
  22. 26. Form 471--Is it time for me to file a 471? <ul><ul><li>Have you included each service on a form 470? </li></ul></ul><ul><ul><ul><li>If not, you must include each service on a form 470 </li></ul></ul></ul><ul><ul><ul><li>If yes, then…. </li></ul></ul></ul>
  23. 27. Has 470 form(s) been posted a FULL 28 days? <ul><ul><ul><li>If not sure, check http:// www.sl.universalservice.org under “file online” and “search posted” to see the “allowable contract date” </li></ul></ul></ul><ul><ul><ul><li>If yes, then you can file a form 471 </li></ul></ul></ul><ul><ul><ul><li>If no, then wait until the “allowable contract date” </li></ul></ul></ul>
  24. 28. Form 471--Is it time for me to file a 471? <ul><li>Question: </li></ul><ul><ul><li>Even if I haven’t waited 28 days, may I start form 471 and save it? </li></ul></ul><ul><li>Answer: </li></ul><ul><ul><li>You may partially complete form 471 (through block 4). But you may not complete block 5 and beyond until the 28 days have passed. </li></ul></ul>
  25. 29. Question: What if I find I made an error on form 470? <ul><li>Answer: </li></ul><ul><li>If you have time, you can simply file a new form 470 </li></ul><ul><li>Prior to close of window, you may be able to correct some errors on your form 470 </li></ul><ul><ul><li>Check your form 470 receipt notification letter for details on how you may correct errors </li></ul></ul><ul><ul><li>See sample letter at http://www.universalservice.org/_res/documents/sl/pdf/sampleletters/470RNL.acc.pdf </li></ul></ul>
  26. 30. Question: Do I have to pick service providers before I file form 471? <ul><li>Answer: Yes. Form 471 requires you to </li></ul><ul><ul><li>Select the services you want to apply for </li></ul></ul><ul><ul><li>Select the service provider for each service </li></ul></ul><ul><ul><li>Indicate the cost for that service (generally monthly costs) </li></ul></ul>
  27. 31. Sign a contract? <ul><li>Question: </li></ul><ul><ul><li>May we sign a contract after the 28 days are up? (example: cell phone service) </li></ul></ul><ul><li>Answer: </li></ul><ul><ul><li>Yes, you may sign a contract </li></ul></ul><ul><ul><ul><li>Form 470 must have indicated that you would consider a contract. (Question 7b on form 470) </li></ul></ul></ul><ul><ul><ul><li>Contract MUST be signed and dated by district/school/library before form 471 is submitted and certified (which is before the window closes) </li></ul></ul></ul><ul><ul><ul><li>Be sure your district/school/library signs and dates the contract! </li></ul></ul></ul>
  28. 32. Form 471: How many forms should I file? <ul><ul><li>Important: if you are filing for internal connections or maintenance, file a separate 471 for these services. </li></ul></ul><ul><ul><li>For priority 1 only, you may file more than one Form 471, or you may file a single Form 471. </li></ul></ul><ul><ul><li>AEAs: District-level apps must be filed separate from consortium apps </li></ul></ul>
  29. 33. Form 471: How do I get started? <ul><li>Plan to file online at http:// www.sl.universalservice.org ! </li></ul><ul><li>You can begin an application online, save it, and finish it later. </li></ul>
  30. 34. Get ready for form 471 <ul><li>Your district/library entity number </li></ul><ul><li>The entity number of each building in your district </li></ul><ul><li>The free/reduced eligibility numbers </li></ul>
  31. 35. Get ready for form 471 <ul><li>Make a chart </li></ul><ul><ul><li>Chart template at </li></ul></ul><ul><ul><ul><li>http:// www.iptv.org/iowa_database/erate </li></ul></ul></ul><ul><ul><ul><li>Form 471 : Preparing for Block 5 </li></ul></ul></ul>
  32. 36. Get ready for form 471 <ul><li>Each service provider’s name and SPIN number </li></ul>
  33. 37. Get ready for form 471 <ul><li>You will need a detailed description of services (online Item 21 attachment) </li></ul><ul><ul><li>Description of service MUST include eligible funding items! </li></ul></ul><ul><ul><li>Even if you use the online item 21 attachment, you may get questions about detailed services </li></ul></ul>
  34. 38. Form 471: Let’s get started!
  35. 39. Item 25d? <ul><li>This info is the same as the fifth element for tech plan </li></ul>
  36. 40. Item 25f? <ul><li>Don’t check this box!!!!! </li></ul>
  37. 41. Very important <ul><li>Your 471 form will NOT be reviewed until Item 21 attachments are received by SLD </li></ul>
  38. 42. <ul><li>SLD--Form 471 </li></ul><ul><li>3833 Greenway Drive </li></ul><ul><li>Lawrence, KS 66046 </li></ul><ul><ul><li>Telephone number for receipt purposes: 1-888-203-8100 </li></ul></ul>If you must paper certify: Mailing address for certification page and Item 21 attachments (get a return receipt!!!)
  39. 43. What if I make an error on form 471? <ul><li>Some errors can be corrected once receipt acknowledgment letter arrives (note: there’s a deadline by which errors must be corrected) </li></ul><ul><li>See sample letter at http://www.universalservice.org/_res/documents/sl/pdf/sampleletters/471RAL.pdf </li></ul>
  40. 44. Questions and Answers <ul><li>Question: </li></ul><ul><ul><li>How long must we retain E-rate records/documents? </li></ul></ul><ul><li>Answer: </li></ul><ul><ul><li>Must retain records for five years from the last date you receive E-rate services </li></ul></ul>
  41. 45. <ul><li>SLD Client Service Bureau: </li></ul><ul><ul><li>1-888-203-8100 </li></ul></ul><ul><li>Pamela Jacobs: </li></ul><ul><ul><li>1-515-975-0071 </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul>For assistance: