October 2007
E-rate Basics:
Overview for 2008
Bob Bocher
608-266-2127
robert.bocher@wisconsin.gov
Steve Sanders
608-266-3856
stephen.sanders@wisconsin.gov
Video and PowerPoint: http://dpi.wi.gov/pld/erate.html
Agenda
1. 2.
3. 4.
Overview of the E-rate program Eligibility and discounts Technology plans Review of forms and application process
Video and PowerPoint: http://dpi.wi.gov/pld/erate.html
Advanced workshops on Nov 9 and Nov 16. 1:00pm - 3:30pm.
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Overview
Created by 1996 Telecom Act $2.25 billion annually from interstate phone revenue FCC has regulatory and legal oversight SLD does program administration
E-rate on of four US programs
The Telecom Act created a program to enable “access to advanced telecommunications and information services for all elementary and secondary schools and public libraries.”
Eligible applicants
K-12 public and private schools, CESAs, Head Starts Public libraries, library systems
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What Are E-rate Eligible Services?
Eligible Services List
Lists services which are eligible and ineligible 2008 list on SLD Website (www.usac.org/sl)
Telecommunications services (telco’s only)
Priority 1
Local/long distance, wireline and wireless, voice, video, data
Internet access
Basic access
Priority 2
Internal connections Basic maintenance of IC
Priority 1 funded first; then Priority 2 starting with highest discounts (90%, 89%, 88%, etc.). Seldom funded <80%.
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How Much Discount Can I Get?
Discounts range from 20% to 90%
Based on free/reduced lunch eligible Enrollment and lunch data entered on ISES
Part of NCLB mandates Enter most accurate lunch data by ISES lockdown, Nov 6
DPI does not verify schools using their own data DPI posts public Excel file in mid-to-late Dec.
Sends file to SLD
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Discount Matrix
Percent of Eligible Students Less than 1% 1% - 19% 20% - 34% 35% - 49% 50% -74% 75% -100% Urban 20% 40% 50% 60% 80% 90% Rural 25% 50% 60% 70% 80% 90%
State average is 53%
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Technology Plans
Technology plans must be ―developed‖ before the Form 470 is filed. (1st step in process) Plans must support requested services in your Form 470 Plans must be approved before service begins, usually July 1, 2008
Technology plans must cover the entire funding year for which a service is being sought. (Can’t expire before June 30, 2009)
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Technology Plans
Timelines for Information and Technology Plans
Developed prior to 470 Filing ** Dec 2007
Dec 2007
Plan Expires June 30, 2008
Dec 31, 2008
Plan to DPI by: May 1, 2007
May 1, 2007
Plan Approved by: July 1, 2008
July 1, 2008
** E-Rate Note: A change in the E-Rate technology plan requirements occurred in August 2004. Technology plans must be “developed”, but not approved, before Form 470 is submitted.
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CIPA/NCIPA Compliance
Compliance with CIPA required for Internet access and internal connections; not telecommunications. CIPA requirements include filtering and an Internet Safety Plan Children's Internet Protection Act
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The Application Process
Technology Plan – What is my plan? (Before 470) Form 470 – What services do I want? (Oct – Dec) Form 471 – What services did I order? (Dec – Jan 24)
Lunch data in Dec. – How much of a discount do I get?
Form 486 – When did services start? (May – Oct) Form 472 or Form 474 – How do I receive reimbursements or discounts? (July – Oct 08)
Retain all documentation for at least five years!!
Online filing/certification available for most forms
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The Application Process
2007 Before 470 Applicant actions
Applicant (AP) requesting more than local/long distance tel co service writes Tech Plan .
2008 Dec – Jan 24 May - Oct
AP waits 28 days , then picks service provider (SP) and posts Form 471 det ailing funding requests .
AP tells SLD that services started, certifies Tech Plan & CIPA compliance .
Oct - Dec
AP files Form 470 to describes services sought and open bid process .
June – Oct 08
AP requests reimburse ment on Form 472 or SP requests payment on Form 474 .
Form 472
or
Tech Plan
Form 470
SLD posts AP Form 470 to W eb issues RNL to AP .
Form 471
SLD issues RAL. PIA review s 471, contacts AP, then sends funding letter (FCDL ).
Form 486
$$$
Form 474
SLD reviews invoice .
SLD actions
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E-Rate Flowchart (Part 1)
Tech Plan before 470
Form 470 posted Wait 28 Days
RNL
Select vendor, cost main factor. If no bids, applicant selects provider.
Pick vendor, sign contract Submit 471
RAL
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E-Rate Flowchart (Part 2)
PIA Review FCDL - Decision
Form 486 – Service Start
Applicant can appeal a denial of funding to the SLD within 60 days of date on FCDL. SLD mails applicant and service provider a 486 approval letter. SLD mails applicant and service provider a BEAR approval letter.
Discount on bills
BEAR (472)
Form 500 (optional)
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Telecom provider issue 470/471 service 3% mismatch Other 4% 6% Service provider involvement 4% Tech plan issues 4% Budget issues 5% 471 filing issues 9% No 470 posted 9%
Common Reasons for Denial of Funding
Contract issues 24%
Insufficient documentation 17% 30% rule 15%
http://dpi.wi.gov/pld/eratedenials.html
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Contract Issues
FCC E-rate contract rules trump local policies Telecom and Internet may/may not be contracted services
On Form 470, always check #7, options a and b
Caution on multiyear contracts and any RFP Verbal agreements are not acceptable Quotes are not acceptable
DPI provides guidance on STS and cell contracts
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School must sign and date contract before filing Form 471
State Master Contracts
2008 Eligible Services List (ESL)
If it’s not in the ESL, assume it’s not eligible
When in doubt, break it out as separate funding request!
Ineligible components/services (e.g., filtering) must be removed
Full funding may be provided (see ESL Ancillary Use)
See SL News Brief (3-31-06) for more information
Funding requests must be cost effective
Centrex is now basic phone service, no tech plan Internet access for distance learning clarified as eligible
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Forms and Deadlines
Form or Event Funding Year Form 470 Form 471 Deadline or Dates July 1 through the following June 30; Current year is 2007 Starts request for services. Must be posted at least 28* days before the filing Form 471. Keep in mind (1) the timeframe for all bids (2) the Form 471 filing closing date. Will receive Receipt Acknowledgement Letter – RAL. *470 drop dead date, Dec 27.
Tells SLD what services you want to receive, the provider, costs, schools getting services, discount %, contract or MTM, etc. Opens November 6, closes January 23, 2008. 471 drop dead date, 10:59 PM CST, Jan 23. Will receive Receipt Notification Letter – RNL.
SLD’s Program Integrity Assurance (PIA) staff review all applications. Will contact you with questions. Starting late April, Funding Commitment Decision Letters sent to applicants. This continues for months.
Form 471 window
PIA review FCDL sent Form 486 Form 472 / Form 474 Appeals
Confirms start of service. Received or postmarked within 120 days after FCDL date or 120 days after the Service Start Date, whichever is later
Get discounts on bills (#474) or reimbursements (#472). Received or postmarked no later than 120 days after the date of the Form 486 Notification Letter or 120 days after the last date to receive service, whichever is later Received no later than 60 days after the date of the SLD decision letter. DPI can help you with any appeals.
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www.sl.universalservice.org
Forms are off the SLD home page.
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E-rate Form 470
470 begins request or bidding process for services tariffed or monthly telco or Internet services, if you have no contract
new contractual services
470 must be posted on SLD Website for at least 28 days before you select a provider or sign a contract Thurs, Dec 27th, 2007 is drop dead 470 date, don’t wait that long
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Tips on Filing Form 470
Can file the 470 now for 2007 services File one 470 for all services, or file separate forms for each service The 470 request for services must be open and fair
Bid document (RFP) helpful, but not required Don’t let providers consult or complete the form Keep all info received from prospective providers
Document if you received no responses
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E-rate Form 471
Provides specific information on services, service providers selected, and contracts and/or agreements, costs, etc. Provides discount calculation information Must be filed each funding year
Applicant certifies compliance with all program rules
Must be postmarked or filed online by Jan 24, 2008 Form 470 certifications must also be filed online or postmarked before the close of the 471 filing window
2007 Form 471 drop dead date:
Thurs. January 24, 2008, 10:59PM CST
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Tips on Filing Form 471
Wait minimum 28 Review paper form
days from posting of Form 470 or online test site before doing ―live‖
form. File online.
Do
separate 471 for Priority 1 and P2 services document/est. eligible costs
description of the service and costs (item 21)
Remove ineligible costs,
Attach
Examine, correct, and
save Receipt Acknowledgement
Letter (RAL)
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Program Integrity Assurance (PIA)
Application Review
PIA reviews all applications, contacts applicants
Competitive bidding process and contracts Discount calculation Establishing Form 470 Certifications
Work with service provider if needed Respond completely to the questions, but no more
Respond to PIA requests promptly (14 days)
Ask for more time to respond, if needed and call DPI
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Check 471 status on Application Status Tool
Funding Commitment Decision Letter (FCDL)
FCDL reports status of
Funded
Not Funded As Yet
individual funding requests:
Unfunded (Internal Connections)
Canceled
May receive more
than one FCDL
Use the
info on FCDL to prepare Form 486
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Appeals
Funding denials can be appealed
Generally, appeal first to the SLD
Can appeal to the FCC if SLD denies appeal
Must be postmarked within 60 days of SLD denial Recent major change: FCC now granting many appeals Contact DPI for appeal advice and template See Appeals Procedure info on SLD Website
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E-rate Form 486
Notification that services have started and the SLD can pay invoices Certifies that Tech Plan (if required) has been approved and covers the entire funding year.
Form 486 Deadline is 120 days after the service start date or Funding Commitment Decision Letter date, whichever is later
Late October
deadline for FCDL before July 1
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E-rate Form 486/474 (Invoices)
Invoices — Form 472 or Form 474
BEAR (Billed Entity Applicant Reimbursement) Form 472 filed by applicant and certified by service provider after receipt and payment for services
Form often due late October, 120 days after last day of services on June 30
or 120 days after date of Form 486 Notification Letter
-OR
SPI (Service Provider Invoice) Form 474 filed by service provider after providing services and billing applicant for its non-discount share
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Where to Go For Help
On the Web: www.usac.org/sl/ Client Service Bureau: 888-203-8100
Via e-mail: question@slcfund.org
Via fax: 888-276-8736 Fax on demand documents: 800-959-0733
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DPI Help
DPI’s E-rate Web site:
dpi.wi.gov/pld/erate.html dpi.wi.gov/pld/wieratelist.html
DPI’s WIERATE email list:
DPI Staff:
Bob Bocher
608-266-2127; fax 608-266-2529 robert.bocher@dpi.state.wi.us
Steve Sanders
608-266-3856; fax 608-266-2529 stephen.sanders@dpi.state.wi.us
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October 2007
E-rate Basics for 2008
? Questions ?
Bob Bocher 608-266-2127 fax 608-266-2529
robert.bocher@dpi.state.wi.us
Steve Sanders 608-266-3856 fax 608-266-2529
stephen.sanders@dpi.state.wi.us