E-Rate 103: Completing form 471

E-Rate 103: Completing form 471

Funding Year 2010

July 1, 2010-June 30, 2011

2010-11 school year

471 application “window”

Filing window opened

December 3, 2009

Filing window closes

February 11, 2010.

Topics for today’s session

1. Form 471: Common errors made in filing

2. Form 471: Go through the online application

Form 471 common errors

A. Applicants don’t wait the full 28 days after filing form 470 before choosing a service provider or signing a new contract

FIX: Wait at least 28 days!


B. A contract is signed but the form 470, item 7b, you did not indicate you would consider a contract

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!!!)


C. Contracts, especially multi-year, are signed but wrong dates are entered on form 471

FIX: Special attention must be paid to contracts (see next slide).

How to handle contracts

• Make sure that there was an “establishing” form 470.

A. 470 had item 7b checked

B. 470 was filed at least 28 days before contract signed


Scenario 1: Multi-year contract was signed December 2008. Form 470 was appropriately filed at least 28 days prior.

FIX: A.Use last year’s 470 number on line 12, block 5.

B.List the funding request number from last year on line 15d.

C.Date of contract to be listed on line 18: December 2008

Use last year’s 470

number

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


Scenario 2: Contract was signed in August 2009. No form 470 was filed prior to signing the contract.


Scenario 2 FIX: 1.List and describe the service on your 470.

Check all boxes in 7b (contract)

2.Wait 28 days. Consider all bids.

3. If accepting the contract as a bid, send your self an e-mail memorializing the existing contract.

4.Use the date of the e-mail in #3 above as the date the contract was signed.

use this year’s 470

number

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


D. Too little bandwidth/speed for Internet is requested on form 471

FIXES:

1. Be sure you didn’t limit your “quantity/capacity” on form 470 (e.g.“No less than 3 mbps)

2. Request enough bandwidth and dollars on form 471


E. Form 471 is filed after the window closes

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)

Questions?

Online filing• Training

http://sldtraining.usac.org/TrainingSiteWarning.asp?

Actual online filing: http://www.sl.universalservice.org

Form 471--What is it?

–This is the second step in your e-rate application! (first step was form 470)

Form 471 reminders

• Entity responsible for paying bills to the service provider must file Form 471

E-rate Timelines

• Form 470 (hopefully filed by now)• Wait 28 days• Select provider/sign contract• Form 471 • Answer questions/call from PIA (Feb-?)• Funding commitment decision letter• Form 486

Form 471--Is it time for me to file a 471?

–Have you included each service on a form 470?• If not, you must include each service on

a form 470• If yes, then….

Has 470 form(s) been posted a FULL 28 days?

• If not sure, check http://www.sl.universalservice.org under “file online” and “search posted” to see the “allowable contract date”

• If yes, then you can file a form 471• If no, then wait until the “allowable

contract date”

Form 471--Is it time for me to file a 471?

• Question:Even if I haven’t waited 28 days, may I start

form 471 and save it?

• Answer:You may partially complete form 471 (through

block 4). But you may not complete block 5 and beyond until the 28 days have passed.

Question: What if I find I made an error on form 470?

Answer: • If you have time, you can simply file a new form

470• Prior to close of window, you may be able to

correct some errors on your form 470– Check your form 470 receipt notification letter for

details on how you may correct errors– See sample letter at

http://www.universalservice.org/_res/documents/sl/pdf/sampleletters/470RNL.acc.pdf

Question: Do I have to pick service providers before I file form 471?

• Answer: Yes. Form 471 requires you to– Select the services you want to apply for– Select the service provider for each service– Indicate the cost for that service (generally

monthly costs)

Sign a contract?

• Question:– May we sign a contract after the 28 days are up?

(example: cell phone service)

• Answer:– Yes, you may sign a contract

• Form 470 must have indicated that you would consider a contract. (Question 7b on form 470)

• Contract MUST be signed and dated by district/school/library before form 471 is submitted and certified (which is before the window closes)

• Be sure your district/school/library signs and dates the contract!

Form 471: How many forms should I file?

– Important: if you are filing for internal connections or maintenance, file a separate 471 for these services.

– For priority 1 only, you may file more than one Form 471, or you may file a single Form 471.

– AEAs: District-level apps must be filed separate from consortium apps

Form 471: How do I get started?

• Plan to file online at http://www.sl.universalservice.org!

• You can begin an application online, save it, and finish it later.

Get ready for form 471

• Your district/library entity number

• The entity number of each building in your district

• The free/reduced eligibility numbers


• Make a chart

– Chart template athttp://www.iptv.org/iowa_database/erate

• Form 471: Preparing for Block 5


• Each service provider’s name and SPIN number


• You will need a detailed description of services (online Item 21 attachment)– Description of service MUST include eligible

funding items!– Even if you use the online item 21

attachment, you may get questions about detailed services

Form 471: Let’s get started!

Item 25d?

• This info is the same as the fifth element for tech plan

Item 25f?

• Don’t check this box!!!!!

Very important

Your 471 form will NOT be reviewed until Item 21 attachments are received by SLD

• SLD--Form 471• 3833 Greenway Drive• Lawrence, KS 66046

– Telephone number for receipt purposes: 1-888-203-8100

If you must paper certify:

Mailing address for certification page and Item 21 attachments (get a return

receipt!!!)

What if I make an error on form 471?

• Some errors can be corrected once receipt acknowledgment letter arrives (note: there’s a deadline by which errors must be corrected)

• See sample letter at http://www.universalservice.org/_res/documents/sl/pdf/sampleletters/471RAL.pdf

Questions and Answers

• Question:– How long must we retain E-rate

records/documents?

• Answer:– Must retain records for five years from the last

date you receive E-rate services

• SLD Client Service Bureau: – 1-888-203-8100

• Pamela Jacobs: – 1-515-975-0071– [email protected]

For assistance:

Documents

E-Rate 103: Completing form 471