E-Rate 103: Completing form 471 Funding Year 2010 July 1, 2010-June 30, 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!

Form 471 common errors 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!!!)

Form 471 common errors 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

How to handle contracts Scenario 1: Multi-year contract was signed December 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

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

How to handle contracts 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 memorializing the existing contract. 4.Use the date of the 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

Form 471 common errors 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

Form 471 common errors 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 Warning.asphttp://sldtraining.usac.org/TrainingSite Warning.asp? Actual online filing:

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 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 /sampleletters/470RNL.acc.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 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

Get ready for form 471 Make a chart –Chart template at Form 471: Preparing for Block 5Form 471: Preparing for Block 5

Get ready for form 471 Each service provider’s name and SPIN number

Get ready for form 471 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 Greenway Drive Lawrence, KS –Telephone number for receipt purposes: 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 ments/sl/pdf/sampleletters/471RAL.pdf ments/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: – Pamela Jacobs: – For assistance: