Welcome!

Welcome to the first blog for e-rate for Tennessee’s public libraries!  I am Jennifer Cowan-Henderson, state e-rate coordinator for public libraries in Tennessee.  My goal is to help as much as possible to ensure that you not only get funded, but that you receive your reimbursements.

Don’t hesitate to contact me if you have an e-rate question – that’s why I’m here.

So feel free to look around, use what you can, and hopefully I can help in making e-rate as painless of a procedure as possible.

Form 472 (BEAR) reminder

For Funding Year 2009 (Fiscal Year 2009/2010),  those of you who have service end dates of June 30, 2010 have a Form 472 deadline of October 28th to have your reimbursement forms submitted to the SLD.  As this form requires a signature from your service provider, please remember to leave plenty of time for you to receive that signature before submitting it to the SLD.

This form is available for submission online, so please remember if you file online to let your service provider know, so they can review it and approve it within the 15-day time period that your form is available.

To apply online: http://www.sl.universalservice.org/menu.asp
To apply via paper: http://www.universalservice.org/sl/tools/required-forms.aspx

For those of you who receive discounted bills, you do not have to file a Form 472.

Form 486 deadline approaching

For those of you who have received your Funding Commitment Decision Letter (FCDL) for Funding Year 2010 (Fiscal Year 2010/2011), please remember that your Form 486 is due 120 days after your service start date or your date on your FCDL, whichever is later.

 

So, for those of you who have a FCDL dated on or before July 1, 2010, and a service start date of July 1, 2011, your deadline for submitting your Form 486 is October 29, 2010.

 

To file online: http://www.sl.universalservice.org/menu.asp

To file via paper: http://www.universalservice.org/sl/tools/required-forms.aspx

 

What is this form for?

 

Form 486 is a verification that what you asked for reimbursement for in your Form 471 is what you really want.  I call it the “yes, this is what I really want” form.  It is an easy form to fill out, since all the information you need is located on your Funding Commitment Decision Letter.

 

I still haven’t been funded – what do I do?

 

If you haven’t been funded yet, there is still plenty of time.  If you’d like to check the status of your Form 471, to see where it is in the approval process, you can do so at http://www.sl.universalservice.org/FY3_form471/471StatusCheck.asp

Time for Form 470

Now’s the time to start filing for the 2011 Funding Year, which covers the 2011/2012 fiscal year.  There are some fairly substantial changes coming to the E-rate program this funding year, including form changes, so I would encourage you to file your forms now before they change.  Luckily, if you file your Form 470 before the change, you will not have to resubmit them.

 

I will have more information on the changes in the E-Rate program in November (so stay tuned!).

 

What is Form 470?

 

Form 470 is the first form you file for a FY for E-rate.  I refer to it as the “this is what I would like to have” form, because it is just covering generalities.  You can put down your technology wish-list, of sorts.  Want to increase the number of phone lines you have or want to add a dedicated fax line?  Then go ahead and put it in your Form 470.  Form 470 does not lock you into receiving the services you put down – it just lets the SLD know that you may be asking for reimbursement for these services in the future.

What do I need to apply?

All you need for your Form 470 is your Billed Entity Number, the number of phone/fax lines you have, and some basic information about your Internet Access.  You don’t need SPIN numbers, or specific bill amounts on Form 470 – it’s all about generalities!

You can apply online, or on paper. 
Online: http://www.sl.universalservice.org/menu.asp
Paper: http://www.universalservice.org/sl/tools/required-forms.aspx

When can I file the next form?

You will have to wait a minimum of 28 days between the time you submit your Form 470 and the time you submit your Form 471.  This is to allow those who are going out for bids to get them in and evaluate them.  Even if you are not going into a contract, you still have to wait the 28 days.

When is the deadline for filing Form 470?

Right now the deadline is not set, since the window has not opened to file Form 471.  I would expect the deadline to be sometime in late December to mid-January.  Because of the 28-day wait time, the deadline for the Form 471 determines the deadline for Form 470.  Until the window has opened to file Form 471 and the deadline for that form has been determined, the deadline for Form 470 cannot be set. December/January is the traditional deadline time, though.  But by then, the new forms will be out, and you will have to use those.  That isn’t a bad thing, but it would probably be easier for you to fill out the forms that you are used to, rather than learning the new ones.

Waiting for Funding Commitment Decision Letters

Here we are, Form 471s filed for the 2010 Funding Year (Fiscal Year 2010/2011).  There are things to be aware of during this time between the 471 and your Funding Commitment Decision Letter.

 

So what do I do now?

 

Now is the time that the SLD is reviewing all the information that you sent them, from whether your library is a recognized library to services and amounts.  The Program Integrity Assurance (PIA) folks will contact you if they need more information or clarification on the information that you provided.

 

Can I send them anything now?

 

I wouldn’t advise sending any additional information to the SLD or PIA at this point unless you have been specifically asked for it.  It would just get lost in the shuffle. 

 

Eek!  The PIA contacted me!  What do I do?

 

You have 15 days to respond to them with the information they ask for.  If you need more time, you can ask for it; just give them a specific date.  If you are corresponding with your PIA representative, and aren’t getting anywhere, ask for a supervisor.  You’re not getting them into trouble – you just understand that you need to get this information to the right people in a reasonable amount of time. 

 

Don’t panic if you get a letter from the PIA.  Read it through, and be sure you understand what they are asking for.  If you don’t understand, ask them.  You can always contact me as well, but talking to them makes them understand that you are working on it.

 

I want to get this over with, when’s the next form?

 

The next form to do will be the Form 486.  There are a couple of things that have to happen first, though:

 

1.  You have to have a tech plan that is valid within the 2010/2011 fiscal year. You can go to  http://state.tn.us/tsla/regional/UCRL/techplans.htm to check the status of your tech plan.

2.  You have to have received a Funding Commitment Decision Letter (they’re pink this year).

 

They haven’t started issuing FCDLs for Funding year 2010 as of yet.  I don’t expect it will be long though!

 

You can file this form either online or via paper and mail it in.

 

Online: http://www.sl.universalservice.org/menu.asp (I recommend the Create Form 486, just because I don’t like the Interview process).

Paper: http://www.universalservice.org/_res/documents/sl/pdf/486.pdf

 

So what’s the Form 486 for?

 

The Form 486 verifies that you are going to be receiving these services and will be either asking for a reimbursement on them or will be receiving a discount on your bills.  It just lets the SLD know that you are indeed going to be using these funds that were committed to you.

 

Once you get your FCDL, you have 120 days from the date on your letter, or your service start date, whichever is later.  So, if you receive your FCDL in May, but your services don’t start until July 1st, you have 120 days from July 1st (which is sometime in late October) to get your Form 486 in.

 

I will send out notices of libraries that are included in the waves as I always do, so you’ll know to look for your FCDL in the mail.  If you’re always in the first wave, but you’re not this year, don’t worry!  They release them differently each year, so just be patient, if you can.

Form 471 assistance

Just a reminder that Friday, February 19th is the deadline for filing your Form 471.  

 
Form 471 is the form that you will need exact prices and service providers, so be sure that you have that information handy before you sit down to fill out your form.
 
Information needed for Form 471
 
1.  A copy of the actual bill for each service you request.  I recommend using your highest bill from the last year or two, so if there are increases in the cost of your service, you’ll be funded for more than what your bill is now.  I would also recommend that you keep all copies of the bills you use in your e-rate folder, so if there is a question later, you can find that particular bill easier.
 
2.  Your library’s FSCS code.  These can be found at http://nces.ed.gov/surveys/libraries/librarysearch/ .  Just type in your city and state.  You will receive a minimum of two entries, one marked with a orange icon and one with a green icon. Please be sure to use the FSCS number that is in the entry with the green icon (which marks Central Library).  The reason is that the FSCS number under the green icon is the full number, while the number under the orange one is missing the last three numbers.  (if you can’t find your FSCS code, I have the majority of them on a spreadsheet, so just let me know what you need, and I’ll see what I can do).
 
2a.  If your library is new, and/or you don’t have a FSCS number, you can put zeroes, or leave it blank.  If you leave it blank, the online system will prompt you that you left it blank, but if you click ok, it will let you continue.
 
3.  Your free and reduced lunch information.  This can be found at http://eratey12.k12tn.net/ .  Please make sure to use the bold District information for the school district that your library is physically located in.  I would also recommend that you do your own calculations instead of using the ones on the site, since they may differ.  Finally, I would make a copy of only your district information and keep it in your e-rate folder for future reference.
 
4.  Your school district’s Billed Entity Number.  This is also found at http://eratey12.k12tn.net/ .  It is called the School District Entity Number and is the first column in the spreadsheet.
 
4a.  When filling out your Form 471 online, please be sure that in Block 4, where you input your school data, that you change the discount percentage, if necessary.  It defaults to 20%, but many of you have a larger discount than that, so be sure to change it – it will not change automatically.
 
5.  Your service provider’s SPIN number.  You should have this if you have used their services before, but if not, or if you have changed service providers, please use http://www.sl.universalservice.org/Forms/SPIN_Contact_Search.asp .  Keep in mind that when you are searching, use the first word or two with the wildcard % in case you don’t have the correct spelling or complete name of the service provider.
 
6.  If you have a contract, please be sure that it is signed after your 28 days from filing your Form 470 but before you file your Form 471.  You will also need your contract award date and expiration date.
 
7.  Either a copy of your Form 470 that you filed online, or your Receipt notification letter you received in the mail.  Either of these will have your Form 470 application number, which you will need in block 5 of the Form 471.
 
For a paper copy of Form 471: http://www.universalservice.org/_res/documents/sl/pdf/471_FY05.pdf
To file online: http://www.sl.universalservice.org/menu.asp
 
Please keep in mind that you will also have to file Item 21 attachments for each Block 5 you fill out.  You will have a Block 5 for each service you request.  You can file the Item 21 attachment online at http://www.sl.universalservice.org/menu.asp , or send them a paper document.  For assistance on Item 21 attachments, please go to  http://www.universalservice.org/sl/applicants/step07/form471-attachments.aspx . You will need the information from your bills, your number of phone lines or Internet speeds, and your FCC registration number to complete these attachments.  I would recommend putting your FCC registration number in the notes category.  The way I phrase it is : the FCC registration number for the X library is xxx. 

For 471 deadline extended

The SLD has extended the deadline for filing Form 471s due to the inclement weather.  The deadline has been changed from Thursday, February 11th to Friday February 19th.  If your form is electronically submitted or postmarked by February 19, 2010 it will be considered in window.

2010 Windows opens

The filing window has opened for the Form 471 for Funding Year 2010.  The window opened on Thursday, December 3, 2009, and it will close on Thursday, February 11, 2010. 

This filing window deadline also allows the deadline for filing your Form 470 to be set for Thursday, January 14, 2010.  This deadline can be set, since Form 470 must be filed and allow for a minimum of 28 days between the filing of Form 470 and Form 471.

You can either file Form 471 via paper or online.  I would recommend online.  This is also the form where you will need exact bill amounts.  I would recommend that you find your highest bill for each service from the last year or two.  That way you can ask for 12 months worth of possible reimbursement from your highest bill, and not lose out on not asking for enough.  I would also recommend that you make a copy of the bills that you use for Form 471 and keep them with your other 2010 documentation.

Happy filing!

BEAR (Form 472) reminder

Just a reminder that you have until October 29th to get in your Form 472 reimbursement forms to the SLD.  You can either file online or via paper, just keep the following in mind:

1. You will have to file a separate Form 472 for each service provider that you have.
2. You can combine all services from the same service provider onto the same Form 472, if you want to.
3. A representative from each service provider will have to sign your form and send it back to you before you can send it to the SLD.
4. Replace your blank page 4 with the one that is signed by your service provider before you mail it to the SLD.

If you file online, don’t forget to contact your service provider so they will know to go online and review and approve your form.  If it is not approved by your service provider within 15 days, your Form 472 will be deleted by the SLD, and you will have to file another one.

It’s Form 472 time!

Yay the time for e-rate reimbursement is here for Fiscal Year 2008/2009!  Now is the time to either file your Form 472 (BEAR) online or via paper.  I still prefer the paper form, so I don’t get caught in the 15-day deadline for my service provider to validate the online form.  But that’s just me.

The deadline for this form is October 29th.

I think that I will post updates to the contact information for the Service Provider’s here for now.  So here’s the first:

Citizens Communications (Frontier)
SPIN: 143001645
Contact Name: Jessica Matushek
Contact Phone: 570-631-5003
Contact Fax (to send 472): 570-631-8026

What if I haven’t gotten a letter yet?

If you haven’t been in a wave yet, don’t worry – there will be a lot more waves to come.

What you can do, however, is go through your e-mail and make sure that you haven’t overlooked a message from the Program Integrity Assurance (PIA).  If they have contacted you, then essentially your form is being held and will not progress any further without information from you.

You can also check on the status of your Form 471, if you want to.  It changes frequently as it goes from department to department in the SLD.  I wouldn’t get into the habit of checking it daily, but every once in a while wouldn’t be a bad idea. 

How to check the status of your Form 471:

1. Go to http://www.universalservice.org/sl
2. Click on Apply Online (on the left)
3. Under Form 471, click on Application Status
4. Type in your Billed Entity Number and click Search
5. On the next screen click Continue

At the top of this page will give you your status, and then the explanations of what the status means below.