important information - arkansas funds for learning, llc september 2016 email...

FundsForLearning,LLC September2016

[email protected] 1

ImportantInformation

• FundsForLearningusesitsbesteffortstoensurethatalloftheE-rate-relatedinformationthatitprovidesisaccurate,current,andcompleteasofthedateoforiginalpresentation.However,becauseofthedynamicnatureofE-rateprogramrules,regulations,andprocedures,FFLcanneitherwarrantnorguaranteetheaccuracy,currency,orcompletenessofthisinformation.

September2016 Allinformationsubjecttochange.©2016FundsForLearning,LLC 1

E-rateReviewandUpdate:FY2017

BrianStephensSeniorTechnologyandRegulatoryAnalystFundsForLearning,LLC

Email [email protected]@FFL


[email protected] 2

Agenda

• E-rateProgramIntroduction• StrategicPlanningforFY2017• ProductandServiceEligibility• CompetitiveBidding,VendorSelection,andContracting› Livedemo:FCCForm470inE-rateProductivityCenter(EPC)

• ApplyingforE-rateDiscounts› Discountratecalculation,filingtheForm471

• E-rateInvoicingandPaymentProcess


AboutFundsForLearning

• FocusedexclusivelyonE-ratecompliance• Experiencepreparing$1.5billionrequests• Nationwideclientbasesince1997• FFLclientsrepresentover11,000sites› FY2015:$156millionrequested;13,661detailrequestlines



[email protected] 3

E-rateProgramIntroduction

AbouttheE-rate

• Largestsinglesourceofed-techfundinginUSforK-12schools› Public,private,andcharterschools(nearlyallparticipate)› Publiclibrariesalsoqualify› Fundsprovidediscounts oneligiblepurchases

• Annualprogramcap:≈$3.9billion(inflationadjusted)› Unusedfundsmay“rollover”› FY2017:$4B+totalavailability



[email protected] 4

AbouttheE-rate

• Who’sincharge?› FederalCommunicationsCommission(FCC)› UniversalServiceAdministrativeCompany(USAC)› SchoolsandLibrariesDivision(SLD)

• Sourceoffunds:UniversalServiceFund› Telephonebillsurcharge› Notpartoffederalbudget


Discountprogram

• Notagrant:E-rateisadiscountprogram• Category1discounts:20%- 90%› TelecommunicationsServices› InternetAccess

• Category2discounts:20%- 85%discounts› Internalconnections(andmaintenance)› Managedinternalbroadbandservice(“managedWi-Fi”)› Subjectto5-yearfundingcappersite



[email protected] 5

ApplicantRequirements

• ComplywithChildren’sInternetProtectionAct› Filteringandmonitoringofactivities› Acceptableusepolicy› Educationregardingappropriateonlinebehavior

• Budgetforportionofserviceandpayinvoices• Submitallpaperworkontime• BeresponsivetoUSACinquiries• Keepgoodrecords


ApplicantSteps


PlanforTechnology

BidandAward

Contracts

ApplyforDiscounts

RespondtoQuestions

ReceiveServices

Summer/Fall2016 Summer2017

SubmitPaymentPaperwork

Jan-Mar2017(est)


[email protected] 6

E-rateOpportunity

• Providesaccessto21stcenturytechnologies› Increasesopportunitiesforanytime/anywherepersonalizedlearning› Boostscommunicationamongparents,teachers&admin› Enhancessafetyandsecurity

• Enhancespurchasingpower,allowsbudgetstostretchfarther

• Positivelyimpactsstudents,teachersandparents


E-rateChallenge

• Stringentrules,procedures,deadlines,andforms

• Process‘improvements’createnewlearningcurves

• Lengthytimelinestoreceivefundingandkeeppaperwork› Projectsaredelayedpendingfundingaward

• Failuresresultinrepayment,fines,and/orincarceration



[email protected] 7

Arkansas:BytheNumbers

• FY2016:$47.4Mrequested› $39MC1,$8.1MC2› $8.4Mcommitted;$37.6Mpending› DISApplication:$19.1M

• LargestFY2016totalrequested:LittleRock($2.1M)

• SmallestFY2016total:CarrollandMadisonLibrary($388.80)


StrategicPlanning


[email protected] 8

SuccessfulApplicantsHaveaPlan

• Strategicplanning iskeytoE-ratesuccess:› Defineneeds› Datesanddeadlines› Resourceallocation› Annualbudgets› Ongoingtraining

• Writeitdown!StoreyourE-ratestrategicplanwithprogramcompliancedocuments


EffectivePlanning:DeterminingNeeds

• ForecastforneedsstartingJuly1,2017 throughJune30,2018

• Considerinitiativesthatmayrequireincreasedservicelevels› Internetspeed/bandwidth› Wirelessnetworkcoverage,density,speed› WANbandwidthand/orupgrades



[email protected] 9

EffectivePlanning:EstablishaTimeline

• Setatargetdate forfilingyourForm471andworkbackwards:› Form471preptime› Contractnegotiation,approval,andsignature

• Board/cityapproval?Reviewmeetingschedules!› Bidevaluation/scoringproposals› 28dayopenbiddingprocess› Form470preptime› Strategicplanninganddeterminationofneeds

• Considervacations,holidays,otherdeadlines


EffectivePlanning:Timelines

• Don’tforgetprioryears’fundingapplications!› Deadlinesforservicedelivery

• MostprojectsmustbecompletebyeitherJune30orSeptember30

› Deadlinesforpaymentpaperwork• Onlyasingle120dayextension!



[email protected] 10

EffectivePlanning:KnowWho’sResponsible

• Understandinter-departmentalneeds› Whoisinvolvedinthedecision-makingprocess?› WhatistheirschedulefromnowuntilMay?

• Whatifyouwinthelottery?› Considerinternalknowledgetransfer!Whohasyourback?


EffectivePlanning:Budgets

• Rememberthatvoiceserviceisbeingphasedout› FY2017discountonvoice:yourdiscount-60%› Voicespecialfeatures,cellulardata/textplansineligible

• Mission-criticalservices:budget100%› E-ratediscountscanbereimbursed

• Norestrictionontheuseofreimbursementfunds




DemonstratingCompliance

• “Gettingfunded”isthewronggoal› Beingcompliant iswhereyoushouldaim› Requiresknowledgeoftherulesandaplantofollowthem

• Pastsuccessisnopredictoroffutureperformance› E-ratehasnostatuteoflimitations

• Afundingdisbursementsubjectsyoutorevieworaudit› Nostatuteoflimitations


DocumentingCompliance

• E-rateis documentretention› Need“harddocumentation”aswellasinstitutionalknowledge› Prepare(andsave)adocumentretentionpolicy

• Foreverynumber,fact,orfigureonaForm:› “HowcanIproveit?”› Canyouverifythedateofyourbackupdocuments?› Canyoufindothers’work,andcantheyfindyours?

• Retentionrequirement:10yearsfromlastdateofservice




ProductandServiceEligibility

EligibleServicesList

• Defineswhatproductsandservicesqualifyfordiscounts› Focusedonbroadbandconnectivityandinfrastructure› Eligibilitydefinedbyfunctionality

• FY2017listfinalizedonSeptember12› Subjecttoannualreviewandcommentperiod

• NotlistedintheESL?Assumeitisnoteligible




EligibilityConditions

• ListedonESLaloneisnotenough› Mustsupporteducationalpurposes› Mustbeusedbyeligibleusers,ineligiblelocations

• MatchesdescriptiongiventoUSAC

• Ineligibleitemsremovedfromrequest


ServiceCategories

• Twofundingcategories:› Category1(“C1”):servicetothebuilding

• TelecommunicationsandInternetaccess

› Category2(“C2”):servicewithinthebuilding• Internalconnections,managedinternalbroadbandandbasicmaintenance




Category1Discounts

• Broadbandconnectivity:› Internetaccess

• Transportandbandwidth

› Wideareanetworks• Point-to-pointconnectivitybetweenschoolsandcampuses

› Transporttechnologycanbecopper,fiber,satellite,wireless,etc.


Category1:Fiber

• FiberopticWANshavethreeclassifications:› LIT:vendor-ownedfiber,electronics,andmanagement› DARK:vendor-ownedfiber,applicant-ownedelectronicsandmgmt› SELF-PROVISIONED:applicant-ownedfiber,electronics,andmgmt

• Dark/self-provisionedrequireslitfiberbidandcomparison› Applicationprocesscanbeabitmorecomplicated

• “SpecialConstructionCharges”alsoeligible




Category1:Voice

• Eligiblevoiceservices› Analoglines(POTS/Centrex)› InterconnectedVoIP› Longdistance› Cellularvoice(excludingdataandtextmessageplans)› Circuitsdedicatedtovoice(i.e.SIPtrunks,PRIs)

• 60 percentagepointreductioninFY2016


Category1:VoicePhase-down

• Standarddiscountless60%• SeparateservicedesignationonForm471• Requiresseparatefundingrequest(FRN)

90%

70%

50%

30%10% 0%0%

20%

40%

60%

80%

100%

FY2014 FY2015 FY2016 FY2017 FY2018 FY2019




Category2PurchasesandServices

• Connectivitywithin buildings

• Threecategories:› InternalConnections› ManagedInternalBroadbandService› BasicMaintenanceofInternalConnections

• Subjecttofive-yearC2fundingcap


Category2:InternalConnections

• BasicLANinfrastructure› Switches› Routers› Wirelessaccesspoints(WAPs)andcontrollers› Structuredcablingandinstallation

• “Cloud”LANinfrastructure› Wirelesscontrollersinthecloud,etc.





• Cachingcomponents› “Cachingstoresinformationlocallysothattheinformationisaccessiblemorequicklythanifitmustbetransmittedacrossanetworkfromadistance.”

› WANandInternetbandwidthoptimization

• “Basic”firewalls› Excludesadvancedsecurityfeatures:IPS,anti-X,filtering,NAC,etc.



• Additionalinfrastructureforeligibleequipment› Cablingconduit,raceways,connectors,patchpanels,consumables› Equipmentracksforeligibleequipment› UninterruptiblePowerSupply(UPS)foreligibleequipment

• Installationandconfigurationcharges





• Additionalcharges› Shipping› Taxes› Mostfees› Trainingservices(limitedtoeligibleusersonly)


Category2:ManagedInternalBroadband

• “ManagedWi-Fi”andothermanagedLANservices

• Vendormanageson-campusnetwork(s)› Applicant-ownedorleasedequipment,oracombination› Includes24/7networkmonitoring,management,maintenance

• LimitedtomanagementofeligibleICequipmentonly

• DeductedfromoverallCategory2budgetcap




Category2:BasicMaintenance

• Repairandupkeepofeligiblecomponents› Specifytype/locationofequipment;keeplogs› Break-fixbillingpreferred

• Basictechnicalsupport› Softwarebugfixes/patches/minorupdates› Configurationchanges› Onlineortelephonesupport› Labor,issueresolution


Category2:BasicMaintenance

• “UnbundledWarranties”ineligible› Advancehardwarereplacementineligible› Hardwarerepair:break/fixor“perincident”only

• Contractsmaybefixed-price(orchargedannually)› Musthave“proofthatworkwasdone”




IneligibleServices

• Contentorapplications› Curriculumsubscriptions,“cloud”apps,websitehosting,e-mail

• Mostnetworkmonitoringormanagementservices› Exception:managedinternalbroadbandservices

• Mobiledataplans› Exception:mostcost-effectivemeansofaccess


IneligibleProducts

• VoiceHardware› PBXequipment,VoIPsystems,UnifiedCommunications

• Serversandstorage› Onlyexception:serversforcaching

• VideoHardware› CODEC,conferencingendpoints,MCUs




IneligibleProducts

• End-userdevices› Telephonehandsets– evenifbundled,monitors,speakers,cameras,projectors,whiteboards

• End-userworkstations› Laptops,desktops,tablets

• End-userapplications(cloudorpremise)› Learningmanagementsystems,sociallearningsystems,studentinformationsystems,webconferencing


IneligibleProducts

• Non-criticalinfrastructure› Wirelesstracking

• “Advanced”networksecurity› IDS/IPS,NAC,anti-virus,anti-spam,deeppacketinspection

• Contentfiltering› RequiredforCIPAcompliance,butnoteligible

• Non-LANcomponents› Surveillance,physicalsecurity,gateways,authentication




CostAllocations

• E-ratediscountsavailableonlyforeligiblegoods/services

• Mixedeligible/ineligibleuseitemsrequirescostsplit› Mustbebasedon“fairandreasonable”qualitativecriteria

• Cost-allocationsapplytoequipmenttypeanduse› Nodiscountforineligiblefeatures


EligibleUsersandLocations

• Productsandservicesmust“serve”eligibleusers

• Category1serviceseligibleatalllocations

• Category2serviceseligiblein“areasofinstruction”only› “Hub”sitescanhouseequipmentforlocationsserved› WillusepartoftheC2budgetforeachsite




CategoryOnevs.CategoryTwo

• Ruleofthumb:› WIDEareanetwork(WAN)equipment:CategoryOne

• WAN:separatecampusorschool

› LOCALareanetwork(LAN)equipment:CategoryTwo


CategoryOne

• Connectionsbetweenseparateschools› Anytown MiddleSchooltoAnytown HighSchool› Canbeonthesameproperty,acrossthestreet,oracrosstown

• Connectionsbetweenmultiplecampusesofasingleschool› Oneschoolthathasbuildings“milesapart”




CategoryTwo

• Connectionsbetweenbuildingsonasinglecampus› Anytown MStoAnytown MS’cafeteriaonthesameblock› Anytown MStoexpansionclassroomsacrossthestreet› Anytown MStoanyAnytown MSbuildingnot“milesapart”


Category2Budgets



DiscountsforOn-CampusNetworks

• Category2fundswillbeavailable inFY2017

• Fundedbyrolloverfromprioryears

• FCCuses“budgets”tocapeachapplicants’C2support› Capdesignedtospreadoutfunding› Approx.25%fullyutilized;30%havenotyetapplied


Category2BudgetCaps

• Calculatedonbuilding-by-buildingbasis› Capiscumulative,appliedover5years› Nosharingofcapbetweensites

• Pre-discountfactormultipliedbydiscountrate› School@$150/student;library@$2.30or$5.00/sq-ft ($9,200min)

• NobudgetforNIFs




Category2BudgetCaps

• Capsareineffectforfiveyears› Nomore“two-in-five”rule› ClockstartsinFYwithfirstfundingrequest

• Capsadjustannually› Studentpopulationincrease=capincrease› Decreasescanoccur(norepaymentrequired)


Category2BudgetCaps

• Sharedinfrastructure(hubs):› Costmustbedividedamongsitesserved

• Allocationmethods:› Persite(totalnumberofsitesserved)› Studentcount(enrollmentateachsiteserved)› Other‘fairandreasonable’method




CalculatingCategory2Caps

• Foreachschoolsite:1. DetermineFY2017siteenrollment(example300students)2. Enrollment*$150 (300*$150=$45,000)3. Multiplybydiscountrate(example80%;$45,000*80%=$36,0004. Subtractapprovalsfromprioryears(ifapplicable)


CalculationExamples


Enrolled:300

students

$150perstudent

DiscountRate:80%

FY15,16Approved:

$0

Sitecap:$36,000

Enrolled:400

students

$150perstudent

DiscountRate:60%

FY2015Approved:$10,000

Sitecap:$26,000



CompetitiveBiddingandVendorSelection

ProcurementProcessSummary

• All E-ratediscountedservicesmustbecompetitivelybid:› Exemptionfor“lowcost”Internet:100/10speed@$3,600/yr orless

• Evaluatebidsreceived

• Signcontractsandserviceagreements




FCCForm470

• PostedonUSAC’swebsite› Describesproductsandservicesrequested› Includesattachments(RFPs)andotherinformation› Includescontactinformation

• Filedatanytimeduringtheyear› FY2017Form470canbefilednow› Arkansasapplicants:youcanbethefirst!


FCCForm470

• Biddingperiodis28daysfromthedatetheForm470isfiled› “AllowableContractDate”marksendof28dayperiod› RFPshouldalsobeopenfor28concurrentdays

• Documentretention› Keepcopiesofallbidsreceived(evenlosingbids)› Keeprecordsofcommunication(s)withbonafiderespondents




Form470Scope

• The470setstheoverallscopeofafundedproject• <somescope>› CompetitivelybidviaForm470› Contracted› RequestedviaForm471› Purchased› DiscountedwithE-ratefunds

• Deviationsfromoriginalscopecancausedenial


Form470Step1:LineItems


CategoryOne CategoryTwo

TransportOnly- NoISPServiceIncluded Antennas,Connectors,andRelatedComponents

CellularDataPlan/AirCardService Cabling

CellularVoice Caching

DarkFiber FirewallServiceandComponents

InternetAccess&TransportBundled Racks

InternetAccess:ISPServiceOnly Router

LitFiberService Switches

Other(*) UPS/BatteryBackup

Self-provisioning WAP

VoiceService(Analog,Digital,InterconnectedVOIP,etc) WirelessController



Form470Step2:ServiceDescriptions

• Lineitemselectionsarenotenough

• Describeneeds:› Indetail› Withouttoomuchdetail

• Rememberthat470saren’tbinding› Youarenotobligatedtopurchaseall(orany)servicesontheForm


Form470Step2:ServiceDescriptions

• E-ratenolongerrequirestechnologyplans;but:› Considerexpectedgrowthoverlifeofcontract(andfundingyear)

• Dictatehowyouwantpricingbrokenoutonbids› Binarydisqualificationfactors?Listthem!

• Considerpotentialquestionsfromserviceproviders




CompetitiveBiddingConduct

• Applicantsexpectedtotreatallvendorsequally› Bidrequestsmaynotbevendor-specific› Noinsideinformationorspecialadvantages

• “Fairandopen”competitivebidprocess› VendorsshouldnotassistwithForm470orRFPpreparation› Vendorsshouldnotassistwithvendorselection› Nogifts– includingmeals!


VendorCommunicationswithApplicants

• USACguidance:vendorscan…› Havepre-biddiscussions› Discussproductofferingswithapplicants› Presentproductdemonstrations

• Applicantsshoulddocumentactivitiestoprovecompliance› Maintaincorrespondence› Keepcopiesofpromotionalmaterials,handouts,etc




Evaluatingbids

• Costofeligible servicesmustbethehighestweightedfactor

• Twowaysofevaluatingbids:› “Binary”disqualificationcriteria(mustbedisclosed)› Subjectivecriteria(evaluatedona“matrix”)

• Memorializetheselectioninwriting:› Scoringworksheets,committeemeetingnotes,etc– usedated docs

• Knowandfollowstateandlocalbidevaluationrules!


SampleVendorEvaluationMatrix

Criteria AvailablePointsCostofeligiblegoods and/orservices 30Costofineligibleportion 25Priorexperiencewithvendor 15In-state preference 10Compatibilitywithexisting infrastructure 20

100possiblepoints




Contracts

• Legallybindingagreementrequired› After28-dayperiodbutpriortofundingrequest(Form471)› Shouldincludeextension/renewalterms› Exception:Month-to-monthandtariffservices

• Shouldcontaindetailedscopeofwork› Serviceparameters,equipmentmake,modelandquantity› Billingterms,servicelogs,etc.

• Maybecontingentuponfundingcommitment


Contracts

• Applicantsmayusestatecontracts› FileForm470andconsiderstatecontractterms/pricingas“bid”

• E-rateallowscontractswithvoluntaryextensions› Contractsmusthaveafinal enddateafterextensionsareused

• E-rateallowsmulti-yearcontracts› Checkstateandlocalprocurementregulations




Form470:LiveDemo

ApplyingforE-rateDiscounts



FundingApplications

• Forms471filedduringannual“filingwindow”› Windowtypical dates:January– March› FY2017window:TBD

• USACpublishesallnon-confidentialdata› Mayoptoutforexistingcontracts;newcontractsmayNOToptout

• Bepreparedforvendorsandotherstoscrutinizeyourcosts


FundingApplications

• FCCForm471:› Contactinformation› Discountratecalculation› Foreachservice:

• Vendorselected• Contractdetails(length,expiration,etc)• Detaileddescriptionofservice(lineitems)• Contractedand/oranticipatedeligiblecostofservices

› Regulatorycertifications




FilingtheFCCForm471

• FormsarefiledinEPC• Informationrequired:› “Profile”– allsites,schoolswithNSLPandenrollmentinfo

• Completingprofileallowsdiscountratecalculation› Contracts– detailsaboutprocuredcontracts

• Awardandexpirationdates,extensions,bidsreceived,attachments,etc

› FRNs(FundingRequestNumbers)• Pickacontract,fillinrecurringandnon-recurringcharges


CalculatingtheE-rateDiscount

• Discountratecalculatedbasedon:› District-wideNSLPeligibility;and› UrbanorrurallocationdefinedbyUSCensusdata

• Alldistrictsitesreceivesamediscountrate




E-rateDiscountMatrix

PercentofStudentsEligible

forNSLP

Category OneDiscountRate

Category TwoDiscountRate

Urban Rural Urban RuralLessthan1% 20% 25% 20% 25%1%- 19% 40% 50% 40% 50%20%- 34% 50% 60% 50% 60%35%- 49% 60% 70% 60% 70%50%- 74% 80% 80% 80% 80%75%- 100% 90% 90% 85% 85%


SampleDiscountCalculation


FordIndep. SchoolDist1 Enrollment NSLPFiesta Elementary 300 250FocusElementary 300 200

MustangMiddleSchool 500 190Taurus HighSchool 500 160

Total 1,600 800

E-rateDiscountRate=80% 8001,600 =50%

NSLPEligible



MethodstoCalculateK-12NSLPEligibility

• Actualstudentparticipationrates

• Surveysoffamilies› NSLP%basedonactualnumberofreturnedforms

• CommunityEligibilityProvision› CEPschooldistrictsusesamemethodforE-rate› #ofdirectlycertifiedstudents*multiplier(1.6forFY2016)


EPC:“ManageOrganization”

• All siteswhichreceiveserviceshouldbelistedinprofile› BesuretoincludeNIFs› Toaddorremovesites,call/e-mailUSAC

• Itiscritical thatsitephysicaladdressesbeaccurate› Double-checkserviceaddressesonvendorinvoices;correctasneeded




EPC:“ManageConnectivityQuestions”

• Newinformationrequestedonaper-site basis:› Downloadanduploadspeed(InternetorWAN)› Predominantconnectiontype(MC)› HowsufficientisthequalityoftheWi-Fiatthislocation?(MC)› Whatisthebiggestbarriertohavingarobustinternalnetworkinyourclassroomsatthislocation(MC,with“other”option)


EPC:EnteringContracts

• Enternicknameandcontractnumber• Uploadcopy(Y/N)• Statecontract?Multipleawardschedule?(Y/N)• “Piggybacking?”(Y/N)• Numberofbidsreceived(required)• AssociatedForm470(FY2016orprioryear)• Accountnumber




EPC:EnteringContracts

• Contractvendor(identifiedbySPIN)• Contractawarddate• Voluntaryextensions?(Y/N)› Ifyes:numberofextensions,expirationdateifallareexercised

• Pricingconfidentiality(Y/N)


CreatinganFCCForm471

• StepthroughFormcreationwizard› Sitesanddiscountratewillpullfrom“ManageOrganization”› Connectivityquestionswillpullinfrom“ManageConnectivity?s”› SelectcontractsfromContractssectionwhencreatingFRNs› Enterlineitem:

• Pickfunction/type• Recurring/non-recurringcosts• Sitesreceivingservices




InteractingwithUSAC

ProgramIntegrityAssurance(PIA)

• AllfundingapplicationsareindividuallyreviewedbyUSAC› YoumayreceivequestionsfromUSACstaff

• Everyaspectoftheapplicationcanbequestioned

• No“schedule”orwaytoanticipatewhenPIAwillstart› Besuretokeeplinesofcommunicationopenandhaveabackup!› QuestionswillcomethroughEPC




PIABestPractices

• BERESPONSIVE!› Acknowledgereceiptofcommunicationsimmediately

• “Justthefacts,ma’am.”› Keepanswersconciseandtothepoint› Trytounderstandwhatprogramruleisbeingevaluated

• Don’texpectthatthereviewerisanE-rateortechexpert


PIABestPractices

• Bemindfulofpreviousyears’applications› Multiyearcontracts?Youranswerscanbeappliedretroactively› Youmayreceivetheexact samequestionsasinpreviousyears› Pastsuccessisnotanindicatoroffuturesuccess

• Problems?› RequesttospeaktoaPIAsupervisor› Requestadditionaltimetorespond




OtherPotentialReviews

• SelectiveReview(“SRIR”)› Detailed,applicant-levelreview› Competitivebiddingprocess› Budgetandotherresources

• Cost-effectivenessevaluationofgoodsandservices• BeneficiaryandContributorAuditProgram(BCAP)• Specialcompliancereviews


InvoicingandPayment



InvoicingandPayment

• October28:InvoicedeadlineforFY2015recurringservices› ARapplicantshaveapproximately$14Mremaining

• Stepsingettingpaid:› Reviewfundingrequeststatus› Confirmservicedelivery› Collectandreviewbillsandinvoices› PrepareBEARsforreimbursement


ReviewFundingRequestStatus

• Checkeveryfundingrequest(FRN)› Verifyinvoicingmethod(BEARorSPI)

• Confirmpreferencewithserviceproviders

› Verifyfundingcommitment› VerifyFCCForm486




TwoPaymentMethods

• BEAR: BilledEntityApplicantReimbursement(FCCForm472)› Applicantpaysvendorbillsinfull› FCCForm472isfiled› USACissuesdiscountpaymenttoapplicant


TwoPaymentMethods

• SPI:ServiceProviderInvoice(FCCForm474)› Vendorappliesdiscountorcredittoapplicantinvoices› VendorsubmitsSPI› USACissuespaymentofdiscountedamounttovendor› Optional:servicecertifications




ReviewFRNDetails

• Checkavailablebalance(previousdisbursements)• EnsureFCCForm486wasfiled• Checkinvoicedeadlines


ConfirmServiceDelivery

• E-rateservicesarerecurring ornon-recurring

• Eachtypeofservicehasaspecificdeliverytimeframe› Discountsareonlyavailablewhenservicesweredeliveredwithinappropriatedates




RecurringServices

• Servicesdeliveredonarecurringbasis› Canbebilledmonthly,quarterly,annually

• MostCategoryOneservices,aswellasBMICandMIBS

• Servicedeliverytimeframe:July1toJune30› FY2016:July1,2016toJune30,2017


Non-RecurringServices

• One-timepurchases

• MostInternalConnections,aswellassomeC1setupcosts

• Servicedeliverytimeframe:› InternalConnections:April1– September30› CategoryOne:January1*- September30




ReviewServicesDelivered

• EachFRNhasanItem21 detailingservicesrequested

• IfservicesdelivereddonotmatchItem21,aservicesubstitutionrequestmayberequired

• Paymentcanbedeniedfornon-matchingservices


ServiceSubstitutions

• Changestotheproductsand/orservicesonafundingrequest• Fourrequirements:› Samefunctionality› Allowedbystateandlocalpurchasingrules› Withinthescopeoforiginalbid/procurement› Noincreaseinineligibleproductsorservices




ServiceSubstitutions

• Substitutionprocess› ApplicantsendsrequestlettertoUSAC› MaybesubmittedanytimeaftertheRAL› Providelistoforiginalandreplacementparts› OriginallistshouldmatchItem21Attachment› Processingtime:45-60days

• Quantitiesandpricescanfluctuate› Fundingamountswillnotincrease,butcandecrease


ReviewInvoices

• Remember:E-rateisadiscount program

• Disbursementsarebasedoncostsofservicesincurred› Vendorbillsarefrequentlyrequested/reviewedbyUSAC

• Identifyineligiblecosts




ReviewInvoices

• Checkbillingandservicedeliveryaddresses

• Checkdates thatserviceswereperformed(orproductsshipped)

• ForBEARs,checkthatbillswerepaid (orarescheduledtobepaidshortly)


Form472(BEAR)Preparation

• Requiredinformation:› Applicantcontactinformation› SPINofcompanybillingapplicant› Lineitems:

• Form471applicationnumber• FRN• CustomerBilledDateorShippingDate• Pre-discountamountofeligibleservicesbilled• Discountrates

› RegulatoryCertifications




Form474(SPI)BestPractices

• Reviewinvoicesforineligibleservices

• Ensurethatdiscounts/creditsareappropriatelyapplied

• Sendinservicecertificationsasneeded


InvoiceDeadlines

• BEARsandSPIsarealwaysdue120days fromservicedeliverydeadline› Standardinvoicedeadlineforrecurringservices:October28› Standardinvoicedeadlinefornon-recurringservices:January28

• Extensionmayberequested› Onlyoneextensionallowed(120days)– NOEXCEPTIONS› Mustberequestedbeforeoriginaldeadlineexpires




ObligationtoPay

• Applicantsmustpaythenon-discountportion› Applicantsmustshowtheyhave“securedaccess”tonon-discountportionpriortofundingrequest

› Non-discountamountcannotbewaived/forgivenorremainunbilledbyvendor

› Failuretodemonstratecompliancecarriessignificantconsequences


PaymentPaperworkReview

• Invoicereviews› USACasksforcopiesofvendorbillstoconfirmcharges

• Servicecertificationstoconfirmservicedelivery

• PaymentQualityAssurance(PQA)mini-audits




DocumentRetention– ServiceDelivery

• Servicedelivery:› Purchaseorders/requisitions› Shippingdocumentation› Installationandconfigurationworkorders› Maintenancelogs(BMICrequests)› Servicesubstitutionsandapprovals

• Documentationshouldbedatedandshouldincludelocationinformationwhenapplicable


DocumentRetention- Invoicing

• Paymentsandinvoicing:› FCCForm472(BEAR)› Paymentrecords› Vendorinvoicestoapplicant› BEARreimbursementpayments




FCCForm498

• RequiredInformation:› Nameandaddress(shouldbeinEPCalready)› Generalfinancialcontact(name)› Federalemployeridentificationnumber› DunandBradstreetnumber(DUNS)

• www.dnb.com› Remittancecontact

• Canbesameasgeneralfinancialcontact


FCCForm498

• Requiredinformation(continued):› Nameoffinancialinstitution› AccountnumberforACHtransfer› ACHfinancialinstitutiontransitnumber› BilledEntityNumber(shouldbeinEPCalready)› PrincipalCommunicationType

• Select“School/LibraryorotherBilledEntityRecipient”




OddsandEnds

Appeals

• Didsomethinggowrong?Deniedanddisagree?

• AppealssubmittedtoUSACfirst,thentoFCC› Mustbesubmittedwithin60daysofdecisionbeingappealed




FCCForm500

• GeneralpurposeE-rateForm:› UpdateContractExpirationDate(intheeventofextension)› RequestC2installationdeadlineextension› Cancelorreducefundingcommitment› Equipmenttransfernotification


FY2017:WhatYouCanDoNOW

• FileFCCForm498forBEARpayments• VerifyEPCuseraccessandroles• Add,remove,oreditschoolsitesandNIFs› Besuretoverifyphysicaladdresses

• FileFCCForm470• Startingnextmonth:

• EnterNSLPinformationinsiteprofile(“ManageOrganizations”)• Selectvendors,negotiatecontracts,completeEPC“Contracts”section




SupportforArkansasSchools

[email protected]

E-rateReviewandUpdate:FY2017

BrianStephensSeniorTechnologyandRegulatoryAnalystFundsForLearning,LLC

Email [email protected]@FFL

important information - arkansas funds for learning, llc september 2016 email...

Documents