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FYI. -----Original Message----- From: Marilyn Johnson [mailto:[EMAIL PROTECTED] Sent: Monday, October 30, 2006 3:44 PM Subject: E-Rate news Please forward to your members . . . Good afternoon, Well, it's that time of year again. Time to begin filing your E-Rate applications. Get the latest news bulletins at http://www.universalservice.org/sl/tools/latest-news.aspx You begin by filing the first form (Form 470) for Funding Year 2007 (July 1, 2007 - June 30, 2008) right now. I encourage you to file the Form 470 as soon as possible. Remember, it has to be POSTED a minimum of 28 days BEFORE you can file the second form. I hope to have an online tutorial available within the next couple of weeks or so! The SLD has announced the "window dates" for filing the second form (Form 471). The Form 471 filing window will open at noon on Tuesday, November 14, 2006, and close at 11:59 PM EST on Wednesday, February 7, 2007. GENERAL INFORMATION ABOUT THE E-RATE FORM FILING PROCESS: Each Funding Year begins July 1st and ends June 30th. For example, we are currently in Funding Year 2003 which began July 1, 2003 and will end June 30, 2004. The form filing process begins at least nine months prior to the Funding Year. So, even though we are currently in Funding Year 2003, we are starting to file the paperwork for Funding Year 2004, which doesn't begin until July 1, 2004. Each Funding Year begins with a 470 and ends with receipt of the discount. Naturally, there are several steps in between! But, it really helps to keep all of the paperwork in order if you think about the following step-by-step process. E-RATE -- STEP-BY-STEP -- A CHECKLIST: * File 470 (anytime after July 1st, but no later than 28 days before the close of the 471 window!) expected timeframe:[July through Nov.] * * Receive Receipt Notification Letter (RNL) [approximately 30 days after filing 470] * * File 471 (within the 471 window -- usually opens early November and closes mid-January -- 470 must be posted minimum of 28 days before filing 471) [early Nov through mid-January} * * Receive Receipt Acknowledgement Letter (RAL) [30 days after filing 471] * * Receive Funding Commitment Decision Letter (FCDL) (informs you of funding status: approved, denied, partially funded, etc.)[May/June] * * File 486 (must have all necessary certifications completed by this form - i.e. technology plans approved, NCIPA compliance, etc. - file by October or within 120 day of service start date)[June through Oct] * * Receive 486 Letter of Receipt [approximately 30 days after filing 486] The next steps apply if you are NOT receiving the discount automatically on your monthly bills: * File BEAR (Form 472) covering service July through December (you can file this monthly, quarterly, semi-annually, or annually -- the example for this document is twice per year) [Jan/Feb] * * Receive Reimbursement Check [Feb/Mar] * * File BEAR (Form 472) covering service January through June (you can file this monthly, quarterly, semi-annually, or annually -- the example for this document is twice per year) [July/Aug] * * Receive Reimbursement Check [Aug/Sep] DOCUMENTATION TO KEEP FOR YOUR RECORDS: Each Funding Year, your file would at least contain copies of the above mentioned documents/forms. That file should also contain any correspondence or supporting documentation for certifications. I would recommend that it contain copies of the phone bills and/or copies of any reimbursement checks. This file should also contain a copy of the Technology Plan that was approved for the specific Funding Year. Be sure to keep documentation for any steps that you are undertaking to comply with the Children's Internet Protection Act. If you've participated in E-Rate, then maybe you are already aware that they color code each year. For example, Funding Year 2005 was blue. Funding Year 2006 is yellow. The color for Funding Year 2007 will be pink. This color coding is meant to help you quickly and easily distinguish between Funding Years. SUMMARY OF PROCESS: It is quite possible to be dealing with more than one Funding Year at a time. For example, we just closed out Funding Year 2005 by filing the last of the paperwork (BEAR forms) for July 1, 2005 through June 30, 2006. At the same time, approved applicants just finished (or are still)filing the Form 486 for Funding Year 2006 (the current year - July 1, 2006 through June 30, 2007). And now, it is time to be filing the Form 470 and the Form 471 for Funding Year 2007 (July 1, 2007 through June 30, 2008). However, if you think about the fact that each Funding Year has a distinct beginning and end, it becomes easier to juggle the paperwork. Actually, I recommend using a checklist for each file folder -- similar to the one above. Label the top of the list with the Funding Year and then check off each item as it is completed. Or mark your calendar with the appropriate activities in the appropriate time frames. Whatever works best for you! MORE INFORMATION: Remember, this is only general information! You can get more specific information at http://www.universalservice.org/sl/ You might want to review the information about the Children's Internet Protection Act -- some general information can be found at http://www.tsl.state.tx.us/ld/consulting/tech/cipa.html You can file some of the forms online -- go to http://www.sl.universalservice.org/menu.asp to check it out. Be sure to use the most recent form -- previous versions of forms will not be accepted. Obtain copies of the latest version of the forms at http://www.universalservice.org/sl/tools/required-forms.aspx Need to find out more information about technology planning and E-Rate? Go to http://www.tsl.state.tx.us/ld/consulting/tech/cipa.html or http://www.universalservice.org/sl/applicants/step02/technology-planning/def ault.aspx My contact information is below, so do not hesitate to contact me if you need additional information. Good luck -- and HAPPY E-RATEing! Marilyn *********************************** Marilyn Johnson Manager, Continuing Education and Consulting Texas State Library and Archives Commission PO Box 12927 / 1201 Brazos St Austin, TX 78711 (v) 512 463-6627 or 800 252-9386 (Texas Only) (f) 512 463-8800 [EMAIL PROTECTED] "Today stretches ahead of me, waiting to be shaped. And here I am, the sculptor who gets to do the shaping. What today will be like is up to me. I get to choose what kind of day I will have!" ~Anonymous~
