Sprint Choices

E-RATE USER’S GUIDE

Connecting classrooms to empower education 

E-Rate helps you connect classrooms to empower learning What is E-Rate? The Universal Service Fund’s “schools and libraries” program was established as part of the Telecommunications Act of 1996. One provision of this Act was to provide affordable access to telecommunications services for all eligible K-12 public schools, private schools and public libraries, particularly those in rural and inner-city areas. Funded by Congress at up to $2.25 billion annually, the program provides discounts of 20% to 90% in four categories of service – Telecommunications Services, Internet Access, Basic Maintenance, and Internal Connections. The Schools and Libraries Division (SLD) of the Universal Service Administrative Company administers the program under the direction of the Federal Communications Commission (FCC). The discount percentage schools are eligible to receive depends on economic need, as determined by the National School Lunch Program (or scholarship statistics), and the school location (i.e., rural or urban).

Who is eligible? All kindergarten through 12th grade public and private schools and non-profit public libraries are eligible.

What are the important E-Rate dates? Funding Year

Funds awarded for

Through

FY 2007

July 2007

June 2008

FY 2008

July 2008

June 2009



How funding works in E-Rate There are four categories of service in E-Rate funding – Telecommunications Services, Internet Access, Basic Maintenance and Internal Connections. The first two categories, Telecommunications Services and Internet Access, are considered “Priority One” and are consistently funded. “Priority Two” Internal Connection funds and Maintenance requests are only funded when budget allows. Internal Connections are available twice in five years.

What are the steps to file for Erate? 1. Prepare a technology plan 2. Open the competitive process (470) form 3. Seek discounts on eligible services (471) form Select your vendor and submit this form with a listing of requested products/services. 4. Confirm the receipt of services (486) form Confirm services to SLD within 120 days of funding letter or service start date, whichever is later. 5. Invoice for services (472 or 474) form Collect E-Rate funds by check or discount within 120 days after last date to receive service (usually late October).



What are the important forms to remember? 470 Description of Services Requested Form 470 must be posted on the SLD Web site for 28 days. This form is required annually unless under previous multi-year contract. 471 Services Ordered and Certification Complete Form 471 once a service provider is selected and contracts are signed. This form is required annually and should be filed no later than early February. Check the SLD Web site at www.sl.universalservice.org for exact dates. 486 Receipt of Service Confirmation Form 486 must be postmarked within 120 days of the funding letter or within 120 days after the start of service, whichever is later. Upon receipt of this form, the SLD will allow for the collection of the award. This form is required annually. Your funding commitment could be reduced if this form is not completed promptly. 472 Billed Entity Applicant Reimbursement (BEAR) Form 472 allows applicants to receive reimbursement after paying their bills. This form must be faxed to the service provider for “Block Four” signature. This form should be filed no later than 120 days after the last date to receive service. It is usually due by late October of each year. Form 500 Adjustment of Funding Commitment Form 500 is completed by the school or library when changes are needed to an existing E-Rate commitment (e.g., a change in service start or a contract extension). This is not a required form.



Helpful hints for success > To prepare for the E-Rate filing, gather your monthly invoices for long distance, wireless cellular, email and dedicated services, Internet access and maintenance. > When completing Form 470, be sure to leave your options open by checking Block 2, #7, with a and b. At the competitive bidding stage, you probably haven’t determined what type of service will best fit your needs. > Collect more than one bid if possible. This will protect you if your original bidder has problems fulfilling the contract commitment. It is also necessary to establish your decision criteria for the winning bid in advance of your decision -– the SLD may ask to see how you selected your vendor and copies of all competitive bids. Many states have required guidelines. > When filing Form 471, consider submitting separate forms for Priority One and Priority Two services – usually the funding for applications in the Telecommunications and Internet Access categories are funded faster than Basic Maintenance and Internal Connections requests. > Always keep detailed records of your actions and correspondence in the event of an audit. It is helpful to keep them separated by funding year. Using a worksheet to plan for Form 471, Block 5, request is beneficial, especially when you need to refer back to past applications. > The SLD requires retaining all records for five years. Request a return receipt from the U.S. Postal Service when mailing your forms/certifications. > When modifications need to be made in your funding award, be sure to follow the SLD Web site’s recommendations for service substitutions and/or SPIN changes. > Form 486 is a very important document. Your award can be reduced if your form isn’t timely so watch the deadlines.



Common errors made when applying for E-Rate funding Failure to send certification for Forms 470 and 471 by the deadline You must sign and mail the certification page for each form or follow the directions for electronic certification. Your application will not be processed without certification. Form 470 not filed Form 470 must be filed every year unless you are under a multi-year contract based on a previous Form 470. You will also need to refer to a filed Form 470 on your Form 471. 28-day waiting period violation After filing a Form 470, you MUST wait 28 days for competitive bids to come in before you sign a contract. If you sign any earlier, you will be denied funding. Applying for ineligible services Check the eligibility list posted on the SLD Web site at www.sl.universalservice.org, call the SLD’s Client Service Bureau at 1-888-203-8100, call the Sprint ERate Helpline at 1-866-414-3225 or talk with your Sprint sales representative to ensure you are applying for eligible services. Be sure to use the SLD’s terminology to avoid confusion. Providing too little or too much documentation for Form 471 You will need to include an attachment to the Form 471 that provides a description of the service, including a breakdown of components and costs. Often, applicants either forget to send the information or they include irrelevant price sheets. It is best to provide documentation only for those eligible items that you are requesting for E-Rate funding. Do not include pricing on ineligible items for which you are not seeking support. Sprint can assist you in this process. Service start date error The earliest possible start date for FY2007 is July 1, 2007. You cannot start service before the official start date. The expected end date is June 30, 2008, but Internal Connections installations can be completed until September 30, 2008. 

Filing too late/Filing outside the window The SLD has a deadline for filing Form 471 in early February of each year. If you miss the deadline, you may miss out on any E-Rate funding opportunities for a full year. We strongly recommend that you submit your application as soon as possible and not wait until the last minute. Attachments should be postmarked by the February deadline as well.

Key E-Rate deadlines Date

Task

Fall

Consult with Sprint Nextel representative to discuss technology needs for upcoming program year.

November – File Form 470 for Telecommunications, December Internet and/or internal connects – Please note Priority One and Two application types should be separated. Remember you must wait 28 days to fulfill the competitive bidding requirements. After this 28 day period you can select a services provider and sign a contract. January – February

File Form 471.

February – April

Applicant/provider will receive a Receipt Acknowledgement Letter (RAL).

April – July

Receiving Funding Commitment Letter and file for 486 within 120 days from receipt of service. Call Sprint Nextel immediately to discuss awards – 866-414-3225. If funds are denied, appeal to the SLD within 60 days of receiving the denial notice. If denied again, schools may appeal to the FCC. Please call Sprint Nextel if you require assistance during the appeal process.



Sprint Service Provider Identification Numbers (SPINs) Sprint Nextel Corporation

SPIN

Sprint Nextel North

143 00 0904

Sprint Nextel South Corporation

143 00 0892

Sprint Nextel Mid-West Corporation

143 00 0893

Sprint Nextel West

143 00 0891

Sprint Nextel Long Distance

143 00 5695

Sprint Nextel PCS Wireless

143 00 6742

Where do I go for help? Sprint Nextel Corporation Christina Halley, ERate Division [email protected] 12524 Sunrise Valley Drive 1st Floor - VARESF0102-1844 Reston, VA 20196-3438 Desk Phone: 703-689-5533 Wireless: 301-343-0794 Contact the Sprint Nextel Erate Help Desk ERate Helpline: 1-866-414-3225 ERate Fax: 1-800-881-8420 For a more detailed eligibility list, please visit the reference section at www.sl.universalservice.org. Call the SLD Help Desk – 1-888-203-8100 Visit the Sprint Education Web site at sprint.com/k12 > erate Contact Rep Name Phone Fax Email

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