Filing for E-rate

A step-by-step guide to filing E-rate for SOCS

If you are applying for E-rate discounts for SOCS, here are some important points to remember:

1. USAC is revised the Form 470 and Form 471 for funding year 2011-2012. The new forms are now available.
   
   
2. On the Form 470, select Internet Access as the service category for SOCS and then select Web Hosting.
   
   
3. When applying for E-rate funding for any SOCS service, list the service provider as Foundation for Educational Services, not FES. Our spin number is 143028010.
   
   
4. You can file online. USAC is encouraging applicants to apply online. They say the electronic process will be faster, more efficient and enable them to be more consistent in their approval and disapproval process.
   
   You must have a PIN before you can electronically certify your signature on any of the E-rate forms. To request a PIN, visit https://slpin.universalservice.org/Pin/PinArea.aspx. E-rate forms are online at http://www.sl.universalservice.org/menu.asp
   
   
5. USAC Requirements: Schools who are seeking E-rate Funding assistance can file their Form 470 at anytime during the calendar year. Applicants must wait a minimum of 28 days from the Form 470 filing date to file a Form 471 and to sign a contract with the chosen service provider. However, the Form 471 can only be filed when the filing window is open.
   
   

The E-rate filing process 

Step 1: Fill out a Form 470 based on your requested service and file.

Note: Multi-year contracts are allowable under E-rate.The new Form 470 will not have a place to designate this; however, multi-year contracts will still be allowed.
 

Here are some tips to help you fill out the Form 470 until the new form becomes available:
 

Block 2: Summary Description of Needs or Services Requested:

• Item 9 -- Internet Access
• The service we provide is: Web Hosting.
• When filing for a multi-year contract, an applicant will only need to file a Form 470 the first year of the contract.
• As a service provider FES cannot fill out your Form 470 for you. However, FES can provide you the proper filing information for our SOCS service.

The application will be posted for 28 days to allow vendors to bid for the service for which you applied. After your application form is filed, you will receive a Form 470 Receipt Notification Letter.
 

Step 2: After waiting 28 days, you may sign a contract with your chosen vendor.
 

Step 3: After waiting 28 days, file a Form 471. This form will detail the service(s) and vendor you choose. Upon receipt of the form, you will receive a Form 471 Receipt Acknowledgement Letter.

Funding Process

Step 4: Once your Form 471 has been reviewed, a Funding Commitment Decision Letter (FCDL) will be sent to you (the applicant) and the chosen vendor (service provider) stating whether your application has been approved or denied. You only have 60 days to appeal if the service is denied.
 

Step 5: Once you receive your FCDL (Form 471), file a Form 486. This is a Receipt of Service Confirmation Form that lists the funding request for the service(s) once it has begun.

Reimbursement Process

Step 6: File the invoice form chosen -- either the Form 472 or Form 474.
 

Form 472 or Billed Entity Applicant Reimbursement Form (BEAR): Applicants will receive reimbursement for services from USAC.
-- School and service provider files jointly. School initiates form and service provider signs off on form. School submits to USAC directly.  Which can be filed online.
-- School is billed by the service provider for entire amount of service and USAC pays for the discounted amount, which is sent to school.
 

Form 474 or Service Provider Invoice Form (SPI):
Service provider receives payment for services.
-- Service provider will file with USAC.
-- School is billed by the service provider only for the amount not eligible for discount. Service provider files and receives funds for the discount directly from USAC.
 

You will also want to be sure to pay your invoice from your selected service provider within 90 days or risk losing your E-rate funding.

Re-apply every year

When filing for a multi-year contract: An applicant will only need to file a Form 470 the first year of the contract. However, the applicant will need to file a Form 471 and complete the remaining steps of the E-rate process every year of the multi-year contract to continue to receive reimbursements.

The E-rate filing process at a glance:

For more detail on the E-rate filing process, visit www.sl.universalservice.org or contact us at erate@fes.org.