65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY ...
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
FY 2016 EPC Compliance BEAR Reimbursements Planning for FY 2017
• 2016 Filing Deadline, EPC Portal, Voice Phasedown, Form 498 • E-Rate Productivity Center • PIA Reviews, Compliance, SPIN Changes, Form 500s • Form 498 • Fiber build outs, Multi-year contracts
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
*Applica(on Cycle Begins*
July through June
Reimbursements via Service Provider discounts (SPI) or checks (BEAR)
Fall Review Services
Post Form 470 on Schools & Libraries (SLD) website
28 Days a:er 470 pos(ng
July 1st
Applicant chooses vendors, signs contracts
Funding Year begins
Within 120 Days of FCDL File Form 486
Jan – Mar
We are here
May Onward
Funding Commitment Decision LeFers (FCDL’s) are issued
Oct-‐ Jan
Early Spring
ApplicaGons are reviewed by Program Integrity Assurance (PIA)
File Form 471 during designated filing window
As 471’s are processed
SLD issues Receipt Acknowledgement LeFer (RAL)
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v On April 15th, USAC announced they were extending the 2016 filing deadline v New deadline is May 26, 2016 v Consor(a & Libraries only – July 21, 2016 v The last date to submit an E-‐Rate Form 470 was April 28, 2016
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v EPC Portal • •
No more paper from USAC Work in progress
v 40% phase down discount on Voice Services v Form 498
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v New Account and Applica(on Management Portal v You must have an EPC Portal set up to • • • • • • •
File all program forms Manage schools, enrollment informa(on, contracts Receipt Acknowledgement Le_ers (RALs) Program Integrity Assurance (PIA) Submit Ques(ons to USAC Correspondence Applica(on Status
v Passwords for the EPC portal expire every 90 days
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v FY 2016 Filing Window closing dates • •
May 26, 2016 for most applicants (original close date was April 29, 2016) July 21, 2016 for Consor(a and Libraries
v Verify your Form 471 applica(on in EPC v RAL Correc(ons (Receipt Acknowledgement Le_er) • •
Submit through the EPC Portal prior to PIA Correct 470 numbers, discount percentage, errors in figures, incorrectly inpu_ed dates
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v First Funding “Wave” typically released in May v Form 486’s (Receipt of Service Confirma(on) must be filed within 120 days of receiving Funding Commitment Decision Le_er v Contact Service Providers to advise of preferred reimbursement method • •
BEAR – reimbursement checks SPI – monthly discounts on bill
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Reviews done to confirm program compliance v Documents to have ready for your review • • • • •
Bid evalua(ons Copies of all bids received Verifica(on of student enrollment Copies of bills Signed contracts (if applicable) • Local Procurement rules
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Important to answer reviewers ques(ons by specified deadline listed on review v Call or email your reviewer if you don’t understand the ques(on(s) v Don’t provide more informa(on than is being requested! v You can always as for (and receive) a one week’s extension of review deadline
• Make sure to ask prior to your listed deadline date 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Document reten(on
• Must keep for minimum of 10 years from last date of service • Bills, contracts, bidding documents, correspondence
v PQA’s
• All of the above, plus: • Cancelled checks, CIPS compliance, technology plan (if applicable)
v Audit
• Onsite
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Principles and Best Prac(ces v Challenges / Legal v Key FCC rules under the E-‐Rate Program v Protec(ng yourself before, during, and a:er USAC inves(ga(ons
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Used to no(fy USAC that the SPIN (Service Provider Iden(fica(on Number) associated with an FRN is not correct v Two kinds of SPIN changes • Correc(ve • Opera(onal
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Correc(ve SPIN Change
• Used when fixing a data error • Or, a Service Provider merger or acquisi(on
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Opera(onal SPIN Change
• Must have a legi(mate reason to need to change provider (breach of contract or unable to perform) • Must be allowed under state and local procurement rules • Must be allowable under terms of contract • Must no(fy the original Service Provider of intent to change vendors • Newly selected provider must have received the next highest point value in original bid evalua(on
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Not allowed under SPIN changes
• Changing providers for a lower cost • Changing to a provider that did not par(cipate in the compe((ve bidding process
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v The Form 500 is used to adjust items • • • • • • •
Adjust funding commitment amounts Reduce amount of funding request Cancel funding request number (FRN) Adjust funding year service start date Modify the dates for receipt of service Request service delivery extension No(fy USAC of equipment transfer
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v SPI – Service Provider Invoice v BEAR – Billed En(ty Applica(on Reimbursement Form v Make sure to collect your 2015 reimbursement prior to deadline v Don’t wait un(l October 28th (deadline) to file
• New rules only allow for a single deadline extension • Reduce amount of funding request
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Form 498
• New form required for all applicants using the BEAR reimbursement process as of July 1, 2016 • Form 498 collects contact, billing and remi_ance informa(on • Quicker processing / payment (me • Eliminates ‘middle man’
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Form 498 Requirements
• Basic applica(on informa(on (iden(fied in EPC) • Tax ID • Financial informa(on including bank name, account and rou(ng numbers • DUNS Number (Dun & Bradstreet website) • FCC Registra(on Number
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Fiber build out v Mul( Year Contracts
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Schools & Libraries (SLD) Customer Service
• (888) 203-‐8100
E-‐RATE ONLINE
• Call us! (866) 671-‐9274
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
FY 2016 EPC Compliance BEAR Reimbursements Planning for FY 2017
• 2016 Filing Deadline, EPC Portal, Voice Phasedown, Form 498 • E-Rate Productivity Center • PIA Reviews, Compliance, SPIN Changes, Form 500s • Form 498 • Fiber build outs, Multi-year contracts
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
*Applica(on Cycle Begins*
July through June
Reimbursements via Service Provider discounts (SPI) or checks (BEAR)
Fall Review Services
Post Form 470 on Schools & Libraries (SLD) website
28 Days a:er 470 pos(ng
July 1st
Applicant chooses vendors, signs contracts
Funding Year begins
Within 120 Days of FCDL File Form 486
Jan – Mar
We are here
May Onward
Funding Commitment Decision LeFers (FCDL’s) are issued
Oct-‐ Jan
Early Spring
ApplicaGons are reviewed by Program Integrity Assurance (PIA)
File Form 471 during designated filing window
As 471’s are processed
SLD issues Receipt Acknowledgement LeFer (RAL)
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v On April 15th, USAC announced they were extending the 2016 filing deadline v New deadline is May 26, 2016 v Consor(a & Libraries only – July 21, 2016 v The last date to submit an E-‐Rate Form 470 was April 28, 2016
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v EPC Portal • •
No more paper from USAC Work in progress
v 40% phase down discount on Voice Services v Form 498
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v New Account and Applica(on Management Portal v You must have an EPC Portal set up to • • • • • • •
File all program forms Manage schools, enrollment informa(on, contracts Receipt Acknowledgement Le_ers (RALs) Program Integrity Assurance (PIA) Submit Ques(ons to USAC Correspondence Applica(on Status
v Passwords for the EPC portal expire every 90 days
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v FY 2016 Filing Window closing dates • •
May 26, 2016 for most applicants (original close date was April 29, 2016) July 21, 2016 for Consor(a and Libraries
v Verify your Form 471 applica(on in EPC v RAL Correc(ons (Receipt Acknowledgement Le_er) • •
Submit through the EPC Portal prior to PIA Correct 470 numbers, discount percentage, errors in figures, incorrectly inpu_ed dates
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v First Funding “Wave” typically released in May v Form 486’s (Receipt of Service Confirma(on) must be filed within 120 days of receiving Funding Commitment Decision Le_er v Contact Service Providers to advise of preferred reimbursement method • •
BEAR – reimbursement checks SPI – monthly discounts on bill
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Reviews done to confirm program compliance v Documents to have ready for your review • • • • •
Bid evalua(ons Copies of all bids received Verifica(on of student enrollment Copies of bills Signed contracts (if applicable) • Local Procurement rules
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Important to answer reviewers ques(ons by specified deadline listed on review v Call or email your reviewer if you don’t understand the ques(on(s) v Don’t provide more informa(on than is being requested! v You can always as for (and receive) a one week’s extension of review deadline
• Make sure to ask prior to your listed deadline date 65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Document reten(on
• Must keep for minimum of 10 years from last date of service • Bills, contracts, bidding documents, correspondence
v PQA’s
• All of the above, plus: • Cancelled checks, CIPS compliance, technology plan (if applicable)
v Audit
• Onsite
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Principles and Best Prac(ces v Challenges / Legal v Key FCC rules under the E-‐Rate Program v Protec(ng yourself before, during, and a:er USAC inves(ga(ons
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Used to no(fy USAC that the SPIN (Service Provider Iden(fica(on Number) associated with an FRN is not correct v Two kinds of SPIN changes • Correc(ve • Opera(onal
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Correc(ve SPIN Change
• Used when fixing a data error • Or, a Service Provider merger or acquisi(on
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Opera(onal SPIN Change
• Must have a legi(mate reason to need to change provider (breach of contract or unable to perform) • Must be allowed under state and local procurement rules • Must be allowable under terms of contract • Must no(fy the original Service Provider of intent to change vendors • Newly selected provider must have received the next highest point value in original bid evalua(on
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Not allowed under SPIN changes
• Changing providers for a lower cost • Changing to a provider that did not par(cipate in the compe((ve bidding process
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v The Form 500 is used to adjust items • • • • • • •
Adjust funding commitment amounts Reduce amount of funding request Cancel funding request number (FRN) Adjust funding year service start date Modify the dates for receipt of service Request service delivery extension No(fy USAC of equipment transfer
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v SPI – Service Provider Invoice v BEAR – Billed En(ty Applica(on Reimbursement Form v Make sure to collect your 2015 reimbursement prior to deadline v Don’t wait un(l October 28th (deadline) to file
• New rules only allow for a single deadline extension • Reduce amount of funding request
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Form 498
• New form required for all applicants using the BEAR reimbursement process as of July 1, 2016 • Form 498 collects contact, billing and remi_ance informa(on • Quicker processing / payment (me • Eliminates ‘middle man’
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Form 498 Requirements
• Basic applica(on informa(on (iden(fied in EPC) • Tax ID • Financial informa(on including bank name, account and rou(ng numbers • DUNS Number (Dun & Bradstreet website) • FCC Registra(on Number
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
v Fiber build out v Mul( Year Contracts
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
Schools & Libraries (SLD) Customer Service
• (888) 203-‐8100
E-‐RATE ONLINE
• Call us! (866) 671-‐9274
65th ILLINOIS ASBO CONFERENCE AND EXHIBITIONS May 4 – MAY 6, 2016 @IllinoisASBO #iasboAC16
