Here's Why Districts Like Yours Use Epic Communications ...
Epic Communications:
Has e-Rate experience since the program's inception in 1996.
Has a commitment to its customers.
Deals well with vendors in getting money to the district.
Is eager to help your district save money.
Has an experienced staff, including a regulatory attorney with a complete understanding of SLD rules and regulations.
Technology Planning Process
This planning process outline establishes an authentic and practical vision of district educational priorities,
a linkage to technology's use to achieve these priorities, and a funding plan.
The usage of several funding sources, including E-rate, to pay for district technology needs requires the
accomodation of an annual deadline structure, and the identification of products/services that are eligible
for various types of funding.
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Significant Implications of the FCC's Fifth Report and Order for E-rate Recipients
Penalties for Failure to Comply
Failing to retain records or failing to make available required documentation is a rule violation that may warrant recovery of universal service support monies that were previously disbursed for the time period for which such information is being sought.
SLD Requirements:
Pre-bidding Process
Beneficiaries must retain the technology plan and technology plan approval letter.
Bidding Process
All documents used during the competitive bidding process must be retained. Beneficiaries must retain documents such as: Request(s) for Proposal (RFP(s)) including evidence of the publication date; documents describing the bid evaluation criteria and weighting, as well as the bid evaluation worksheets; all written correspondence between the beneficiary and prospective bidders regarding the products and service sought; all bids submitted, winning and losing; and documents related to the selection of service provider(s). Service
providers must retain any of the relevant documents described above; in particular, a copy of the winning bid submitted to the applicant and any correspondence with the applicant. Service providers participating in the bidding process that do not win the bid need not retain any documents. Both beneficiaries and service providers must retain executed
contracts, signed and dated by both parties. All amendments and addendums to the contracts must be retained, as well as other agreements relating to E-rate between the beneficiary and service provider, such as up-front payment arrangements.
Application Process
The beneficiary must retain all documents relied upon to submit the Form 471, including National School Lunch Program eligibility documentation supporting the discount percentage sought; documents to support the necessary resources certification pursuant to section 54.505 of the Commissions rules, including budgets; and documents used to prepare the Item 21 description of services attachment.
Purchase and Delivery of Services
Beneficiaries and service providers should retain all documents related to the purchase and delivery of E-rate eligible services and equipment. Beneficiaries must retain purchase requisitions, purchase orders, packing slips, delivery and installation records showing where equipment was delivered and installed or where services were provided. Service providers must retain all applicable documents listed above
Forms and Rule Compliance
All program forms, attachments and documents submitted to USAC must be retained. Beneficiaries and service providers must retain all official notification letters from USAC, as applicable. Beneficiaries must retain FCC Form 470 certification pages (if not certified electronically), FCC Form 471 and certification pages (if not certified electronically), FCC Form 471 Item 21 attachments, FCC Form 479, FCC Form 486, FCC Form 500, FCC Form 472. Beneficiaries must also retain any documents submitted to USAC during program integrity assurance (PIA) review, Selective Review and Invoicing Review, or for SPIN change or other requests. Service providers must retain FCC Form 473, FCC Form 474 and FCC Form 498, as well as service check documents. In addition, beneficiaries must retain documents to provide compliance with other program rules, such as records relevant to show compliance with CIPA.
Consultants
If consultants are involved, beneficiaries must retain signed copies of all written agreements with E-rate consultants.
Invoicing
Both service providers and beneficiaries must retain all invoices. Beneficiaries must retain records proving payment of the invoice, such as accounts payable records, service provider statement, beneficiary check, bank statement or ACH transaction record. Beneficiaries must also be able to show proof of service provider payment to the beneficiary of the BEAR, if applicable. Service providers must retain similar records showing invoice payment by beneficiary to the service provider, USAC payment to the service provider, payment of the BEAR to the beneficiary, through receipt or deposit records, bank statements, beneficiary check or automated clearing house (ACH) transaction record, as applicable.
Inventory
Beneficiaries must retain asset and inventory records of equipment purchased and components of supported internal connections services sufficient to verify the location of such equipment. Beneficiaries must also retain detailed records documenting any transfer of equipment within three years after purchase and the reasons for such a transfer.
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The FCC Order states, in relevant part:
Applicants and service providers must: retain all records related to the application for, receipt and delivery of discounted services for a period of five years after the last day of service delivered for a particular Funding Year;
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LINKS
SLD Website
E-rate for Beginners
Applying for an FCC Registration Number
E-rate Process Checklist
Integrating Technology with the Curriculum
Web-Based Lesson Plans
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