Friday, October 28, 2016 is the invoicing deadline for Category 1 recurring services and it is quickly approaching. Your local education agency (LEA) must complete several activities prior to this deadline.
First, your LEA needs to successfully submit and certify the Form 498 in the E-rate Productivity Center (EPC). This requires interaction with the Universal Service Administrative Company (USAC) to complete the final steps of the form. Note that this step can take up to three weeks to complete.
The next step depends on what reimbursement method your LEA has opted to use. Note that this step can take several weeks to complete.
If your LEA has opted to use the Service Provider Invoice (SPI) method, also known as the Form 474, credits will appear on the LEA’s bill. To accomplish receiving these discounts prior to the October 28, 2016, deadline, the LEA must submit all paperwork required by the service provider, allowing the service provider sufficient time to process the discounts. Note that some service providers may need as many as 90 days to accomplish what is required of them.
If your LEA has opted to use the Billed Entity Applicant Reimbursement (BEAR) method, also known as the Form 472, the LEA will receive deposits directly into the LEA’s bank account. To accomplish this prior to the October 28, 2016 deadline, your LEA must reconcile all of the invoices in question and submit the Form 472 using the online form, which can be found at https://www2.sl.universalservice.org/bear/login.aspx. The Form 472 requires a Personal Identification Number (PIN) that is separate from the EPC login. USAC assigns the PIN to a specific person within the LEA. If you need a PIN, follow the instructions on the School and Library Program’s (SLP’s) Web page at http://usac.org/sl/tools/forms/pin.aspx. Note that this step can take up to two weeks to complete.
Invoice Deadline Extension Request
If there is any possibility that some funds will NOT be received by the October 28, 2016 deadline, it is important that your LEA submit an Invoice Deadline Extension Request as soon as possible. USAC no longer allows the State E-rate Coordinator to submit a request for a global extension on behalf of all California LEAs. Approval of the request will result in an additional 120 days from the original deadline. The Modernization Order has limited this request to a one-time request, which must be submitted prior to the end of the original deadline.
Please follow the instructions listed on the SLP’s Web page at http://www.usac.org/sl/applicants/step06/invoice-extensions.aspx to file your extension request.
Non-recurring services, such as installation charges and funding approved for the purchase of equipment must be installed by September 30, 2016. An LEA that needs additional time to complete purchases or installation of new service must request a Service Delivery Deadline Extension, also known as an Implementation Deadline Extension Request, prior to the September 30, 2016 deadline. To accomplish this, an LEA should follow the directions provided on the USAC Web page at http://usac.org/sl/applicants/before-youre-done/delivery-extension.aspx
Schools and Library News Briefs
The SLP’s news briefs provide timely information through their Weekly News Brief. If you have not already done so, we encourage you to sign up to receive these communications by visiting the SL’s Web page at http://www.usac.org/sl/tools/news-briefs/Default.aspx.
If you have any questions, please contact the California Department of Education (CDE) Educational Data Management Division by e-mail at E-RATE@cde.ca.gov.