Guide to Form 471 for PEPPM Purchases
Message Posted March 5, 1998
PDE RELEASES "HOW TO SHEET" FOR ENTITIES COMPLETING FORM 471 FOR PEPPM
PURCHASES
The implementation of the federal E-rate program, which provides discounts to eligible schools and libraries ranging from 20 to 90% on telecommunications services, Internet access, and internal connections, has raised issues concerning the state PEPPM bid list and how entities eligible to purchase through PEPPM can secure their E-rate discounts on eligible items.
PEPPM is the Pennsylvania Education Purchasing Program for Microcomputers and is administered by the Central Susquehanna Intermediate Unit 16 (CSIU) under a contract with the Pennsylvania Department of Education. CSIU seeks bids on selected computers, peripherals, software, and related accessories on behalf of school entities and libraries in the Commonwealth. Purchasing from the PEPPM Bid List releases entities from having to bid those items at a local level, while still complying with state bid requirements. Entities eligible to purchase from PEPPM include the 501 Pennsylvania school districts, the 94 vocational technical schools, the 29 intermediate units, the 34 state approved private schools, and public libraries. Vendors extend PEPPM pricing to non-public schools, at PEPPM's request.
On February 4, 1998, the Pennsylvania Department of Education filed FCC Form 470 with the Schools and Libraries Corporation for PEPPM contracts. Because of this undertaking, schools and libraries purchasing E-rate eligible items directly from PEPPM do not have to submit their own Form 470s. They will, however, be required to submit their own Form 471 for items purchased from PEPPM.
Because the PEPPM contracts were signed prior to the SLC web site becoming operational (Jan. 30, 1998), they are considered existing contracts and may be purchased from at any time. After schools have purchased from the PEPPM contract, they may submit Form 471, indicating their request for discounts. These forms may be filed on or after March 5, 1998, the end of the SLC 28-day waiting period.
In order to accurately complete Form 471 for PEPPM purchases, entities will need the following specific information obtained from our submission. You may want to print this document and keep it with your SLC and PEPPM documentation. This summary also will be posted to the Pennsylvania Department of Education's E-Rate web site, [www.cas.psu.edu/usf/index.html], and the PEPPM web site [www.csiu.k12.pa.us/peppm/newpeppm.html].
Specific questions relating to the PEPPM contract or PEPPM purchases should be directed to the PEPPM office at the Central Susquehanna Intermediate Unit 16, (717) 523-1155, ext. 300. Questions on how to complete Form 471 should be directed to the Schools and Libraries Corporation, (888) 203-8100.
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FORM 471 PRE-APPLICATION INSTRUCTIONS FOR PEPPM PURCHASES
* You can complete one Form 471 that includes eligible items you are purchasing from PEPPM and eligible items or services that you are purchasing from other contracts. The information provided in this document applies for the PEPPM purchases only. You will need the Universal Service Control numbers, contract numbers, award dates, expiration dates, etc. for all other contracts for which you are requesting discounts on the Form 471.
* Verify that your organization is eligible to purchase from the state PEPPM contract. Eligible entities include school districts, vocational-technical schools, intermediate units, state-aided libraries, private schools, and non-public schools.
* Verify that the items you will be purchasing from the PEPPM contract are eligible for an E-Rate discount. Refer to the eligible services matrix provided by the Schools and Libraries Corporation (SLC) to make this determination. The matrix is available at PDE's E-Rate web site [www.cas.psu.edu/usf/index.html] or at [www.neca.org/funds/faslc.htm]. Eligibility of many items will be determined by how they are used and therefore a definitive list of eligible PEPPM eligible services will not be posted on the PEPPM web site. (An example is a personal computer. This item is not E-rate eligible, however if it is being used as the network server, then it would be considered eligible.) If you still have questions regarding the eligibility of an item after reviewing the eligible services matrix, call the SLC Client Customer Service at (888) 203-8100.
* PEPPM purchases are eligible for discounts retroactive to January 8, 1998, the date on which the current PEPPM contracts were signed. If you made an eligible purchase from PEPPM on or after January 8, 1998, and have already paid full cost for that item, you will need to talk to the vendor from which the purchase was made to make sure they are aware of the program and that you desire to receive discounts on the service. Hopefully they will agree to either a retroactive reimbursement either in the form of a direct reimbursement or an arrangement for additional purchases in the amount of your discount. There may be other options. However, this arrangement is between you and your vendor. Be sure to keep accurate records of any reimbursement agreement for auditing purposes. Please keep in mind, however, that no PEPPM vendor, nor any future PEPPM vendor, is required to participate in the E-rate program. Before you file your Form 471, make sure your vendor has agreed to participate.
* Prior to placing an order from a PEPPM vendor for an E-rate eligible service, be sure to explain to them that you will be participating in the E-rate discount program and that they acknowledge that they will be receiving partial payment from you and partial payment from the Universal Service Fund Administrator. Generally, the vendor should expect to receive the discounted portion of the payment five to six weeks after billing (The school or library will submit FCC Form 486 to the Universal Service Fund Administrator who will send payment to the vendor within 40 days. Extra days should be added to the 40-day timeline as it will take a few days for you to complete and submit Form 486, and it will take a few days for the check to reach the vendor.) You may want to assure your vendor that you will complete and submit Form 486 within 2 -3 days from the date that you receive your bill, and that you will pay your portion promptly.
* To explain the program and familiarize PEPPM and other vendors with the billing procedures, the Pennsylvania Department of Education and the Central Susquehanna IU are holding a workshop on Monday, March 16 to discuss the program and answer any questions. Feel free to encourage vendors to register for this important event. Details of the conference are available on the PDE E-rate homepage.
* Vendors can now receive their Service Provider Identification Number (SPIN) -- the number requested in Form 471, Numbers 15 and 16, column 1. The main purpose for assigning a SPIN number to the service provider is to obtain accurate information to where and to whom the payment for the discounted portion of the contract should be mailed. Vendors should call (973)560-4440, between the hours of 8:30 a.m. and 5:00 p.m., to obtain their SPIN number.
* The Universal Service Control Number for PEPPM Form 470 for the 1998 funding year is 452500000011550. Please copy it and put it in a safe place. You will need to use this number on any Form 471 that requests discounts for PEPPM purchases.
* Determine ahead of time whether the item for which you will be seeking E-Rate discounts is a "shared" service or a "site specific" service. Please refer to Form 471 instructions p. 10 as provided by SLC to make this determination. You will need this information to complete Form 471 correctly.
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FORM 471 APPLICATION INSTRUCTIONS FOR PEPPM PURCHASES
Follow the instructions for completing Form 471 as provided by SLC. Information required on Form 471 that is specific to PEPPM is included below.
BLOCK 1 Applicant Address and Identifications
Item 1. Enter the name of the entity that will pay the bill for the PEPPM purchases for which you are requesting discounts. In most cases, this will be your organization name.
Item 2. Enter 1998 as the funding year.
Item 3a. Enter your NCES School Code or Library code if you have one.
Item 3b. If you electronically filed a Form 470 for other E-rate eligible services, you received your billed entity number on that form when you filed it. Please enter that billed entity number in Item 3b. If you filed Form 470 for other E-rate eligible services by mail, or if you have not filed any Form 470s previously, you are not required to enter
a billed entity number in 3b.
Items 4a.-6. Please follow the instructions for these items as provided by SLC.
BLOCK 2 Purpose of Request
Item 7. For PEPPM purchases in the 1998 calendar year, please select item 7a in this block. (All PEPPM contracts for this year were signed prior to the filing of Form 470.) Also, if you are including other E-Rate eligible purchases on this Form 471 that are not being purchased from PEPPM, check all items here that apply.
BLOCK 3 Characteristics of Applicant and Applicant's Service Order
Items 8a.-10. Complete these items as directed in the Form 471 instructions provided by SLC.
BLOCK 4 Determining Discount Percentage
Item 14. Complete this item as directed in the Form 471 instructions provided by SLC.
BLOCK 5 Services Ordered
Item 15. Complete this item for PEPPM purchases that qualify as a "shared" service as defined in the Form 471 instructions provided by SLC.
Column (1) In column (1), enter your vendor's SLC Service Provider Identification Number (SPIN). Vendors may obtain this number by calling (973) 560-4440 between the hours of 8:30 a.m. to 5:00 p.m.
Column (2) IMPORTANT! You must enter the following Universal Service Control Number in this column for any E-Rate eligible PEPPM Purchases for the 1998 funding year: 452500000011550
Column (3) There are no contract numbers for any PEPPM contracts. Please enter "1998 PEPPM Contract" in this column.
Column (4) The contract award date for PEPPM contracts is January 8, 1998.
Column (5) The expiration date for all PEPPM contracts is December 31, 1998. You probably should also note what the expiration date is for your individual contract that you made from the PEPPM contract.
Column (7)-(11) Please complete these columns as per the Form 471 instructions provided by SLC. Most PEPPM purchases will fall in the category of Internal Connections. Leave column (9) blank if you paid or will be paying one bill for the purchases, instead of making monthly payments.
Item 16. Complete this item for PEPPM purchases that qualify as a "site specific" service as defined in the Form 471 instructions provided by SLC.
Column (1) In column (1), enter your vendor's SLC Service Provider Identification Number (SPIN). Vendors may obtain this number by calling (973) 560-4440 between the hours of 8:30 a.m. to 5:00 p.m.
Column (2) IMPORTANT! You must enter the following Universal Service Control Number in this column for any E-Rate eligible PEPPM Purchases for the 1998 funding year: 452500000011550
Column (3) There are no contract numbers for any PEPPM contracts. Please enter "1998 PEPPM Contract" in this column.
Column (4) The contract award date for PEPPM contracts is January 8, 1998.
Column (5) The expiration date for all PEPPM contracts is December 31, 1998. You probably should also note what the expiration date is for your individual contract that you made from the PEPPM contract.
Column (7-11) Please complete these columns as per the Form 471 instructions provided by SLC. Most PEPPM purchases that qualify as a site specific service will fall in the category of internal connections. You should leave column (9) blank if you have paid or will be paying one bill for the purchases, instead of making monthly payments.
Items 17-33. Complete as per Form 471 instructions provided by SLC.
BLOCK 6 Certifications and Signature
Items 21-33. Complete all items as per the Form 471 instructions provided by SLC.
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