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Item 21 Attachments - Online or On Paper
Message Posted February 9, 2006

This year, applicants have the choice of submitting their Item 21 attachments using the traditional e-mail, fax or mailing methods, or they may use the SLD's new Online Item 21 Attachment system.  Below are some items that should help you navigate whichever method you choose.  Don't forget, Item 21 attachments are not required to be submitted by February 16 (the 471 window deadline), but PIA cannot review your application until they have the attachments, so it behooves you to submit them very soon after you submit your 471.

Filing Online
The advantage to filing online, supposedly, is that it will speed PIA processing because no bills or contracts need to be submitted.  The SLD may ask you for them later, but that's not their intention.   As I've said before, any piece of paper you submit to the SLD, PIA is required to review every single line of every page.  So the thought is that if you use their Online Item 21 system, you only give them exactly what they need. 

The system is not perfect, and may not be suitable for large or complex applications, but for 80% of the FRNs submitted in PA, I believe this system is a nice fit and I strongly encourage you to use it!

I have screenshots with helpful walk-through indicators in my E-rate Veteran's PowerPoint Presentation, slides 21-31, available at:  http://www.e-ratepa.org/training_outreach.htm.  The screenshots were taken of the beta version I tested, but are very close to what the current system looks like.  Here are the basic steps:

1)  To access the site, first, complete your Form 471.  After a Block 5 is created, you can begin your online Item 21, but you can't submit it until your 471 has been submitted.  When you hit submit, there will be a link to the Online Item 21 system, or you can access it by going to:  http://www.sl.universalservice.org/menu.asp and click on "Item 21 Attachment" at the bottom of the 471 column.   You must have your 471 number, your billed entity number AND your 471 security code in order to use the Online 21 system. 

2)  Next you'll see a list of every FRN on your 471, and a link to "create attachment."

3) The next screen action screen will ask you for a general description of the FRN, such as "This FRN consists of local and long distance for our District's 12 buildings."  Click 'Continue' or if you'd like to save your work, exit and return later, click 'Save and exit.'

4) The next screen will ask you for 3 things:  Amounts, # of lines, and which specific service is being requested.

Amounts:  If the amounts are for just one service, there is a link on the left toolbar which allows you to import the data exactly from that FRN on your 471.  If you have an FRN that contains 2 different services, such as a contract with a vendor both for Internet and Local Phone Service, you should add 2 line items, breaking down the FRN so PIA can see the costs of both services being requests on that FRN.  If the amounts you list in the Item 21 attachment differ from what you had on your 471, the system will show an error message and ask you if  you want to revise your amounts.

# of Lines:  At the top right of the screen is an important item which asks the number of telecom lines on this FRN.  If the FRN is for telecom service, the SLD expects you to put in the total number of lines in that box. 

Service Requested:  There is a drop down box that asks exactly what service is being requested.  If you have a T-1 line, select "Digital Transmission Service" and then list T-1 line in the Description Box at the right.  If it's for local and long distance phone service, select that item, and so on.  If you have a lit fiber service, there is no choice for this service and you should select "Other" and the list the service in the text box to the right.

After you've enter all of the appropriate information, click 'Continue.'

5) The next screen will be a text box where it asks if you have any additional information that would be helpful to the PIA reviewer. This box is important.  Basically, anything you normally would have listed on your Item 21 attachment as additional information for PIA to understand your request, this is where it should go.  Here are examples of what might be listed here:

"This FRN does not contain any Blackberry type services" (if it's a cellular FRN).
"This FRN does not contain any remote access to the Internet" (if it's an Internet FRN).
"This FRN consists of X number of billed telephone numbers as follows:  814-222-2400, 814-222-2500, …)
"The ineligible costs identified on this FRN are for the cost of payphone services."

6) After you click 'Continue' you will be taken back to a summary screen where it gives you the option of 'Submit Item 21 Attachment' (or you can save and exit, or go back and edit your work).  If you click "Submit" you will be taken to a screen where it asks if you want to print a copy of your Attachment.

7) To return to a list of all of your FRNs for that 471, click on the 'FRN Listing' at the top left of the page.  The one you just completed will now indicate that the attachment has been submitted.  If you saved and exited before submitting, it will indicate that it's "in progress."

Manual Item 21 Attachment Filing
The other option is to submit your Item 21 attachments via e-mail, fax, or mail.  Examples of what the SLD requires in terms of manually filed Item 21 attachments can be found at: http://www.sl.universalservice.org/reference/Form471item21Attachments.asp.

Instead of mailing your attachments to the SLD along with your certification page, simply fax or e-mail them directly to PIA.  It likely will shave 2-3 weeks off their review time waiting for them to be scanned in at the Lawrence, Kansas facility.

Send submissions by e-mail to attachments@sl.universalservice.org. (Do not send submissions other than Form 471 Item 21 Attachments to this e-mail address.) Documents may be sent in most commercially available word processing or spreadsheet formats. Scanned documents may also be sent. (TIF file format is preferred.) Total file size of the e-mail message must be limited to less than 10 Megabytes. If you have more than one Form 471 application, do not combine Item 21 Attachments from multiple Form 471 applications in the same e-mail message.

-- OR --
Send fax submissions to (973) 599-6511. (Do not send submissions other than Form 471 Item 21 Attachments to this fax number.)

-- OR --
Send U.S. mail submissions to SLD-Form 471, P. O. Box 7026, Lawrence, Kansas 66044-7026. For courier delivery services or U.S. Postal Service Return Receipt Requested, send to SLD Forms, ATTN: SLD-Form 471, 3833 Greenway Drive, Lawrence, Kansas 66046.

Happy Filing!

-- Julie

Julie Tritt Schell

jtschell@comcast.net
www.e-ratepa.org
(717) 730.7133 (voice)
(717) 730.9060 (fax)

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