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Submitting Item 21 Attachments - Online or On Paper
Message Posted February 22, 2010

Congratulations to everyone who submitted their FY 2010 E-rate applications before the February 19 deadline! If you haven't already done so, the next step is to submit the Item 21 attachments to the SLD which tell the reviewers exactly what services you're applying for.

Applicants have the choice of submitting their Item 21 attachments using the SLD's Online Item 21 Attachment system or by sending via the traditional e-mail, fax or mailing methods. For priority 1 services, I highly recommend that you use the Online Item Attachment system. Below are some items that should help you navigate whichever method you choose. Don't forget, Item 21 attachments were not required to be submitted by last Friday's deadline of February 19 (the 471 window deadline), but PIA cannot review your application until they have the attachments, so it behooves you to submit them soon.

Filing Item 21 Attachments Online
The advantage to filing online 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 if you use their Online Item 21 system, you only give them exactly what they need.

Here are the basic steps:

1) There is a link to the Online Item 21 system at 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 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' to proceed to the next screen, 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 small link on the left toolbar (which most people miss) which will populate the data fields exactly from your 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 select 'T-1' when it asks you for the speed. If it's for local and long distance phone service, select that item, and so on. Note: there is no choice for Lit Fiber Service and so you should select "Other" and then list "Lit Fiber Service" in the text box to the right.

After you've entered 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.

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. But even if you file your attachments manually, you do not have to send copies of your contracts or bills. Simply describe the service and the speed or # of lines, just as you would in the Online Item 21 Attachment system.

Instead of mailing your attachments to the SLD along with your certification page, I suggest to 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.)

- Julie