{"id":34663,"date":"2023-02-13T22:30:44","date_gmt":"2023-02-13T22:30:44","guid":{"rendered":"http:\/\/e-ratepaorg.local\/?p=34663"},"modified":"2023-02-19T22:35:13","modified_gmt":"2023-02-19T22:35:13","slug":"category-2-form-471-filing-guide-fy-2023","status":"publish","type":"post","link":"https:\/\/e-ratepa.org\/?p=34663","title":{"rendered":"Category 2 Form 471 Filing Guide &#8211; FY 2023"},"content":{"rendered":"<p><span style=\"color: #222222;\">February 13, 2023<\/span><\/p>\n<p>Attached:\u00a0<a href=\"https:\/\/e-ratepa.org\/wp-content\/uploads\/2023\/02\/Form-471-Filing-Guide-Category-2-FY-2023.pdf\" class=\"mtli_attachment mtli_pdf\" target=\"_blank\">Form 471 Filing Guide &#8211; Category 2 &#8211; FY 2023<\/a><\/p>\n<p>~ Be Sure to Read Helpful Hints Below ~<\/p>\n<p>Category 2 is the E-rate funding mechanism designed to fund networking equipment and infrastructure\u00a0<strong>within<\/strong>\u00a0a school or library building.\u00a0 All eligible requests that have followed the proper bidding rules will be funded, regardless of E-rate discount, up to a building&#8217;s 5-year pre-discount cap (FY 2021 \u2013 FY 2025).\u00a0 There are only 43 days left before the March 28, 2023 Form 471 Filing Window closes and the first funding wave is slated to be released in April.\u00a0 So file early to be in one of the first waves!<\/p>\n<p><strong>CATEGORY 2 FILING GUIDE<\/strong><\/p>\n<p>Attached you will find the FY 2023 Category 2 Form 471 Filing Guide, containing 98 slides, that provides step-by-step screenshots\/instructions and hints\/answers for three different types of funding requests as follows:<\/p>\n<ul>\n<li>Wireless Equipment &#8211; 4 line items &#8211; WAPs\/Licenses\/Controller\/Installation (starts on slide 20)<\/li>\n<li>Network Switches &#8211; 2 line items (starts on slide 47)<\/li>\n<li>Structured Cabling &#8211; 1 line item \u00a0(starts on slide 63)<\/li>\n<\/ul>\n<p>Also, there is a section to assist applicants with submitting\/certifying, printing the form, as well as slides to help with any revisions that must be made after the form has been submitted.\u00a0 This section begins on slide 78.\u00a0 For applicants that may wish to copy a previously-created FRN (even one that\u2019s drafted on a different Form 471), help guidance for that feature begins on slide 92.<\/p>\n<p><strong>WHAT\u2019S NEW FOR FY 2023 &#8211;\u00a0<\/strong>Nothing.\u00a0 The FY 2023 Form 471 is identical to last year.\u00a0 Reminders:<\/p>\n<ul>\n<li>No longer required to identify which buildings will receive equipment or associated per building costs (just select \u201call\u201d).<\/li>\n<li>Category 2 Budget Tool on the FRN Page works, showing up-to-date data.<\/li>\n<\/ul>\n<p><strong>HELPFUL HINTS FOR FILING THE CATEGORY 2 FORM 471<\/strong><\/p>\n<p><strong>1. Don\u2019t Exceed Your Category 2 Budgets!<\/strong><\/p>\n<p>Be certain to doublecheck that you\u2019re not requesting more Category 2 funding for your district than what is available in your C2 budget.\u00a0 Why?\u00a0 Your application will likely be moved to the end of the PIA review list, and PIA will just make you reduce your funding request anyway.\u00a0 And while this sounds easy to do, it\u2019s not because you will have to explain exactly which component from which FRN Line Item must be removed in order to come in under budget.\u00a0 If a district\u2019s C2 equipment costs exceed the available C2 budget, you have two choices:\u00a0 1) list the amount that is \u201cover budget\u201d as ineligible on the FRN and then explain this in the narrative, or 2) remove components or reduce the cost of the components from an FRN entirely to come in under budget.\u00a0 To see your available FY 2023 budget, go to:\u00a0\u00a0<a href=\"https:\/\/nam10.safelinks.protection.outlook.com\/?url=https%3A%2F%2Fopendata.usac.org%2FE-rate%2FE-rate-C2-Budget-Tool-FY2021-%2F8z69-hkn7&amp;data=05%7C01%7Cpl-erate%40lists.psu.edu%7C3c37871887594daa42ce08db0dd2896c%7C7cf48d453ddb4389a9c1c115526eb52e%7C0%7C0%7C638118970328147791%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&amp;sdata=uoQbPReGMg6IDHRSTKAEAFJV2Af12rqWGZZ804jno%2B4%3D&amp;reserved=0\" target=\"_blank\" data-saferedirecturl=\"https:\/\/www.google.com\/url?q=https:\/\/nam10.safelinks.protection.outlook.com\/?url%3Dhttps%253A%252F%252Fopendata.usac.org%252FE-rate%252FE-rate-C2-Budget-Tool-FY2021-%252F8z69-hkn7%26data%3D05%257C01%257Cpl-erate%2540lists.psu.edu%257C3c37871887594daa42ce08db0dd2896c%257C7cf48d453ddb4389a9c1c115526eb52e%257C0%257C0%257C638118970328147791%257CUnknown%257CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%253D%257C3000%257C%257C%257C%26sdata%3DuoQbPReGMg6IDHRSTKAEAFJV2Af12rqWGZZ804jno%252B4%253D%26reserved%3D0&amp;source=gmail&amp;ust=1676931983354000&amp;usg=AOvVaw0WYvPnZVAA0QgzPVLPPqNr\">https:\/\/opendata.usac.org\/E-rate\/E-rate-C2-Budget-Tool-FY2021-\/8z69-hkn7<\/a>\u00a0and enter your BEN on the right toolbox.<\/p>\n<p><strong>2. Multi-Year Product Licenses Eligibility<\/strong><\/p>\n<p>Product licenses are E-rate eligible and should be requested as Internal Connections on the 471.\u00a0 The full cost of a multi-year license may be requested upfront in the year it will be purchased.\u00a0 Under Type of Equipment, select \u201cLicense\u201d instead of Wireless Data Distribution (or other equipment type).<\/p>\n<p><strong>3. Basic Maintenance Services Are Not Considered Licenses<\/strong><\/p>\n<p>Be careful not to mistaken maintenance services as product licenses.\u00a0 Also, E-rate rules do not permit the requesting of multi-year maintenance services in a single year \u2013 these must be amortized and requested in the funding year for which the service covers.<\/p>\n<p><strong>4. Have Structured Cabling Contracts be Single Priced<\/strong><\/p>\n<p>For structured cabling, try to have your vendor contracts be for a single price, by building \u2013 not broken down by widget.\u00a0 Then just create 1 FRN Line Item in the Form 471.\u00a0 Vendor invoices, therefore, also should have just a single price \u2013 not broken down by widget\/connectors.<\/p>\n<p><strong>5. Break Out All Components into Separate FRN Line Items \u2013 Including Switches<\/strong><\/p>\n<p>If your Category 2 request contains multiple components, you must create a separate FRN Line Item for each component (model), and then show the # of units, and the cost per unit.\u00a0 For example, a common mistake applicants make is to request just a single FRN Line Item for switches, with a single SKU.\u00a0 Then during USAC invoicing, the invoices are denied because the individual components were not listed\/approved on the Form 471.<\/p>\n<p><strong>6. Break Out Ineligible Costs<\/strong><\/p>\n<p>Firewalls:\u00a0 Only the actual appliance and basic operating software are eligible.\u00a0 Anti-virus, anti-spam, filtering, and DDOS features\/software are not eligible and must be removed or cost-allocated.\u00a0 If it\u2019s a bundled package, your vendor can provide you with the accurate eligibility percentage.\u00a0 Also, High Availability firewalls are not eligible as USAC will only fund a single firewall and HA require 2.<\/p>\n<p>UPSs:\u00a0 Network Cards are not eligible and must be removed from your funding request.\u00a0 Also, don\u2019t forget that only eligible equipment may be connected to the UPSs.<\/p>\n<p><strong>7. Category 2 Contract Requirement<\/strong><\/p>\n<p>All Category 2 purchases require a signed contract\u00a0prior to\u00a0submitting the Form 471.\u00a0 This can be as simple as signing\/dating the vendor contract and including the contract term and any funding contingencies.\u00a0 Before starting your Form 471, upload the signed contract into EPC. \u00a0Landing Page &gt; Name of District &gt; Contracts &gt; Manage Contracts.\u00a0 The Contract Module Guide can be found at:\u00a0<a href=\"https:\/\/nam10.safelinks.protection.outlook.com\/?url=http%3A%2F%2Fe-ratepa.org%2F%3Fp%3D34634&amp;data=05%7C01%7Cpl-erate%40lists.psu.edu%7C3c37871887594daa42ce08db0dd2896c%7C7cf48d453ddb4389a9c1c115526eb52e%7C0%7C0%7C638118970328147791%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&amp;sdata=JkjtR20%2Flvua7caa0SDoLtVKhW856rLWjE1Q5Zr2naE%3D&amp;reserved=0\" data-saferedirecturl=\"https:\/\/www.google.com\/url?q=https:\/\/nam10.safelinks.protection.outlook.com\/?url%3Dhttp%253A%252F%252Fe-ratepa.org%252F%253Fp%253D34634%26data%3D05%257C01%257Cpl-erate%2540lists.psu.edu%257C3c37871887594daa42ce08db0dd2896c%257C7cf48d453ddb4389a9c1c115526eb52e%257C0%257C0%257C638118970328147791%257CUnknown%257CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%253D%257C3000%257C%257C%257C%26sdata%3DJkjtR20%252Flvua7caa0SDoLtVKhW856rLWjE1Q5Zr2naE%253D%26reserved%3D0&amp;source=gmail&amp;ust=1676931983354000&amp;usg=AOvVaw18aD34a4stdH8uKP8TCWP-\">https:\/\/e-ratepa.org\/?p=34634<\/a>. \u00a0\u00a0The PEPPM Contract Module Guide can be found at:\u00a0<a href=\"https:\/\/nam10.safelinks.protection.outlook.com\/?url=http%3A%2F%2Fe-ratepa.org%2F%3Fp%3D34641&amp;data=05%7C01%7Cpl-erate%40lists.psu.edu%7C3c37871887594daa42ce08db0dd2896c%7C7cf48d453ddb4389a9c1c115526eb52e%7C0%7C0%7C638118970328147791%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&amp;sdata=w88O%2BFCgzEBkz7yKJJWmPABOqRWpx5mFrvDKXAhNQjo%3D&amp;reserved=0\" data-saferedirecturl=\"https:\/\/www.google.com\/url?q=https:\/\/nam10.safelinks.protection.outlook.com\/?url%3Dhttp%253A%252F%252Fe-ratepa.org%252F%253Fp%253D34641%26data%3D05%257C01%257Cpl-erate%2540lists.psu.edu%257C3c37871887594daa42ce08db0dd2896c%257C7cf48d453ddb4389a9c1c115526eb52e%257C0%257C0%257C638118970328147791%257CUnknown%257CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%253D%257C3000%257C%257C%257C%26sdata%3Dw88O%252BFCgzEBkz7yKJJWmPABOqRWpx5mFrvDKXAhNQjo%253D%26reserved%3D0&amp;source=gmail&amp;ust=1676931983354000&amp;usg=AOvVaw0uWlRM2jVW6V__ITcWKXG4\">https:\/\/e-ratepa.org\/?p=34641<\/a>.<\/p>\n<p><strong>8. Wisely Allocate C2 Budgets for Equipment Shared by a NIF<\/strong><\/p>\n<p>If a piece of Category 2 equipment is shared by a NIF, a portion of the cost of the equipment must be listed as \u201cineligible\u201d to account for the NIF usage (core switches and wireless controllers are good examples of equipment that is often shared by NIFs).\u00a0 Deciding which cost allocation method to choose \u2014 and making sure you do so correctly on your Form 471 \u2014 is important.\u00a0\u00a0You can either 1)\u00a0allocate the costs equally by # of buildings, or 2) allocate the costs on a weighted basis.\u00a0\u00a0 The second option requires some simple off-line math, but it is usually much more advantageous to use this method.\u00a0 One such method for a wireless controller formula could be:\u00a0 # of district WAPs in all buildings divided by # of WAPs in NIF.\u00a0 For a core switch, it could be based on # of users or square footage.<\/p>\n<p><strong>9. Service Start Date Must Be 7\/1\/2023<\/strong><\/p>\n<p>The Service Start Date must always be July 1, not April 1.\u00a0 Equipment is allowed to be purchased on or after April 1, and vendor invoices also may be dated on or after April 1.\u00a0 But on the Form 471, where it asks for the Service Start Date, leave it populated to be 7\/1\/2023.\u00a0\u00a0<strong>Note<\/strong>:\u00a0 The Service Start Date is not the same as the Contract Award Date; the Contract Award Date is what you provide in the Contract Record as the date you signed the contract.<\/p>\n<p><strong>10. No Requirement to Identify Equipment by Buildings<\/strong><\/p>\n<p>Although the form continues to ask which buildings are receiving equipment, you are no longer required to identify specific buildings because the Category 2 budgets are district-wide.\u00a0 So just click \u201call\u201d and move through the form.<\/p>\n<p>If you have any questions as you&#8217;re working through your Form 471, please don&#8217;t hesitate to e-mail me at\u00a0jtschell@comcast.net.<\/p>\n<p>Happy 471 Filing!<\/p>\n<p>&#8212; Julie<\/p>\n<p>Julie Tritt Schell<br \/>\nPennsylvania E-rate Coordinator<br \/>\n717-730-7133 &#8211; o<br \/>\njtschell@comcast.net<br \/>\nwww.e-ratepa.org<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-34669\" src=\"https:\/\/e-ratepa.org\/wp-content\/uploads\/2023\/02\/2023flowchart2.png\" alt=\"2023flowchart2\" width=\"699\" height=\"400\" \/><\/p>\n\n<div class=\"twitter-share\"><a href=\"https:\/\/twitter.com\/intent\/tweet?via=eratepenn\" class=\"twitter-share-button\" data-size=\"large\">Tweet<\/a><\/div>\n","protected":false},"excerpt":{"rendered":"<p>February 13, 2023<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[52],"tags":[],"class_list":["post-34663","post","type-post","status-publish","format-standard","hentry","category-listserve_archive"],"_links":{"self":[{"href":"https:\/\/e-ratepa.org\/index.php?rest_route=\/wp\/v2\/posts\/34663","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/e-ratepa.org\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/e-ratepa.org\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/e-ratepa.org\/index.php?rest_route=\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/e-ratepa.org\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=34663"}],"version-history":[{"count":0,"href":"https:\/\/e-ratepa.org\/index.php?rest_route=\/wp\/v2\/posts\/34663\/revisions"}],"wp:attachment":[{"href":"https:\/\/e-ratepa.org\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=34663"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/e-ratepa.org\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=34663"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/e-ratepa.org\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=34663"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}