Below is a brief summary of the application process, but please contact Henry Stokes, State E-rate Coordinator for Texas libraries, 512-463-6624, firstname.lastname@example.org for more information. He is happy to work with libraries one-on-one to assist with the process every step of the way. Consider him your E-rate Guide & Translator.
The first step (after confirming accreditation, no already established, inescapable contracts for the E-rate funding year, and CIPA readiness) is to set up an account in the E-rate web portal called EPC (pronounced "Epic") by calling the E-rate Client Service Bureau (aka help-line) at 888-203-8100. It is within the browser-based EPC portal that a library applicant can set up their profile, submit all of their the forms, and receive communications about their application.
Applicants start filing in advance for an upcoming E-rate funding year (which runs July 1 to June 30). This means that funding won't actually start being received until July of the funding year at the earliest and will continue until June of the next year.
Here is the order of events in the application process:
1) File a Form 470. This first form simply lists the eligible E-rate services that the libraries would like vendors to bid on.
2) Wait at least 28 days for any bids to be received from vendors responding to the Form 470.
3) Evaluate the bids received with price being a primary factor.
4) Select the winning vendor and then sign any contracts/agreements with them - usually for services to begin on July of that year.
5) File a Form 471 within the Form 471 Filing Window (exact dates change each year, but usually a few months early spring) that outlines the service you would like discounts on, the winning vendor, as well as the costs. The actual discount amount request will be calculated at this time.
6) Wait for the Form 471 to be reviewed and a commitment decision to be made.
7) File a Form 486 after the commitment is received and the actual services from the selected vendor have started.
8) File a BEAR or SPI form to invoice. There are two invoicing options: 1) For a library to receive credits off of bills, a service provider should file a SPI form. In this case, the library does not need to submit a form themselves to invoice. Alternatively, if a library desires a direct deposit instead, rather than credits, a library should file a BEAR form (or forms). Note: this year, there are additional steps to take in order to set up the BEAR direct deposit. Contact Henry Stokes, 512-463-6624, email@example.com for more information