USAC’S In-Person E-Rate Training was on September 17, 2024 in Dallas, Texas. This training offered several valuable takeaways and insights for attendees. Focusing on updates to the E-Rate program, its processes, and compliance requirements, the following are the key takeaways from attending this training:
- Category 2 Budgets
- Funding Year 2025 is the last year of the FY2021-2025 cycle, and it’s crucial to recapture unused funds to be utilized in this final year.
- Tip: Review available Category Two (C2) funding using tools like the E-Rate FRN Invoice Deadline Tool and the C2 Budget Tool. Review your Category Two Budget, identify unused funds from prior funding years, and reduce your prior funding year commitments by submitting FCC Forms 500. This will bring those unutilized funds back into your remaining Category 2 budget.
- Wi-Fi Hotspots and Off-Premises Wi-Fi
- Starting in FY2025, schools and libraries can offer off-premises Wi-Fi hotspot lending programs for students and patrons who lack internet access at home.
- Tip: Be aware of your respective 3-year Wi-Fi Hotspot budget cap. There are also caps at $90 per device and $15 per month for service plans.
- Best Practice: Use USAC’s Wi-Fi Hotspot Eligibility Webinars for further guidance on competitive bidding and cost-effective service provider selection.
- Compliance and Document Retention
- Schools and libraries must retain documentation for at least 10 years after the applicable funding year or service delivery deadline. This includes bids, contracts, and invoices.
- Best Practice: Store records electronically, and use descriptive file and folder names to simplify future retrieval.
- Potential Changes to the E-Rate Program
- New rules for Tribal libraries, changes to service eligibility, and rulemaking processes were discussed. For FY2024 and beyond, Tribal libraries are eligible for increased discounts and C2 budgets.
- Tip: Regularly check for updates to the Eligible Services List (ESL) to stay informed about the latest changes.
- Competitive Bidding and Cost Allocation
- Ensure competitive bidding is conducted transparently, with cost being the primary evaluation factor. All bids must be reviewed fairly, and documentation of the process must be maintained.
- Best Practice: Use a detailed bid evaluation matrix to ensure compliance and demonstrate that price was the main consideration.
Conclusion
By following best practices such as retaining detailed documentation, ensuring compliance with competitive bidding, and taking full advantage of available tools like USAC’s Open Data Tool or Funds For Learning’s E-rate Manager tool, schools and libraries can make the most of their E-Rate funding. Be proactive about capturing unused funds and staying up-to-date on new eligibility rules for services, like off-premises Wi-Fi, to maximize your E-Rate benefits.
