E-RATE Guide
Find everything you need to know about applying to E-RATE, from determining your eligibility to understanding the application process. Whether you're new to the process or looking to clarify specific details, this page will guide you every step of the way.
Before the Application
Step 1.
Obtain FRN FCC Registration Number:
Step 2.
Once FRN has been generated, call USAC Customer Support Center (CSC) at (888) 203-8100 to set-up E-Rate Productivity Center (EPC) account.
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Obtain Billed Entity Number (BEN) as well:
Step 3.
Once EPC account is created, you will receive an email informing you to create a new password, accept the terms and conditions, and log in using multi-factor authentication (MFA).
Step 4.
Now you can start filing Form 470:
I. Competitive Bidding
Competitive bidding is a process used to get the best deals on equipment and services. The goal is to ensure that you get the best deal possible by comparing offers from different companies. Here’s how it works:
1. Request for Proposals
First, you list what equipment or services you need.
2. Open Competition
Companies then look at your request and offer their best prices and services.
3. Fair Selection
You choose the company that gives the best value for the money.
4. Authorized Agents
Sometimes, a state agency or another authorized group helps with this process.
5.
Paperwork
This process involves filling out forms and making sure everything is done according to the rules.
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II. Selecting Service Provider
This process ensures you get the best value for the services you need while following the necessary rules and regulations.
1. Evaluate Bids
After you finish collecting bids, pick the one that offers the best value for money. While you can consider other factors, price should be the most important one.
2. Waiting Period
Make sure your request for bids (FCC Form 470 and RFP, if applicable) was publicly available for at least 28 days before you close the bidding process.
3. Handling Few Bids
 If you only get one bid, it still needs to be cost-effective. If it meets this requirement, note it down with a memo or email for your records.
4. No Bids Received?
​If no bids come in, you can try asking for more. If you already use a service, you can ask your current provider to submit a bid in response to your request.
5. Contracts
No Contract Needed: 
For some services like basic phone or internet, you don’t need a contract but still need to post your request for bids annually.
With Contract: 
If you have a multi-year contract, you don’t need to repost your bid request during the contract term. However, if you’re looking to sign a new contract, you must post your request and evaluate all bids, including any from existing providers.
State Contracts: 
If you can buy through a state contract and it’s about to expire, follow the guidelines for renewing or replacing it.
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III. Applying for Discounts
This process ensures you apply for and receive the appropriate discounts for the services and equipment you need.
Application Window
You must submit the form during a specific time each year, usually starting about six months before the new funding year begins and lasting for about two and a half months. Dates are announced in advance on the E-Rate website.
Prepare Information
Before you file, update your profile with details about the entities receiving the services, such as:
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Billed Entity Numbers (BENs)
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National Center for Education Statistics (NCES) and/or Federal-State Cooperative System (FSCS) codes for entities receiving service
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Student counts used for calculating discounts
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For libraries, the square footage of the library, the main branch of the library, and the entity number of the public school district in which the library is located
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An alternative discount mechanism, when applicable
Form Details
​When filling out the form, you’ll need to provide:
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 Details about internet access and speeds ("Funding Request" section).
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A description of the services or equipment.  
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Service provider’s name and ID, cost, contract details, and service dates.
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Who will receive each service or piece of equipment.
Submit Form 471
File an FCC Form 471 to let USAC know what services or equipment you need and who will use them. USAC will review your request, might ask for more details, and then decide if you get funding.
Certification
Make sure to certify the form before the application window closes.
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IV. Application Review
This process ensures that your application is properly reviewed and that you get the funding you need for eligible services and equipment.
1. Initial Review
After you submit and certify your FCC Form 471, USAC’s Program Integrity Assurance (PIA) team reviews it for completeness and accuracy. They might ask you follow-up questions about your application.
2. Topics of Review
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If the entities receiving the services are eligible,
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If the services requested are eligible,
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If your discount calculations are correct,
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Your contracts,
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Your competitive bidding process.
3. Response Time
You have 15 days to answer any questions from PIA. If you need more time, you can ask for it, but this will delay the process. Your service provider can help with responses, except for questions about how you chose them.
4. Additional Reviews
Sometimes, PIA may need more details, like:
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Proof of your competitive bidding process
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Documentation showing you can cover the part of the cost not covered by E-Rate
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Evidence that you have all necessary resources for the discounted services
5. Service Changes
 PIA might need to adjust the type or category of services in your request. If they find any ineligible services, you can remove or separate them to avoid losing funding.
6. Funding Decisions
 After the review, USAC sends you a Funding Commitment Decision Letter (FCDL) through your E-Rate account. This letter tells you if you’ve been approved for funding and provides next steps. If you disagree with the decision, you can appeal to USAC.
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V. Starting Services
Here's what you need to do after receiving your FCDL and starting to receive services:
1. File FCC Form 486
You need to submit the FCC form 486 to let USAC know:
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 Your approved services have begun, so they can start processing invoices.
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You are following the Children’s Internet Protection Act (CIPA), does not apply if your request was only for telecommunications services.
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 If your application is from Funding Year 2014 or earlier, that your technology plan has been approved.
2. Before Services Start
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 Discuss the details of the services with your provider.
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Review any contracts you have.
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Decide who will handle invoicing for the discounted services.
3. Early Filing
If your services start in July and you’ve received your FCDL, you can file Form 486 early (by July 31) if you can confirm all required information.
4. CIPA Compliance
Make sure you meet CIPA requirements before services begin. USAC won’t provide discounts if you’re not in compliance.
5. Filing Deadline
 Submit Form 486 no later than 120 days after the service start date or the FCDL date, whichever is later. Filing late can reduce your funding. Use the Deadlines Tool to find your exact deadline.
6. Notification
After you file Form 486, you’ll get a confirmation in your E-Rate account, and your service provider will be notified.
7. Notification Letter
 Once USAC reviews your form, they’ll send a letter confirming approval, detailing your form’s information, and providing next steps. If USAC needed to change your service start date, this will be reflected in the letter.
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IV. Invoicing
In essence, make sure all forms are filed, choose your invoicing method, submit on time, and monitor your notifications for any updates or issues.
Before you Can Invoice
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 File FCC Form 486 (Receipt of Service Confirmation and Children’s Internet Protection Act Certification Form), 
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 Service Provider must have filed FCC Form 473 (Service Provider Annual Certification or SPAC). Check your Service Provider’s SPAC status at the Open Data FRN Status Tool,
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Ensure you file for BMIC services correctly on your FCC Form 471,
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Make sure your service request forms are filled out correctly and that any equipment purchased is installed on time.
1. Choosing your Method
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BEAR Invoices: You pay the service provider first, then ask for reimbursement from the E-Rate Program.
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SPI Invoices: The service provider bills you for the non-discounted amount, and you pay them directly.
2. Filling your Invoice
Submit your invoice within 120 days after the last day of service or after receiving your confirmation form, whichever is later.
You can get a one-time extension of another 120 days if needed.
3. After Submitting
You’ll get a notification from USAC about your invoice status. If there’s a problem, like a reduction in the amount you’re reimbursed, they will provide details.
Final
Steps
Invoicing is usually the final step, but if you need to make changes or have other issues, check the relevant guidelines for further actions.
Get Support for
E-Rate
If you’re a SLED organization seeking the answers to your technological questions and concerns, you’ll find the answers at Gravity Government. We’ll sit down with you and discuss your organization’s telecommunications needs and goals. Our specialists are here to help you all along the process.