ERATE/BEAR - How to process 474 form

ERATE/BEAR - How to process 474 form

E-Rate USAC Schools & Libraries 
Help line # 1 888 641 8722

(DONE ONCE A YEAR IN JULY)
CREATING NEW SPREADSHEET USING FUNDING LETTER
Fiscal year is July 1- June 30th each year. Anytime after July 1 you will need to wipe out the previous year spreadsheet and start the new fiscal year using the figures from new funding commitment letter which if not emailed to you by end of April, then you would need to go to usac.org and get a copy below:

Funding Commitment Decision Letter  

You MUST look at each school on the commitment letter in order to fill out the spreadsheet properly:
      Each school should have their own FRN#
      Each school should have voice line associated with school location (i.e. Camels Hump, Smiley, Brewster Pierce or Richmond Elementary in order to figure out which school is which).
      Each school might have different numbers for Column A 
      All 4 schools will use same 471# for their district of schools


HOW TO GET A COPY OF THE COMMITMENT LETTER FROM www.usac.org:
  




See below for 2025 letters you need to click on view notification to find the one for Mt Mansfield only as there are 4 schools submitted thru WCVT. Consultants take care of all except Mt Mansfield. Print or upload a copy to One Drive folder so you have to fill out spreadsheet.



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STEPS 1-7 (DONE QUARTERLY)
Oct, Jan, Apr, July


STEP #1
HOW TO SUBMIT FORM 474 for refunds quarterly:
  1. Pull up your spreadsheet (saved on the ONE DRIVE)
  2. Pull bills for each account in IVUE for the quarter, add all 3 months & update column B with total of internet + static IP billed.




Once you have done this for all 4 of the schools then you can start to process 474 form in USAC.


STEP #2
USAC sign in 









Click on Waffle in upper right corner select  EPC INVOICE










STEP #3

FILL OUT FORM 474 







** NOTE - Be sure you update your spreadsheet columns as you go along with dates/amounts.

 REPEAT STEP #3 - FOR EACH SCHOOL 




STEP #4 
Now you will SAVE & CONTINUE at bottom


** CONTINUE TO CERTIFICATION 


CHECK EACH BOX OFF STATING YOU ARE COMPLYING BEST OF YOUR KNOWLEDGE

(You are selecting all boxes stating you certify to the best of your knowledge the information provided is correct)


NOW HIT CLOSE 



STEP #5
Go back to my forms & requests tab



Click on INVOICE LINE ITEM at top 


Go back to spreadsheet and update INVOICE# in column.
Now you wait 24/48 hours for confirmation email below -


STEP #6
Once you get the email acceptance-


STEP #7
When AP emails you that ACH payment has been rec'd;
  1. You need to go to IVUE 
  2. Payments folder
  3. Payment entry


 
Be sure bill print description = USAC PAYMENT
REPEAT for each school
Now you are done until you submit request for next quarter refunds.

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** NOTE- on 4th quarter you can only request the balance that is left on each school, if you try to request more than is available system will not error you out. You must adjust your amount to flex the balance. See below: