Pre-Form 470
Letter of Agency (LOA) & Contract with Consultant, if any
Form 470 & Competitive Bidding Process
Form 470
Form 470 Receipt Acknowledgement Letter
Request for Proposals (RFPs), if any
Correspondence with vendors during bidding process
All proposals from vendors (winning and losing)
Bid evaluation scoring matrix (or memo to file indicating no bids received)
Correspondence with vendors during contract negotiation process
Signed/dated contract
Minutes of School Board meeting where contract was discussed and approved, if required by school policy.
Form 471 & Post Commitment
Form 471 and Funding Request Support Documentation
Form 471 Receipt Acknowledgment Letter
Documentation to support NSLP data (enrollment and NSLP)
District technology/communications budget
PIA Correspondence (request from PIA and applicant answers, with supporting documentation)
Form 486
Form 486 Receipt Acknowledgement Letter
Form 472 BEARs (if applicable)
Form 472 (BEAR)
Form 472 Receipt Acknowledgement Letter
Copies of vendor invoices used in BEAR calculations
Spreadsheet showing BEAR calculations (with ineligible amounts)
Not eligible:
Late fees; finance charges; USF administration fees; paper statement fees; non-published number fees; directory listing and advertising fees; phones or fax lines to teachers, administrators or board members’ homes.
Cancelled checks for each vendor invoice
Proof of receipt of BEAR reimbursement (deposit slips, bank statements)
Invoice deadline extension requests & approval letters (if applicable)
Post Commitment
Service substitution letters
SPIN change letters
Equipment transfer letters
E-rate-funded equipment inventory referencing:Make, Model, Serial Number, Physical location, Date installed, FRN
Documentation related to billing disputes
Internet Filtering/Cyberbullying
District policy regarding Internet filtering and cyberbullying education
Copy of purchase order from Internet filter purchase
Internet filtering logs (create district policy indicating length of time logs will be kept)
Method of educating students on cyberbulling (posters, curriculum, etc)
Proof of cyberbullying education measures
General
Proof of professional development of technology use
Record Retention Policy (10 years for E-rate)
Procurement Policy(ies)
Proof that person signing E-rate forms has authority to do so
If receiving discounted bills, proof of payment of non-discounted share to vendor
Network diagram
Packing slips and records to confirm date of receipt of E-rate equipment
Copies of all vendor invoices for E-rate services/products
