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Suggested E-rate record keeping list

The Item (32) certification of the Form 471 states: "I recognize that I may be audited pursuant to this application. I will retain for five years any and all worksheets and other records that I rely upon to fill out this application, and, if audited, will make available to the Administrator such records."

The following is a suggested checklist of information that should be available for an audit for which e-rate funds were awarded. This documentation should be retained for five years from the last day of the funding year and should be maintained by YEAR of application.

Form 470

____ copy of Form 470 (this can be obtained by printing it from the SLD website)

____ copy of Form 470 certification that was mailed to the SLD

____ verification of Form 470 certification receipt

____ copy of RFP or any documentation that is used in place of the RFP

____ copy of Form 470 -Receipt Notification Letter (first used in year 4)

Form 471

____ copy of a completed Form 471(if manually filed) with signature (i.e.

including student eligibility information, Item (21) information/attachments)

____ copy of Form 471 certification (if filed online)

____ verification of receipt of Form 471 or certification at the SLD

____ Receipt Acknowledge Letter (RAL Letter to make changes if necessary)

____ Commitment Letter from the SLD

____ documentation of any changes requested by the SLD (changes to the Form 471)

____ any documentation for an Item (25) review by the SLD

Form 486

____ copy of a completed Form 486

____ verification of Form 486 receipt

Procurement Information

____ documentation that shows bills or P.O.s for services, invoices for payment,

vouchers or canceled check that was used in payment, etc.

____ documentation that proves that the actual discounts that were received for

products and or services were correctly applied

_____inventory of tangible goods purchased with e-rate funds (i.e, product

identification, serial number, location of product)

Form 472 BEAR(s)

____ copy of a completed Form 472 BEAR(s) with signatures

____ verification of Form 472 receipt by the SLD

____ SLD letter of vendor payment

____ copy of payments received

Form 500 (if applicable)

___ copy of completed Form 500 with signatures

___ verification of Form 500 receipt by the SLD