Schools and Libraries
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Schools and Libraries Tools:
Electronic 471 Funding Commitment Decision Letter to Service Provider
Overview
Some service providers have requested an electronic letter, that is, a file containing the variable information that is in the paper format of the Form 471 Funding Commitment Decision Letter to the service provider.
The implementation is to continue to produce paper letters in all cases and to create files to e-mail for those service providers requesting such a format. Each service provider will receive a file with information relevant to it. The filename will be the same as the service provider's e-mail address.
In the e-mail files, there will be one or more FRN records. Each record ends in a carriage return and contains fields of information which are pipe delimited (separated by a vertical bar "|"). These fields are described in the table below.
If there is more than one FRN record in the e-mail file, the service provider's SPIN value will be repeated for each record. Also, if a 471 application is referenced more than once among the FRN records in the same e-mail file, the 471 application data will also be repeated for each applicable FRN record. If a field in the FRN record contains no value ("| |"), this means there is no data for that field (e.g., a Contact Phone Extension value).
Beginning in Funding Year 2005, the Service Shared e-mail file field (#29) value has been changed to now always be "N/A". Field #26 (FRN Funding Commitment Status) now reads the equivalent value on a paper letter ("Funded" or "Not Funded") rather than the actual database value. Field #38 (Technology Plan Status) may now be "Approved", "Pending Approval", "Approved/Pending Approval", or "Not Needed" rather than just "Approved" or "Pending Approval". Furthermore, new e-mail file fields have been added (#41 to #54) as described in the layout table below.
Layout of the E-mail File
Field # |
Description |
Valid Data |
1 |
SPIN (Service Provider Identification Number) main unique identifier sorted |
9-digit numeric |
2 |
Funding year |
4-digit numeric |
3 |
Fund year start date |
Date (MM/DD/YYYY format) |
4 |
Fund year end date |
Date (MM/DD/YYYY format) |
5 |
471 Application Number (based on Funding Request Number) |
1-digit to 10-digit numeric |
6 |
Applicant name |
Alphanumeric |
7 |
Applicant street address |
Alphanumeric |
8 |
Applicant city |
Alphanumeric |
9 |
Applicant state code |
2-character alphabetic |
10 |
Applicant zip 5 code |
5-digit numeric |
11 |
Contact name |
Alphanumeric |
12 |
Contact preferred mode |
Alphabetic |
13 |
Contact street address |
Alphanumeric or no value |
14 |
Contact city name |
Alphanumeric or no value |
15 |
Contact state code |
2-character alphabetic or no value |
16 |
Contact zip 5 code |
5-digit numeric or no value |
17 |
Contact fax area code |
3-digit numeric |
18 |
Contact fax number |
7-digit numeric |
19 |
Contact fax extension |
Numeric or no value |
20 |
Contact phone area code |
3-digit numeric |
21 |
Contact phone number |
7-digit numeric |
22 |
Contact phone extension |
Numeric or no value |
23 |
Contact e-mail address |
Alphanumeric or "N/A" |
24 |
Funding Request Number (FRN) |
1-digit to 10-digit numeric |
25 |
470 Application Number |
15-digit numeric |
26 |
FRN Funding Commitment Status |
"Funded" or "Not Funded" |
27 |
Contract Number |
Alphanumeric or no value |
28 |
Service Description |
Alphabetic |
29 |
Service Shared |
"N/A" |
30 |
Billed Entity Number (BEN) |
1-digit to 10-digit numeric or no value |
31 |
NCES Code |
2-digit and 5-digit and 5-digit numeric or no value |
32 |
Earliest Possible Effective Date of Discount (EDD) |
Date (MM/DD/YYYY format) |
33 |
Contract Expiration Date (CED) |
Date (MM/DD/YYYY format) or "N/A" |
34 |
Estimated Total Annual Pre-Discount Cost |
Numeric to two decimal places |
35 |
Discount Percentage Approved by SLD |
2-digit numeric or "N/A" |
36 |
FRN Actual Committed Amount |
Numeric to two decimal places |
37 |
FRN Reason Description |
Alphanumeric or no value |
38 |
Technology Plan Status |
"Approved" or "Pending Approval" or "Approved/Pending Approval" or "Not Needed" |
39 |
Report Date |
Date (MM/DD/YYYY format) |
40 |
Wave Number |
Alphanumeric or "0" if null value |
41 |
Applicant's Entity Number |
1-digit to 10-digit numeric |
42 |
FRN's Billing Account Number |
Alphanumeric or "N/A" |
43 |
Associated 470's Allowable Contract Date (ACD) |
Date (MM/DD/YYYY format) |
44 |
Contract Award Date (CAD) |
Date (MM/DD/YYYY format) or "N/A" |
45 |
Total Estimated Monthly Recurring Charges |
Numeric to two decimal places or no value |
46 |
Ineligible Portion of Total Estimated Monthly Recurring Charges |
Numeric to two decimal places or $0.00 value |
47 |
Eligible Monthly Pre-Discount Amount for Recurring Charges |
Numeric to two decimal places or $0.00 value |
48 |
Number of Months (e.g. 12) Recurring Service Provided in Program Year |
Numeric |
49 |
Annual Pre-Discount Amount for Eligible Recurring Services |
Numeric to two decimal places or $0.00 value |
50 |
Annual Non-Recurring Charges |
Numeric to two decimal places or $0.00 value |
51 |
Ineligible Portion of Annual Non-Recurring Charges |
Numeric to two decimal places or $0.00 value |
52 |
Annual Eligible Pre-Discount Amount for Non-Recurring Charges |
Numeric to two decimal places or $0.00 value |
53 |
Funding Commitment Decision Explanation |
Alphanumeric up to 200 characters or no value |
54 |
Applicant Letter Date |
Date (MM/DD/YYYY format) |
55 |
Applicant Street Address 2 |
Alphanumeric |
56 |
Contact Street Address 2 |
Alphanumeric |
At the bottom of the file will be the text:
"SLD 471 Funding to Service Provider ; Total Records: [record count]"
Sample FRN entry in e-mail file (pipe delimited)
143001356|2000|07/01/2000|06/30/2001|259|CENTRAL SCHOOL DISTRICT|123 NORTH MAIN ST|SMITH|NY|14855|
Michael Jones|MAIL|123 ABC Street|Westville|NY|14224|555|7777204||555|7777028||email@aol.com|
157|807310000029688|Funded|T|Telecommunications Services|N/A|42647|23 76859 4412|
07/01/2000|04/30/2001|2000.00|80|1600.00||Approved|06/01/2000|4|12640|(973) 884-8300|12/15/1999|
03/01/2000|50.00|10.00|40.00|10|400.00|1500.00|300.00|1200.00||06/01/2000|
