Step

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1 

Determine your application affiliation/entity type. USAC Schools and Libraries Division (SLD) provides services to three applicant application affiliation/entity types that apply to Head Start applicants. In addition to the descriptions in the table below, the billed entity number (BEN) can help you determine your classification. The BEN is assigned to the location or office that pays and processes bills, typically the Head Start administrative office.

2

Use the table below to determine whether you need to apply for an entity number.

3 

Determine how many entity numbers you need.

• You need a separate entity number for each location where eligible services are received. For example, if your agency pays bills for a classroom located in a public school, you will need an entity number for the classroom even if the public school has an entity number.

• Examples of locations that need an entity number include:
  • Each Center
  • Each Administrative Office
  • Each bus barn or cafeteria with a separate physical address
  • Any other building with a separate physical address

 NOTE: An entity number is an identification number assigned by USAC/SLD for each separate physical address where services are received.

4 

To continue the process of requesting an entity number, refer to the table below.

NOTE: The amount of time it takes to receive an entity number varies. It will take longer right before a deadline occurs or during the filing window (November to February).

5

Requesting an entity number online

Select the link below to go to the USAC Schools & Library online form to submit a question. Although this is a question form, it also is the form used to request an entity number.

http://www.slforms.universalservice.org/EMailResponse/EMail_Intro.aspx

This screen displays:

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6

Select the Continue button at the bottom.

7 

The Submit A Question screen displays: 

On the Submit a Question screen, do the following;

• Select Entity Number in the Topic Inquiry list box at the bottom.
• Do not complete anything else on the screen.
• Select the Go button at the bottom.

8 

The continuation of the Submit A Question screen displays:

On the continuation of the Submit A Question screen, do the following:

• Select I need an entity number for a new entity in the list box. If you are uncertain whether or not your Head Start agency already has an entity number, you can search by first selecting What is my entity number?.
• Select the Continue button at the bottom.

9 

The continuation of the Submit A Question screen displays:

To complete the continuation of the Submit A Question screen, do the following:

• Complete the contact information for the person making the request. This information is used only in case USAC needs to contact you.  Items in yellow are required.
• In the Affiliation list box, select School.
• Select Yes for Will you be including attachments?

NOTE: If you are requesting more than one entity number, you will go through the request process only once and include the contact information for each entity number you are requesting in the attachment.

• Select the Continue button at the bottom.

10 

The Please provide the following additional information… screen displays:

Below is an example of a completed Please provide the following additional information… screen:

To complete the Please provide the following additional information… screen, do the following:

11

To complete the online request for an entity number, do the following:

• Do one of the following:
  • To send the request, select the Submit button at the bottom of the Please provide the following additional information… screen, or
  • To cancel the request, select the X in the top right corner of the screen, or
  • To go back one screen, select the back arrow in the top left corner of the screen.

• If you select the Submit button, the following screen displays:

• Check the email you specified in the application to receive confirmation that your request for an entity number is being processed. The email will include a case number. You will have a separate email and case number for each entity number you request. Refer to the case number if you have any questions related to your request.
• If you specified that you will be sending an attachment, follow the instructions in the email.
• Refer to the table below.

12

Requesting an entity number by telephone

To request an entity number by telephone, do the following:

• Call the toll-free number at (888) 203-8100.

• Go to Step 14.

Step

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13

Requesting an entity number using paper

To request an entity number using paper, do the following:

• If you do not know what information is required, identify what is needed by:
  • Calling the toll free number at (888) 203-8100, or
  • Reviewing the online screens (Steps 5-11 above).
• Mail or fax the required information for each entity number you need to one of the following:
  • For mail:

Universal Service Administrative Company
Schools and Libraries Program
P.O. Box 7026
Lawrence, KS 66044-7026

• For Fax:

(888) 276-8736

• Go to Step 14.

Step

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14

Searching for an entity number

Check the USAC/SLD website to see if you have received your entity number(s). Use the following link:

http://www.usac.org/sl/

The following screen displays:

NOTE: It takes some time for the numbers to be processed and put in the system. If you submitted your request online, you may receive an email informing you when your entity number is assigned.

Step

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15 

On the left side of the screen, select the Search Tools link.

16 

On the left side of the screen, select the Billed Entity Number Search link.

17 

In the middle of the screen, select the Billed Entity Number Search link.

18 

The Entity Search screen displays:

Conduct your search by doing the following:

• Select one entity type.
• Complete only one of the search criteria.
• Do one of the following:
  • To start the search and see if any entity numbers have been assigned, select the Search button at the bottom.
  • To cancel the search, select the Cancel button at the bottom.
  • To clear the form and begin again, select the Clear Form button at the bottom.

19 

The Search Results for Entities screen displays:

Review the results screen:

• Check the list to see whether any entity numbers have been assigned.
• Verify that the category in the right-hand column is accurate. WARNING! This screen must be correct before you file any forms. If the category is not correct, contact USAC/SLD toll free at (888) 203-8100 to have it changed.

Column Headings

Comment

Requestor’s Name

• Same for each entity number.
• Usually the central location where the administrative activities occur.

Requestor’s Email

• Email address of the person making the request.
• Same for each entity number.

Requestor’s Phone

• Phone number of the person making the request.
• Same for each entity number.

Affiliation/Entity Type

• Same for each entity number.
• Indicate school, school district, or consortium.

Applicant Type

• Same for each entity number.
• Indicate private, public, or religious.

Agency E-Rate Point of Contact

• Same for each entity number.
• Usually the central location where the administrative activities occur.

Agency E-Rate Point of Contact Email Address

• Same for each entity number.
• Usually the email address of the central location where the administrative activities occur.

Agency E-Rate Point of Contact Telephone Number

• Same for each entity number.
• Usually the telephone number of the central location where the administrative activities occur.

Agency E-Rate Point of Contact Fax Number

• Same for each entity number.
• Usually the Fax number of the central location where the administrative activities occur.

Organization’s Email Address

• Same for each entity number.
• Usually the central location where the administrative activities occur.

Column Headings

Comment

Legal Name [of your Head Start agency]

• Different name for each entity number.
• The billed entity number (BEN) name should match the name you used to obtain a Federal tax ID number.
• Indicate which location is the BEN. The BEN is assigned to the location or office that pays and processes bills.
• SUGGESTION FOR NAMING CONVENTION:
  • Use the entity name plus the center name.
  • Example: if the entity is the Best Early Childhood Ever, Inc. (BECE), then the center names will be BECE Vaughan Head Start Center, BECE Fitzgerald Head Start Center, etc.

Physical Address

Different for each entity number.

Mailing Address

• Physical address for the entity’s location.
• Use the E-rate point of contact address.
• Official mailing address of the entity.

County or Parish

County or parish where the address is located

Telephone Number

Use the location’s telephone number.

Fax Number

• Different for each location.
• If you do not have a fax, type “No Fax.”

Entity Number Attachment Form (EXAMPLE)                                                                                                                                                                                                  Page 1 of 1

Requestor’s Name:

Zeke S. Good

Agency E-Rate Point of Contact:

Zeke S. Good

Requester’s Email:

zsgood@hsbece.com

Agency E-Rate Point of Contact Email Address:

zsgood@hsbece.com

Requestor’s Phone:

(123) 123-1000 ext 21

Agency E-Rate Point of Contact Telephone Number:

(123)123-1000 ext 21

Affiliation/Entity Type:

School District

Agency E-Rate Point of Contact FAX Number:

(123) 123-1001

Applicant Type:

Private

Organization’s Email Address:

None

Legal Name

Physical Address

Mailing Address

County or Parish

Telephone Number

Fax Number

Head Start – Best Early Childhood Ever, Inc. (BEN)

1324 River Rd.
Canton, CA  99999

P. O. Box 90000
Canton, CA  99999

Canton

(123) 123-1234

(123) 123-1001

HSBECE Fitzgerald HS Center

1324-A River Rd.
Canton, CA  99999

P. O. Box 90000
Canton, CA  99999

Canton

(123) 123-1234

(123) 123-2234

HSBECE Vaughan HS Center

5343 Liver Rd.
Canton, CA 99999

P. O. Box 90000
Canton, CA  99999

Canton

(123) 123-1235

(123) 123-3234

HSBECE Baily HS Center

9090 Tupau Rd.
Canton, CA 99999

P. O. Box 90000
Canton, CA  99999

Canton

(123) 123-1236

(123) 123-4234

HSBECE Garland HS Center

7686 Tupau Rd.
Canton, CA  99999

P. O. Box 90000
Canton, CA  99999

Canton

(123) 123-1237

(123) 123-5234

HSBECE Davis HS Center

1234 Holly Rd.
Canton, CA 99999

P. O. Box 90000
Canton, CA  99999

Canton

(123) 123-1238

(123) 123-6234

HSBECE Crawford HS Center

8643 George Rd.
Canton, CA  99999

P. O. Box 90000
Canton, CA  99999

Canton

(123) 123-1239

(123) 123-7234

HSBECE Ed. & SS Office

1325 River Rd.
Canton, CA  99999

P. O. Box 90000
Canton, CA  99999

Canton

(123) 123-1234

(123) 123-1004

HSBECE Bus Motor Pool

1300 Lagud St.
Canton, CA  99999

P. O. Box 90000
Canton, CA  99999

Canton

(123) 123-5555

(123) 123-1002

HSBECE Payroll & Fin. Office

1323 River Rd.
Canton, CA  99999

P. O. Box 90000
Canton, CA  99999

Canton

(123) 123-1234

(123) 123-1003

HSBECE Human Resources Center

1326 River Rd.
Canton, CA  99999

P. O. Box 90000
Canton, CA  99999

Canton

(123) 123-1234

No FAX