FAQs (Last updated
2/4/08
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1. What if I can only find a copy of the Vouchers, or if I mess up the original, can I use a copy of the Vouchers?
This is just a quick reminder, per the verbiage on the Cy Pres Vouchers, only original NC Cy Pres General Purpose Vouchers [green] and Software Vouchers [pink] are redeemable. Copies are not accepted. Original NC General Purpose Vouchers and Software Vouchers are negotiable documents and are therefore not only printed on colored paper but printed on Security Paper as well.
2. What do we do if we cannot find our Vouchers, or if I mess up he original?
You will need to contact Josh at 1-888-230-0363 and request replacement documents. This may take some time to accomplish. They suggest you do all you can to find the original Vouchers first, and only contact Josh as a last resort.
3. Can we spend the money in any school in our LEA?
No. You can only purchase approved items to be used at the eligible schools in your LEA.
4. Do we need to spend the money equally on the eligible schools in our LEA, or base it on 04-05 ADM figures?
No. The funds are to be used to address the needs listed in the LEA's Technology Plan for the eligible schools in the LEA. All the funds may be spent at a single eligible school if the needs are greatest there.
5. If I have already purchased something that I want to be reimbursed for, and the items are not mentioned in my technology plan, can I send an amendment to DPI to cover this item?
No. You can send an amendment request only for items that you wish to purchase from this point on. Contact your consultant with your appended objectives in a timely manner to allow them to be attached to your plan in the 'vault' at DPI.
6. Do I have to put the dollars I receive as reimbursement from Microsoft back into the accounts from which they originally came?
Yes and No. Any State or Federal dollars that were used to purchase items that you are reimbursed for, must be returned to those accounts. Reimbursements for items purchased using local dollars may be used at the discretion of the LEA.
7. How soon should I receive a check when I submit my voucher?
It will take between 45 and 60 days to receive your reimbursement check from Microsoft. Keep in mind Camp and Suzanne will need about 30 days to look over your submission and Verification Form.
8. Do we include tax and shipping and handling?
No. Only original invoice amounts are included.
9. Can I be reimbursed for items that I received an eRate reimbursement?
Yes, but only for the the portion that your LEA actually paid.
10. Do I have to get Suzanne or Camp to approve my Voucher request before I send them to Microsoft?
Yes.
11. Can we use PRC-31 Funds to purchase software and hardware, and if so, what must we do with the reimbursed funds?
Yes. PRC-31 funds are low-wealth dollars and can be used for almost anything within the school district. The reimbursed funds can be spent on anything that the original funds were approved to fund.
12. Can we be reimbursed for scanners, Dolphin, eInstruction?
Yes, flat-bed scanners on the General Purpose Voucher. No on the Dolphin. eInstruction is currently no, but we are still trying to get this approved on the General Purpose Voucher (please check back on the Voucher approved list before you move on this product. When in doubt, email or call us).
13. Can we purchase projectors and interactive smartboards (whiteboards)?
Yes. These items must be purchased to be connected to a computer to be approved for reimbursement.
14. What happens if I sent in a Voucher to Microsoft for reimbursement before I knew about the required process?
You will need to complete the Checklist and Tech Plan Verification form. Then send those documents, along with a copy of your Voucher(s) and the List of Products Purchased Sheet, attached to an email to Suzanne or Camp for our documentation. We must also insure that you have met the Technology Plan alignment requirement.
15. Do I have to send the UPC codes to Microsoft as proof of purchase? I did not keep them. How do I prove my purchase?
UPC Codes are no longer necessary if the invoices meet the the following 5pt invoice criteria. The 5 pt criteria necessary on invoices is as follows:
16. Can I deduct the cost of the system, and other installed software, from the computers I am requesting reimbursement for on the General Purpose Voucher? Then, can I request reimbursement for that system and installed software on the Software Voucher?
Yes. If the computer manufacturer will provide you with a figure for the value of the system and installed software on their computer platform, you may reduce the price of the computer by that amount. You will place the computer on the General Purpose Voucher and use the cost, less the value of the software. You will then place the software on the Software Voucher with the indicated value. You will provide a copy of the documentation verifying purchase of the computers attached to both vouchers. Attach a memo, on your District letterhead, explaining the process you undertook in listing the items separately. Tell them that the computers on the General Purpose Voucher have been reduced by X dollars for the value of the system and installed software. Tell them that the corresponding value of the system and software has been added to the Software Voucher. Tell them how you were able to establish that value. If the vendor will not give you the values of the system and installed software, you can use a default value based on the educational price your District receives for the software. Understand that the values may be reduced by Microsoft to reflect the value they determine the software is worth. Figures that have been used for some DELL purchases have been $59 for systems, and $51 for MS Office. Apple Computer is providing the prices for their software. Just be certain you include, in your memo, how you determined the values, with contact information if Microsoft has any questions.
On HP software...The Settlement Agreement requires the vendor [not the LEA or the DPI] to “certify” the bundled price of the OS by breaking it out either on the invoice directly or in an e-mail or letter directed to the LEA and included in the voucher redemption packet. If the vendor refuses to do this, we can accept a Standard Academic price of $59 for the MS OS and $50 for MS Office.
The Settlement Administrator allowed one of the NC LEAs to use the $90 [your web-site recommended amt.] but only because the LEA had two invoices in their redemption pkt that listed a bundled OS price of more than $110 [I think one was $115]. If other LEAs have at least one invoice showing a bundled OS of $90 or more, we will be able to accept the $90. If redemptions come in without that required “certification” the LEA can request the Settlement Administrator to use the MS Std. Acad. Price of $59.
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