Computers for Learning (CFL) Eligibility Verification Best Practices

The entities registered on GSA’s CFL website have not been vetted by GSA. Please do not rely on the self-reported registration data. It is your responsibility as a federal agency CFL allocator to vet each

recipient of CFL property.

The purpose of this document is to share GSA’s best practices on how to determine eligibility of entities who participate in the Computers for Learning (CFL) program. The suggestions incorporated in this document do not represent the Government-wide standard for determining CFL eligibility nor are they to replace your internal agency’s guidelines on how to determine CFL eligibility. This document reflects the verification checks GSA performs for GSA-owned computers in the CFL program. As a reminder, CFL is not managed by GSA. GSA hosts the CFL website which aims to facilitate transfers between federal agencies and recipients. It is each agency’s responsibility to verify eligibility and make allocation determinations as established by their agency’s CFL guidelines and authorities as outlined in Executive Order 12999.

Best Practices for Schools: Set of Criteria Used by GSA to Verify a School’s CFL Eligibility:

● School is located in the United States, the U.S. Virgin Islands, American Samoa, Guam, the Commonwealth of Puerto Rico, or the Commonwealth of the Northern Mariana Islands

● School serves grades Pre-K through 12 ● School has a valid National Center for Education Statistics (NCES) number

NCES Website: The NCES website is a resource that GSA CFL allocators use to verify the status of a school: www.nces.ed.gov Click on “Data and Tools.”

http://www.nces.ed.gov/

You can perform a search of all public and private schools on the Data Tools page.

The example below demonstrates how to search for a public school. A private school search would follow the same steps by clicking on the “Search for Private Schools” link. Enter the school criteria and click “Search.”

Click on the hypertext school name for additional information.

Current school data is displayed. The NCES is displayed along with any District ID numbers.

Best Practices for Educational Nonprofits:

Set of Criteria Used by GSA to Determine CFL Eligibility for Educational Nonprofits:

● Educational nonprofit is located in the United States, the U.S. Virgin Islands, American Samoa, Guam, the Commonwealth of Puerto Rico, or the Commonwealth of the Northern Mariana Islands

● Educational nonprofit serves grades Pre-K through 12 ● Educational nonprofit operates primarily for the purpose of education ● Educational nonprofit is approved, accredited, or licensed. Educational nonprofit

must provide proof of current approval, accreditation or license ● Educational nonprofit is tax exempt under section 501 of the Internal Revenue

code of 1986 (26 USC 501) and the organization has a Federal tax ID number from the IRS

IRS Tax Exempt Organization Search: To help verify authenticity of an educational nonprofit, GSA utilizes the IRS’s Tax Exempt Organization Search to look up the educational nonprofit’s 501 (c) information. The Tax Exempt Organization Search can be found at www.irs.gov. The IRS site only assists agencies in finding information about a tax-exempt organization’s federal tax status and filings. Agencies should still ensure the nonprofit meets all other CFL eligibility guidance established by their agency.

http://www.irs.gov/

Navigate to www.irs.gov and click on “Charities & Nonprofits.”

Click on “Tax Exempt Organization Search.”

http://www.irs.gov/

Scroll down and click on “Tax Exempt Organization Search.”

Enter the educational nonprofit’s information into the Tax Exempt Organization Search tool.

If the organization exists in IRS’s database, you can download a copy of their IRS Determination Letter or view their Deductibility Code information:

GuideStar: GuideStar is another useful website that GSA consults when allocating GSA owned computers to CFL recipients. Navigate to the GuideStar Homepage, www.guidestar.org, and click on “Search.”

http://www.guidestar.org/

Click on “Organization” and enter the educational nonprofit’s name into the search bar and click on the magnifying glass.

The CFL website requires that all educational nonprofits upload their 501 (c) document. If the educational nonprofit does not upload their 501 (c) document issued by the IRS, they will not be permitted to register. In addition to the 501 (c) document, the registrant may upload documents which may help federal agencies to evaluate the nonprofit’s eligibility (license, certification, or acknowledgement from local, state or federal government).

Even with all the safeguards in the CFL system, unqualified registrants can find a way to manipulate the system. Therefore, the above guidance is to help protect your agency when allocating computer equipment.

Other Helpful Eligibility Verification Steps Used by GSA for Schools and Educational Nonprofits:

● Search for the organization’s website to research their mission statement and physical address

● Use Google Maps (or similar provider) to locate the address provided by the organization. Use street view and/or satellite view to ensure buildings/facilities are consistent with what the organization has represented (i.e. address is not a private residence or an empty lot)

● Contact the organization to verify their eligibility and ask for additional documentation as needed