Invoicing Mick Kraft

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InvoicingMick Kraft

Train-the-Trainer Workshop September 27-29,
2004 Schools Libraries Division
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Invoicing

• Premise Four Pillars of Eligibility
• Eligible Entities applicant and service
  provider must be eligible under program rules
• Eligible Services services must be eligible,
  and match those approved for funding commitment
• Eligible Timeframe services must have been
  delivered during the funding year, including
  extensions
• Eligible Locations services must have been
  delivered to eligible schools and libraries

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Invoicing

• Commitments are not grants
• USAC reimburses only for the discounted amount of
  eligible services actually delivered and
  installed
• Applicants cannot claim or carry over unused
  committed funds for a funding year

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Invoicing

• Process Flow
• Form 473 Annual Certification
• Form 486 Receipt of Service
• Form 500 Adjustment to Commitment
• Form 472/474 Invoice (Reimburse/Discount)

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Invoicing

• Process Flow
• Form 473 Service Provider Annual Certification
  Form (SPAC)
• Service provider must file for each funding year
  they are providing services under E-rate
• BEARs and SPIs will be paid ONLY if a SPAC is on
  file for the funding year

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Invoicing

• Process Flow
• Form 486 Receipt of Service Confirmation Form
• Applicant must file
• SPIN, Form 471 application number, and Funding
  Request Number must match FCDL
• Must indicate SLD-certified Technology Plan
  Approver if Tech Plan is required
• Must indicate CIPA status

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Invoicing

• Process Flow
• Form 500 Adjustment to Funding Commitment and
  Modification to Receipt of Service Form
• Change previously-reported Service Start Date
• Change Contract Expiration Date
• Does NOT automatically extend last date to
  receive service
• Form 500 may be required if the Adjusted Service
  Start Date is after the Contract Expiration Date
• Cancel FRN
• Reduce FRN

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Invoicing

• Form 472 (BEAR Form)
• Filed by applicant to request reimbursement for
  services already received and paid in full.
• USAC reviews based on the Four Pillars
• USAC may request Service Certification .
• Applicant must have already received bill from
  service provider and paid non-discount share to
  service provider BEFORE submitting BEAR Form.

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Invoicing

• Form 474 (SPI Form)
• Filed by service provider to request payments for
  discounts already provided to applicants on
  customer bills.
• USAC reviews based on the Four Pillars
• USAC may request Service Certification from
  applicant via the service provider.

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Invoicing

• Whats New
• Applicants may choose reimbursement or discounts
  (BEAR or SPI), pursuant to FCC Second Report and
  Order (FCC 03-101)
• Work with service provider to determine best
  method
• Applicants will be able to indicate preference on
  Form 470.

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Invoicing

• Whats New
• BEAR and SPI Forms to be revised for clarity
• Clearer direction for entering service date for
  recurring or non-recurring services
• Some certifications revised
• New certifications added

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Invoicing

• Whats New
• Document Retention
• Applicants are required to maintain proof of
  payment to service providers
• Copies of customer bills
• Verification of payment of non-discount portion

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Invoicing

• SPIN Changes
• If you intend to file a SPIN change or have
  already changed service providers
• Submit the SPIN change as soon as possible,
  following the guidance on SPIN changes in the web
  site Reference Area
• Tell USAC the effective date of the change
• If youre receiving services from both the old
  and new service provider during the funding year,
  tell USAC the effective date of service provided
  by the new SPIN
• Dont just send an invoice to USAC with the
  wrong SPIN (one that does not match the SPIN on
  the FCDL)

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Invoicing

• Bankruptcy
• In general, USAC cannot issue payments to
  bankrupt companies
• If you know of an impending bankruptcy
• Call CSB or
• Submit a Question (choose topic Other)
• If appropriate, follow the web site Reference
  Area guidance on Good Samaritans

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Invoicing

• Dunning
• Applicant has paid the service provider
• Applicant filed a BEAR
• USAC issued a check to the service provider
• Service provider does not pass the payment to the
  applicant
• Remember that the service provider has 20 days
  from the RECEIPT of funds to send the funds to
  the applicant
• Tell USAC (call CSB) if this occurs
• USAC will research and, if appropriate, pass the
  issue on to enforcement

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QUESTIONS