INVOICING DEADLINES Mick Kraft

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INVOICING DEADLINESMick Kraft

Train-the-Trainer Workshop September 9-10,
2002 Schools Libraries Division
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INVOICING DEADLINES

• SERVICE DELIVERY
• FORM 486
• INVOICES
• BEARs
• SPIs

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SERVICE DELIVERY DEADLINES

• Recurring services delivered during the relevant
  Funding Year
• (July 1 through June 30)

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SERVICE DELIVERY DEADLINES

• In general, non-recurring services must be
  delivered and installed between July 1 of the
  relevant Funding Year and September 30 following
  the June 30 close of that Funding Year

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SERVICE DELIVERY DEADLINES

• Extensions of the last date to deliver and
  install non-recurring services are automatic for
  the following two conditions
• (1) FCDL issued on or after March 1 of Funding
  Year
• (2) Service Substitution or SPIN change approval
  issued on or after March 1 of Funding Year

FCC 01-195
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SERVICE DELIVERY DEADLINES

• Extensions of the last date to deliver and
  install non-recurring services must be requested
  for the remaining two conditions
• 3) Service Provider unable to complete for
  reasons beyond Service Providers control
• 4) Applicant certifies that Service Provider
  unwilling to complete because funding
  disbursements delayed for investigation

FCC 01-195
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FORM 486

• Triggers actual payment of discounts to service
  providers
• Certifies approval for technology plan(s)
• Indicates the names of the person or body
  authorized to approve the technology plan
• Certifies that signed contracts are in place
• Certifies CIPA compliance

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FORM 486 DEADLINES

• The Form 486 must be postmarked no later than
• 120 calendar days after the Service Start Date
  featured on the Form 486
• OR
• 120 calendar days after the date of the Funding
  Commitment Decision Letter
• WHICHEVER IS LATER

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INVOICES

• BEARS AND SPIS
• FORMS 472 and 474

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FORM 472 (BEAR)

• PURPOSE
• The BEAR Form is used to seek reimbursement for
  discounts on eligible services received on or
  after the effective date of discounts and already
  paid for by the Billed Entity

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FORM 474 (SPI)

• PURPOSE
• Used by SPs to get disbursement of discounted
  portion of bills
• SLD validates and approves
• SLD authorizes disbursement of funds

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INVOICING

• CERTIFICATION
• Certify that one is authorized to submit BEAR
• Eligible services were delivered
• Services were previously billed and paid
• Eligible services approved with FCDL
• Retain records for 5 years - Audit

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INVOICE DEADLINES

• Invoices must be postmarked no later than
• 120 calendar days after the last date to receive
  service
• OR
• 120 calendar days after the date of the 486
  Notification Letter
• WHICHEVER IS LATER

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INVOICE DEADLINE EXTENSION REQUESTS

• Conditions
• Authorized service provider changes
• Authorized service substitutions
• No timely SLD notice
• SLD errors

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INVOICE DEADLINE EXTENSION REQUESTS

• Conditions - Continued
• SLD delays in data entering a form
• Third party contact or certification
• Natural or man-made disasters
• Good Samaritan BEARs
• Circumstances beyond the service providers
  control.

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INVOICE DEADLINE EXTENSION REQUESTS

• Information required
• Contact Person name
• Contact Information (including e-mail address)
• Form 471 Application Number
• Funding Request Number (FRN)
• Service Provider Name
• Service Provider Identification Number (SPIN)
• SLC Invoice Number (If known)
• Amount of Invoice
• Reason for Invoice Deadline Extension request

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INVOICE DEADLINE EXTENSION REQUESTS

• Send your letter to the following address
• Invoice Deadline Extension RequestSchools and
  Libraries DivisionBox 125 Correspondence
  Unit80 South Jefferson RoadWhippany, NJ  07981

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QUESTIONS