invoicing mick kraft train-the-trainer workshop september 27-29, 2004 schools & libraries...

InvoicingMick Kraft

Train-the-Trainer WorkshopSeptember 27-29, 2004

Schools & Libraries Division

Slide #2Schools and Libraries Division

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


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


Invoicing

Process Flow Form 473 – Annual Certification Form 486 – Receipt of Service Form 500 – Adjustment to Commitment Form 472/474 – Invoice

(Reimburse/Discount)


Invoicing

Process FlowForm 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


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


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


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.


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.


Invoicing

What’s 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

methodApplicants will be able to indicate preference

on Form 470.


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What’s New BEAR and SPI Forms to be revised for clarity

Clearer direction for entering service date for recurring or non-recurring services

Some certifications revisedNew certifications added


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What’s 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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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 you’re 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

Don’t just send an invoice to USAC with the “wrong” SPIN (one that does not match the SPIN on the FCDL)


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


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


QUESTIONS

invoicing mick kraft train-the-trainer workshop september 27-29, 2004 schools & libraries...

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