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

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 method Applicants will be able to indicate preference on Form 470.

Invoicing 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 revised New certifications added

Invoicing 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

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 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