1. Service Provider Training I July 25, 2017
Invoicing
Service Provider Training I July 25, 2017

2. In this session you will learn:
Welcome
In this session you will learn:
Practical, useful information so that you can successfully invoice USAC and get paid

3. There are two ways to invoice USAC
Methods to Invoice
There are two ways to invoice USAC
Applicant: BEAR form filed online
Service Provider: SPI form filed online.
Electronic invoicing: Service provider prepares .csv file with appropriate invoice data and s it to USAC, which then creates a SPI Form.

4. Before You Invoice
The applicant and service provider receive an FCDL with a positive commitment.
The applicant certifies FCC Form 486 and establishes actual service start date for FRN(s)
USAC reviews and approves FCC Form 486
The service provider certifies an FCC Form 473 (SPAC Form) for each SPIN that will be featured on an invoice for that funding year

5. Before You Invoice, continued
For BEAR Forms: Applicants must certify FCC Form 498 (applicant version) and USAC must review and approve banking information For SPI Forms: Service providers must certify FCC Form 498 (service provider version) and USAC must review and approve the information on the form, including banking information

6. After USAC receives the invoice, we will verify that:
USAC Invoice Review
After USAC receives the invoice, we will verify that:
The information on the invoice is correct and consistent
The invoiced services have been approved through PIA review on a certified FCC Form 471 for that funding year
The invoiced services are eligible under the appropriate funding year of the E-rate program
The discount percentage is correct
The total amount approved has not been exceeded
The services were actually delivered (or there is a schedule of progress payments in the contract that is being followed)

7. USAC Invoice Review, continued
USAC’s invoice review can involve three steps
Automated rejection (“batch validation”)
Manual review and rejection
Service certifications – follow-ups to manual review where more information is needed before the invoice can be approved

8. Tips for Invoicing
Before you submit an invoice, here’s what you can do to ensure a successful invoicing process:
Have the BEAR/SPI conversation with your customers early in the process
Gather the documents you will need: FCDLs, FCC Form Notification Letters, SPIN change approvals, service substitution approvals, customer bills
Make sure you file the FCC Form 473
Avoid errors in batch validation, manual review, and service certifications (next three slides)

9. Tips for Invoicing: Batch Validation
Avoid the following errors when performing data entry:
Check USAC’s online tools to make sure an FCC Form (applicant) and an FCC Form 473 (service provider) have been filed
Use the FCDL to enter the correct combinations of FCC Form numbers and FRNs, and the approved discount percentage
Don’t enter an invoice date before July 1 (even if you did earlier installations)

10. Tips for Invoicing: Batch Validation
Don’t enter a date for both recurring and non-recurring services
Enter the date services started for the line item (e.g., not the funding year service start date if you are invoicing monthly)
Check to make sure there are still funds left on the FRN
Don’t miss the invoice deadline – if you are getting close, ask for an extension!

11. Tips for Invoicing: Manual Review
If you are selected for manual review:
Make sure the products/services on customer bill are eligible AND approved on FCC Form 471
If the services are different from those that were approved, check to see that a service substitution was submitted and approved
Supply requested documentation (e.g., customer bills) within seven days

12. Tips for Invoicing: Manual Review, continued
Service certifications: Sent to service provider to be completed and returned by applicant
Remind applicants to read the instructions, to provide complete and correct information, and to return the service certification directly to USAC
Do not complete this document yourself
If the service certification is returned but incomplete – missing information, delivery only or delivery installation box left unchecked or unsigned/undated – the invoice will be rejected