1. Service Provider Training Schools and Libraries Division
Invoicing
Service Provider Training
Schools and Libraries Division
April 18, 2007 – Atlanta • April 25, 2007 – Chicago

2. Invoicing Invoice Lines Processed – 2006 368,248 Received
352,575 Paid in 30 days
96% Paid within 30 days

3. Invoicing Moving forms Online Service matching Item 21 Online SPI
Online BEAR
Service matching Item 21

4. Invoicing Premise – Four Pillars
Eligible Entities – Applicant/Service Provider
Approved Eligible Services
Delivered within Eligible Timeframe
Delivered to Eligible Locations

5. Invoicing
Premise
COMMITMENT ≠ GRANT

6. Invoicing Process Flow Form 473 – Annual Certification
Form 486 – Receipt of Service - AP
Form 500 – Adjustment to Commitment - AP
Form 472/474 – Invoice (Reimburse/Discount)

7. Invoicing Process Flow Form 473 – Annual Certification Required
Service Provider submits
Applies to BEAR and SPI

8. Invoicing Process Flow Form 486 – Receipt of Service - AP
Correct SPIN / 471 / FRN
Technology Plan Approver
CIPA
Cancellation – vs. – Review
Must be filed BEFORE you get paid

9. Invoicing Process Flow Form 500 – Adjustment to Commitment - AP
Service Start Date
Contract Expiration Date (does not extend)
Cancel FRN
Reduce FRN
May file multiple Block 2

10. Invoicing Form 472 (BEAR) - AP Received on paper On-Line submission
Applicant files, you pass monies to customer

11. Invoicing Form 474 Electronic submission
Reviewed electronically for format
On-Line submission
Reviewed Electronically for format
Paper Submission

12. Invoicing Form 472/474 – Invoice (Reimburse/Discount)
Review ( Four Pillars)
Service Certification
Customer Bills from SP to Applicant
Payment of Beneficiary Portion

13. Invoicing Invoice Review
The overall objective of the Invoice Review process is to ensure that funds are disbursed only for products and services:
delivered and billed to school/library for which the school/library has paid
which are eligible and approved on the 471
which are within the eligible service delivery window

14. Invoicing Service Certification
Verify services by obtaining detailed bills from the applicant and/or service provider
Verify services were requested and approved on Form 471
Review notes and documentation used during 471 review
Check for service substitutions if not a match

15. Invoicing Service Certification
Verify when services were delivered using the service certification form
Requires applicant’s signature
Requires copy of customer bill
Verify amount paid by applicant-if required

16. Invoicing Service Certification for SLD Invoices
Service Provider Name *
Service Provider SPIN *
Service Provider Invoice # *
Undiscounted Invoice Amount *
Discounted Invoice Amount *
Applicant Name
Representative / Contact Name
Representative / Contact Title
Representative / Contact Phone
Billed Entity Number (BEN) *
471 Number *
FRN *
Date Goods/Services Delivered
Date Goods/Services were or will be Installed
Date Applicant Portion Paid and Check No. or Date will be Paid

17. Invoicing

18. Invoicing Process Flow Invoices are assigned daily Reviewed
Payment two times per week

19. Invoicing Invoice Deadlines :
Invoices must be postmarked no later than:
120 days after the last date to receive service or
120 days after the date of the Form 486 Notification Letter
whichever is later
Criteria

20. Invoicing Service Delivery Deadline Extensions:
The SLD provides for the extension of service delivery deadlines under certain conditions based on FCC Order   These conditions include:
Authorized service provider changes, *
Authorized service substitutions, *
Late FCDL (After March 1), *
Natural Disasters,
Circumstances beyond Service Provider’s Control

21. Invoicing Service Delivery Deadline Extensions: When Who
Must be requested before last date to receive service
Who
May be either applicant or service provider with applicant concurrence
What else is needed
Contract Extension if needed
Form 500 – if extends beyond Contract End Date
Form 500 does NOT request a Service Delivery Extension

22. Invoicing Service Delivery Deadline Extensions: Why Not?
Recurring Services
After Last Date to receive service
Not a reason that can be approved
Denial versus Dismissal

23. Payment Resolution
Monitor reports of applicants not receiving checks from service providers
Establish case
Contact service provider
Issue Dunning Letter and record in case
Ensure receipt of funds
Close case and document results
Refer to FCC Enforcement where necessary

24. Payment Resolution (Cont’d)
Good Samaritan – Service provider cannot or will not pass BEAR payments
Establish case
Work with applicant to provide Telecom Provider willing to serve as Good Samaritan
Send letters of agreement
Review BEAR submitted
Approve reviewed invoices

25. Other Process Items Appeals Timing How 60 days from event
Letter, fax,

26. Other Process Items (Cont’d)
Waivers
USAC Decision
60 days from event – by Appeal
FCC Rule
Must be requested as waiver from FCC
486 Deadlines and Adjusted Service Start Date
Service Delivery Dates requested after 9/30

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Assistance to Clients
Pivot Tables
Excel
Data
Pivot Table and Pivot Chart Report…

28. Parking Lot ?
Questions ? ? ?