1. Navigating the E-rate Invoicing Process
Fall 2018 Applicant Training

2. AGENDA Preparing for Invoicing Invoicing Methods Before You Begin
Filing FCC Form 498
When to File / Deadlines
Invoice Review Process
Case Studies
AGENDA
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3. Preparing for Invoicing
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4. Preparing for Invoicing
The applicant and service provider receive an FCDL with a positive commitment.
The applicant certifies an FCC Form 486 and establishes the actual service start date for FRN(s).
USAC reviews and approves the 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.
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5. Invoicing Methods
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6. 1. Applicant 2. Service Provider
Invoicing Methods
There are two methods to invoice USAC:
1. Applicant
2. Service Provider
FCC Form Billed Entity Applicant Reimbursement (BEAR) Form
Filed online
FCC Form 474
Service Provider Invoice (SPI) Form
Filed online or electronically
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7. Invoicing Methods
Invoice method (BEAR or SPI) is the applicant’s choice.
Service providers and applicants should have this discussion as early as possible.
Once the invoice method is set for a Funding Request Number (FRN), it cannot be changed.
The invoice method is FRN-specific.
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8. Before You Begin
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9. Before You Begin Verify that all the prerequisites are in place
E.g., FCDL has been issued, FCC Form has been filed, FCC Form 473 has been submitted, approved FCC Form 498, etc.
Have the BEAR/SPI discussion. Decide who will be filing invoices with USAC.
Make sure that you have the most recent commitment information from either the FCDL or the RFCDL, including discount rate, approved cost of service, FCC Form number, FRN, etc.
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10. Before You Begin Determine the invoice frequency
E.g., Monthly, bi-monthly, quarterly, one- time, etc.
Watch the BEAR or SPI form walk-through videos in the Online Learning Library.
Applicants should review the BEAR Form Filing Guide.
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11. Before You Begin– Applicants Filing BEAR Forms
Be sure you have an approved Personal Identification Number (PIN) and an approved FCC Form 498 if you intend to file BEAR Forms.
If you do not have a PIN, contact USAC’s Client Service Bureau for assistance.
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12. Before You Begin – How Do I Get a PIN?
Go to the PIN web page on the USAC website.
Save a copy of the PIN Request Template (Excel format).
Complete a line in the template for each PIN you are requesting. Note that PINs are specific to a person and to a billed entity.
Provide the correct information in each column.
Open a customer service case in EPC (include “PIN Request” in the title) and attach your spreadsheet to the case.
USAC sends PINs out once a week by to the address provided.
You use a PIN to file a BEAR Form online.
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13. Filing an FCC Form 498
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14. FCC Form 498 For Applicants – How Do I File?
To receive an applicant 498 ID, applicants must file the FCC Form (Service Provider and Billed Entity Identification Number and General Contact Information Form) in the E-rate Productivity Center (EPC).
Under Records, choose Create FCC From 498.
Complete and certify the form.
An FCC Form 498 School or Library Official can start, complete, submit, certify, modify, and deactivate FCC Forms 498.
A General Contact can complete but not certify the form.
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15. FCC Form 498 for Applicants – How Do I File?
Once the form is certified you will received an automated from requesting the supporting banking information.
This will contain a link where you will be able to upload the requested documentation.
After you submit banking documentation online, USAC will verify your account information within two (2) business days and alert the person who submitted the documentation via whether the applicant 498 ID is approved or rejected.
If you have not heard from USAC after two (2) business days, contact us.
Customer Support Center:
, option 4 (contributors)
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16. FCC Form 498 For Applicants – How Do I File?
What is considered acceptable banking information?
A blank voided check or a copy of the bank account statement.
What if you don't control your own bank account?
We require a letter from the account owner (i.e. State/District/County office/School District) or financial institution to confirm the account information.
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17. FCC Form 498 For Applicants – How Do I File?
How often to file?
Only when you need to receive a 498 ID or update an existing FCC Form 498.
Remember that an update does not take effect until the form is certified by your School or Library Official.
If your banking information has changed, you must also provide documentation of the new information.
Where to go for help:
us at:
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18. FCC Form 498 For Applicants – Missing Applicant 498 ID Issues
If you log in to file your BEAR Form and you do not see your 498 ID:
Your FCC Form 498 has not been approved because we have not received your banking information.
You have made changes to your FCC Form 498 but have not recertified your form.
If you have made any recent changes to your FCC Form 498, your School or Library Official must recertify the form.
If you have changed your banking information, you must submit new banking documentation and USAC must verify it.
The approved 498 ID is not attached to your BEN.
Check your FCC Form 498 for typographical errors.
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19. When to File an Invoice
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20. The invoice deadline is:
When to File
The invoice deadline is:
120 days after the last date to receive service or 120 days after the date of the FCC Form 486 Notification Letter, whichever is later.
If the calculated deadline falls on a weekend or federal holiday, the deadline is 11:59 PM ET on the following business day.
For example, the deadline for FY2017 recurring services is Monday, October 29, 2018.
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21. File after services are delivered and paid
When to File
File after services are delivered and paid
Applicants – pay in full for services first
Service providers – bill applicants for their non-discount share first
You can choose the frequency
File before the invoice deadline
Generally, October 28 for recurring services
Generally, January 28 for non-recurring services
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22. When to File Invoice deadline extension requests
File requests for FY2016 and later funding years in EPC.
Applicants locate their billed entity record under Records and choose Invoice Deadline Date Extension Requests from the Related Actions menu.
Service providers locate their SPIN under Records and choose Invoice Deadline Date Extension Requests from the Related Actions menu.
File requests for FY2015 and previous funding years using the link at the top of the online BEAR Form.
Applicants log in to the online BEAR Form with their PINs.
Service providers log in to the E-File System and choose the BEAR Form.
No reason needed
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23. When to File
Invoice deadline extension requests must be filed ON OR BEFORE the invoice deadline date
Filers can receive one 120-day extension of the time to file.
If applicants or service providers miss the deadline to file an invoice or to request an invoice deadline extension, they must file a request for waiver of the invoice deadline with the FCC.
The FCC must grant the waiver request before USAC can process an invoice.
However, if USAC rejects a timely filed invoice, the applicant can appeal that rejection directly to USAC.
No reason needed
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24. Invoice Review
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25. (may include service certification)
Invoice Review
USAC’s invoice review can involve two steps 1. 2.
Automated
review
Manual review
(may include service certification)
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26. Invoice Review All invoices undergo a series of automated reviews.
Line items are automatically rejected if their information (FCC Form number, FRN, discount percentage, available funding, etc.) is incorrect or inconsistent with the approved FRN.
The online BEAR Form has more built-in warnings than the online SPI Form to help the applicant avoid data inconsistencies during the form submission process.
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27. Invoice Review
Some invoices also undergo manual review. These reviews verify, among other things, that:
the customer bills are accurately reflected on the E-rate invoice and discounts are properly applied;
the services are eligible and were approved on the FCDL;
It the services are not on the FCDL, USAC approved a service substitution.
USAC reviewers send questions to the applicant or service provider and ask for responses in seven days; one seven-day extension can be granted.
USAC reviews the information provided and makes a disbursement decision.
If payment is rejected, applicants can resubmit the invoice once the issue has been corrected.
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28. Invoice Review: Service Certification
Some manual reviews require additional documentation, such as:
Proof that the applicant paid their share.
Proof that the invoiced services were delivered and/or installed.
Proof that progress payments were included in the contract.
USAC reviewers send a Service Certification and instructions to the service provider so that they can forward it to the applicant.
The applicant completes the certification and returns it directly to USAC.
USAC reviews the information provided and makes a decision.
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29. Tips for Invoicing – Applicants
Tell your service provider if you want discounted bills – ideally, before services start.
If you will be filing BEAR Forms and you don’t have a PIN, request one now.
If you will be filing BEAR Forms, file your FCC Form 498, submit bank account documentation, and verify USAC’s approval as soon as possible.
Gather the documents you will need to complete an invoice correctly: FCDLs, FCC Form 486 Notification Letters, SPIN change approvals, service substitution approvals, customer bills.
Make sure you have filed – and USAC has approved – an FCC Form 486.
Complete service certifications promptly and contact USAC with any questions.
Reconcile invoicing activity using your Quarterly Disbursement Report.
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30. Case Studies
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31. Case Studies: Services not approved on FRN
Invoice has been submitted for FRN which was approved for Basic Maintenance.
USAC requested a copy of the customer bill. The customer bill supports Internal Connections.
Although Internal Connections are considered eligible services, the FRN was not approved for Internal Connections. The documentation supplied was for services which are eligible but these services were not approved on the funding request.
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32. Case Studies: Services not approved on FRN
Answer: Based on the information supplied, the invoice will be denied.
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33. Case Studies: Duplicative line items
Invoice # was submitted on 9/1/2018 for $ for FRN for a customer billed date of 7/1/2018.
Invoice # was submitted on 10/1/2018 for $ for FRN for a customer billed date of 7/1/2018.
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34. Case Studies: Duplicative line items
Answer:
USAC’s system will flag the second invoice as a possible duplicate. To resolve the matter, a further review must be completed.
The invoice reviewer will request documentation to support both invoices and to demonstrate that the second is not a duplicate submission.
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35. Case Studies: Service certification error
During the review of an invoice, the reviewer requests verification from the applicant that services were delivered and installed.
The reviewer sends a service certification with instructions to the service provider to forward to the applicant for confirmation.
The service provider sends only the service certification (without instructions) to the applicant, who completes it and returns it to the service provider. The service provider then sends it to the invoice reviewer.
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36. Case Studies: Service certification error
Answer:
The invoice reviewer attempts to contact the applicant to verify that the response was in fact from the applicant, but the applicant does not respond.
The invoice reviewer then denies the invoice because the applicant did not respond.
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37. Questions?
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