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

2. 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

3. 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

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

5. 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

6. 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

7. 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

8. 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.

9. 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.

10. Invoicing
What’s New
Applicants may choose reimbursement or discounts (BEAR or SPI), pursuant to FCC Second Report and Order (FCC )
Work with service provider to determine best method
Applicants will be able to indicate preference on Form 470.

11. 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

12. 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

13. 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)

14. 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

15. 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

16. QUESTIONS