1. E-rate Invoicing Billed Entity Applicant Reimbursement E-rate Invoicing E-rate Modernization 2015 1 October 7, 2015

2. Introductions  Rachel White  Administrator, E-rate  California K-12 High Speed Network  rwhite@bcoe.org 2

3. Agenda E-rate Modernization 2015 3 Two types of invoicing Identify Funding Requests Reconcile Expenses Prepare BEAR form Next Steps

4. E-rate Invoicing E-rate and CTF 2015/16 4 Two types of invoicing Identify Funding Requests Reconcile Expenses Prepare BEAR form Next Steps

5. FCC Form 474: Service Provider Invoice, aka SPI Allows Service Provider to apply discounts directly to the bills Applicant must choose this method – Respond to Service Provider’s request for invoicing method – Grid, Data Gathering Form Two types of invoicing E-rate Modernization 2015 5

6. California Teleconnect Fund (CTF) Services receiving the CTF discount must receive E- rate discounts using the SPI method. Qualifying services: – Measured Business Service Line – Switched 56 Lines – ISND – T1, DS3 up to and including OC-192 services – Internet Access – MPSL – Functional Equivalents List of qualifying Service ProvidersService Providers Two types of invoicing E-rate Modernization 2015 6

7. FCC Form 472: Billed Entity Applicant Reimbursement Form, aka BEAR Form Applicant pays for services in full Request discounts by means of a refund check Currently, check is issued from USAC to Service Provider – Service Provider has 20 days from receipt of funds to issue refund to applicant Two Types of Invoicing

8. Services that commonly use BEAR method: Long Distance Wireless Internet Access Two Types of Invoicing

9. E-rate Invoicing E-rate and CTF 2015/16 9 Two types of invoicing Identify Funding Requests Reconcile Expenses Prepare BEAR form Next Steps

10. Data Retrieval Tool, aka DRT www.usac.org/sl Search Tools Data Retrieval Tool – Billed Entity Number – Funding Year – Select all data points Identify Funding Requests E-rate Modernization 2015 10

11. Data Retrieval Tool basics: – Report has 54 columns Columns A-E – identifies the Forms 470 and 471 Columns F-M – confirms the Billed Entity Columns N-O – identifies the service provider Column P – funding status: funded or not funded Column R – identifies the start of services date Column V – identifies the last date to invoice Columns W-AH – original details of funding requests Columns AI – AZ – details what was funded or not funded Identifying Funding Requests E-rate Modernization 2015 11

12. Prerequisites to invoicing: 1.Funding approval – column P “Commitment Status” 2.Form 486 must be filed and certified – column R “486 SSD” (service start date) 3.Must submit the BEAR form by the deadline – column V “Last Date to Invoice” Identifying Funding Requests E-rate Modernization 2015 12

13. E-rate Invoicing E-rate and CTF 2015/16 13 Two types of invoicing Identify Funding Requests Reconcile Expenses Prepare BEAR form Next Steps

14. Prepare reconciliations as if you were expecting an audit: 1.Service Provider 2.Invoice Date 3.Total Charges 4.Identify all ineligible charges, such as administrative expense fees, app charges, etc Reconcile Expenses E-rate Modernization 2015 14

15. Reconcile Expenses E-rate Modernization 2015 15 Fund YearService Provider ServiceDiscount Percent Funding Cap 2014AT&TLong Distance 90%$8,502.84 Invoice DateTotal ChargeIneligible Charge Total Eligible Charge Total Discount 7/20/14423.623.84419.78377.80 8/20/14375.093.25371.84334.66 9/20/14410.223.53406.69366.02 10/20/14462.104.10458.00412.20 Total1,671.0314.721,656.311,490.68

16. E-rate Invoicing E-rate and CTF 2015/16 16 Two types of invoicing Identify Funding Requests Reconcile Expenses Prepare BEAR form Next Steps

17. Information needed: 1.Billed entity number (BEN) 2.Billed entity name 3.Service Provider Identification Number (SPIN) 4.Form 471 Application Number 5.Funding Request Number 6.Discount percentage 7.Total eligible cost Prepare BEAR Form E-rate Modernization 2015 17

18. Paper BEAR www.usac.org/sl Forms FCC Form 472 Form Instructions Prepare BEAR Form E-rate Modernization 2015 18

19. – Applicant fills out Block 1: Header Information Block 2: Line Item Information Per Funding Request Number Block 3: Billed Entity Certification – Service Provider fills out: Block 4: Service Provider Acknowledgement Prepare BEAR Form E-rate Modernization 2015 19

20. Fax entire form to Service Provider www.usac.org/sl Search Tools Search for SPIN Information Enter SPIN and click Next Service Provider contact information will be provided IMPORTANT: Service Provider SPAC must be current. – If it is not you will need to notify the Service Provider before you file the BEAR form Prepare BEAR Form E-rate Modernization 2015 20

21. Service Provider will return Block 4 to you via fax or email. Mail the form, via trackable mailing, to: SLD Forms ATTN: SLD BEAR FCC Form 472 3833 Greenway Dr Lawrence KS 66046 Prepare BEAR Form E-rate Modernization 2015 21

22. Online BEAR – www.usac.org/sl www.usac.org/sl – Apply Online – Under Utilities - BEAR Online – Requires Personal Identification Number (PIN) - If you do not have a PIN you must use the paper form Prepare BEAR Form E-rate Modernization 2015 22

23. E-rate Invoicing E-rate and CTF 2015/16 23 Two types of invoicing Identify Funding Requests Reconcile Expenses Prepare BEAR form Next Steps

24. USAC – Reviews BEAR May request back-up documentation to support BEAR – Issue funding to service provider – Issue BEAR Notification Letter to applicant and service provider Service Provider – Receives funds – Issues refund check to applicant within 20 days Next Steps E-rate Modernization 2015 24

25. What if I can’t make the deadline? – File for an extension before the deadline New rules mandate that – request for extension must be filed before the deadline – Only 1 extension of 120 days may be granted – A 2 nd extension would require a “very compelling” waiver request submitted to the Federal Communication Division (FCC) Next Steps E-rate Modernization 2015 25

26. Questions? E-rate Invoicing E-rate Modernization 2015 26

27. Thank you! E-rate Invoicing E-rate Modernization 2015 27