Invoicing

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Invoicing

• Service Provider Training
• Schools and Libraries Division

April 18, 2007 Atlanta April 25, 2007
Chicago
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Invoicing

• Invoice Lines Processed 2006
• 368,248 Received
• 352,575 Paid in 30 days
• 96 Paid within 30 days

3
Invoicing

• Moving forms Online
• 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

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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)

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Invoicing

• Process Flow
• Form 473 Annual Certification
• Required
• Service Provider submits
• Applies to BEAR and SPI

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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

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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

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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

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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

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Invoicing

• Service Certification
• Verify when services were delivered using the
  service certification form
• Requires applicants signature
• Requires copy of customer bill
• Verify amount paid by applicant-if required

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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

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Invoicing
18
Invoicing

• Process Flow
• Invoices are assigned daily
• Reviewed
• Payment two times per week

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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

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Invoicing

• Service Delivery Deadline Extensions
• The SLD provides for the extension of service
  delivery deadlines under certain conditions based
  on FCC Order 01-195.  These conditions include
• Authorized service provider changes,
• Authorized service substitutions,
• Late FCDL (After March 1),
• Natural Disasters,
• Circumstances beyond Service Providers Control

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Invoicing

• Service Delivery Deadline Extensions
• When
• 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

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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

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Payment Resolution (Contd)

• 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

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Other Process Items

• Appeals
• Timing
• 60 days from event
• How
• Letter, fax, email

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Other Process Items (Contd)

• 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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DRT and Other

• DRT
• Data Retrieval Tool
• Options
• Assistance to Clients
• Pivot Tables
• Excel
• Data
• Pivot Table and Pivot Chart Report

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Parking Lot
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• Questions

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