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E-rate Modernization 2015 1
E-rate InvoicingBilled Entity Applicant Reimbursement
E-rate Invoicing
October 7, 2015
Introductions
Rachel White Administrator, E-rate
California K-12 High Speed Network [email protected]
2
E-rate Modernization 2015 3
Agenda
Two types of invoicing
Identify Funding Requests
Reconcile Expenses
Prepare BEAR form
Next Steps
E-rate and CTF 2015/16 4
E-rate Invoicing
Two types of invoicing
Identify Funding Requests
Reconcile Expenses
Prepare BEAR form
Next Steps
E-rate Modernization 2015 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 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 Providers
Two types of invoicing
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
Services that commonly use BEAR method:
• Long Distance• Wireless • Internet Access
Two Types of Invoicing
E-rate and CTF 2015/16 9
E-rate Invoicing
Two types of invoicing
Identify Funding Requests
Reconcile Expenses
Prepare BEAR form
Next Steps
E-rate Modernization 2015 10
Data Retrieval Tool, aka DRTwww.usac.org/sl•Search Tools•Data Retrieval Tool–Billed Entity Number–Funding Year–Select all data points
Identify Funding Requests
E-rate Modernization 2015 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 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 and CTF 2015/16 13
E-rate Invoicing
Two types of invoicing
Identify Funding Requests
Reconcile Expenses
Prepare BEAR form
Next Steps
E-rate Modernization 2015 14
Prepare reconciliations as if you were expecting an audit:1. Service Provider2. Invoice Date3. Total Charges4. Identify all ineligible charges, such as
administrative expense fees, app charges, etc
Reconcile Expenses
E-rate Modernization 2015 15
Reconcile Expenses
Fund Year Service Provider
Service Discount Percent
Funding Cap
2014 AT&T Long Distance
90% $8,502.84
Invoice Date Total Charge Ineligible Charge
Total Eligible Charge
Total Discount
7/20/14 423.62 3.84 419.78 377.80
8/20/14 375.09 3.25 371.84 334.66
9/20/14 410.22 3.53 406.69 366.02
10/20/14 462.10 4.10 458.00 412.20
Total 1,671.03 14.72 1,656.31 1,490.68
E-rate and CTF 2015/16 16
E-rate Invoicing
Two types of invoicing
Identify Funding Requests
Reconcile Expenses
Prepare BEAR form
Next Steps
E-rate Modernization 2015 17
•Information needed:1. Billed entity number (BEN)2. Billed entity name3. Service Provider Identification Number (SPIN)4. Form 471 Application Number5. Funding Request Number6. Discount percentage7. Total eligible cost
Prepare BEAR Form
E-rate Modernization 2015 18
•Paper BEARwww.usac.org/slFormsFCC Form 472
FormInstructions
Prepare BEAR Form
E-rate Modernization 2015 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 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 21
Service Provider will return Block 4 to you via fax or email.Mail the form, via trackable mailing, to:
SLD FormsATTN: SLD BEAR FCC Form 4723833 Greenway DrLawrence KS 66046
Prepare BEAR Form
E-rate Modernization 2015 22
•Online BEAR–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 and CTF 2015/16 23
E-rate Invoicing
Two types of invoicing
Identify Funding Requests
Reconcile Expenses
Prepare BEAR form
Next Steps
E-rate Modernization 2015 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 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 2nd extension would require a “very compelling” waiver request submitted to the Federal Communication Division (FCC)
Next Steps
E-rate Modernization 2015 26
Questions?
E-rate Invoicing
E-rate Modernization 2015 27
Thank you!
E-rate Invoicing