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 rwhite@bcoe.org

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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

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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

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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

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•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

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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

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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

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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

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•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

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•Paper BEARwww.usac.org/slFormsFCC Form 472

FormInstructions

Prepare BEAR Form

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– 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

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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

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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

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•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

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•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

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•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

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Questions?

E-rate Invoicing

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Thank you!

E-rate Invoicing