2012 Service Provider Training. Invoicing. May 2012 I Los Angeles and Atlanta

Transcription

1 2012 Service Provider Training Invoicing May 2012 I Los Angeles and Atlanta

2 Invoicing AGENDA 2011 Statistics Invoice Types Review Payment Resolution Deadlines 2

3 Invoicing 2011 Statistics 3

4 2011 Statistics Dollars Paid Out Millions $2,264,210,276 $350 $250 $150 $50 Jan- 11 Feb- 11 Mar- 11 Apr- 11 May- 11 Jun- 11 Jul- 11 Aug- 11 Sep- 11 Oct- 11 Nov- 11 Dec- 11 4

5 2011 Statistics % Paid Within 30 Days 100.0% 99.0% 98.0% 97.0% 96.0% 95.0% 94.0% Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11 Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 5

6 2011 Statistics Invoice Lines Processed 70,000 60,000 50,000 40,000 30,000 20,000 10,000 - Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11 Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 6

7 Thousands of lines 2011 Statistics Days to Payment

8 2011 Statistics Rejection Rates 20.0% 15.0% 10.0% 5.0% 0.0% Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11 Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 8

9 2011 Statistics Average Rejection Rates Rejected 9.4% Paid 90.6% 9

10 2011 Statistics Top 10 Reasons for Rejection 3% 3% 3% 6% 7% 7% 9% 41% Duplicate invoice Total commitment paid No Form 486 filed Billed out of Fund Year Past deadline Billed prior to Form 486 service start date SPIN not registered Incorrect discount 10% 11% Ship date after invoice date Invalid 471/FRN 10

11 2011 Statistics BEAR (Form 472) Paper 34% 2011 Paper 31% 2012 Online 66% Online 69% 11

12 Invoicing Invoice Types 12

13 Invoice Types FCC Form 472/474 Invoice (Reimburse/Discount) Reimburse (FCC Form 472 aka BEAR) Applicant pays 100% Self retrieval of discounts Paid to service provider to forward on to applicant Discount (FCC Form 474 aka SPI) Direct discount on customer bill 13

14 Invoice Types How To File Electronic submission On-Line submission Paper Submission 14

15 Invoice Types How To File Electronic submission Only applies to FCC Form 474, Service Provider Invoice (SPI) Contact Client Service Bureau (CSB) (888) Include the SPIN and address 15

16 Invoice Types How To File Electronic submission attachment (address specified in the instructions) Comma delimited format PGP (optional) 16

17 Invoice Types How To File Electronic submission Receipt of confirmation from USAC Error file [with an *.EIN extension] Invoice Status Report 17

18 Invoice Types How To File Online submission Applies to FCC Form 474, Service Provider Invoice (SPI) Applies to FCC Form 472, Billed Entity Applicant Reimbursement (BEAR) 18

19 Invoice Types How To File Online submission for FCC Form m474/menu.aspx USAC.org/Resources & Tools/Forms/FCC Form 474/File Online 19

20 Invoice Types How To File Online submission for FCC Form 472 Step 1 (for applicants): USAC.org/Resources & Tools/Forms/FCC Form 472/ File Online Step 2 (for service providers): USAC.org/Resources & Tools/Forms/FCC Form 472/ File Online 20

21 Invoice Types How To File Paper submission FCC Form 474 (filed by service provider) USAC.org/Resources & Tools/Forms/FCC Form

22 Invoice Types How To File Paper submission FCC Form 472 (filed by applicant) USAC.org/Resources & Tools/Forms/FCC Form 472 FCC Form 472 certified by service provider Returned to applicant for mailing to USAC 22

23 Invoicing Review 23

24 Invoice Types What s Next FCC Form 472/474 (Reimburse/Discount) Review Service Certification Customer bills from SP to Applicant Payment of beneficiary portion 24

25 Review 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 their share eligible and approved on the 471 within the eligible service delivery window 25

26 Review Service Certification Verify services by obtaining detailed bills from the applicant and/or service provider Verify services were requested and approved on Form 471 using Item 21 attachments Review notes and documentation used during 471 review Check for service substitutions if not a match 26

27 Review Customer bills from SP to applicant Verify services Compare services to Item 21 attachments Review delivery location Review billed party Review service provider Review date of service delivery Review location of service delivery 27

28 Review Payment of Beneficiary Portion Obtain copy of check (front and back) Microcoding Referential integrity such as bank account # Copy from bank website Demonstrate legitimacy Provided or verified by applicant 28

29 Invoicing Payment Resolution 29

30 Payment Resolution Dunning 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 30

31 Payment Resolution Bankruptcy or out of business conditions 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 31

32 Invoicing Deadline Extensions 32

33 Deadline Extensions Why File Missed Deadline Invoice FCDL Form 486 Service Delivery Form 500 Need more time to provide services Non-recurring services 33

34 Deadline Extensions When To File Invoice Deadline Extensions Within 120 days of invoice deadline Service Delivery Extensions Automatic Late FCDL, SPIN Changes, Service Substitutions (March 1 key date) By September 30 for non-recurring services 34

35 Deadline Extensions What To File Documentation requirements that necessitate third-party contact or certification Natural or man-made disasters that prevent timely filing of invoices Circumstances beyond the service provider's control 35

36 Questions? Comments or Questions? 36

37 Thank you! 37