Acknowledgment of Payment of Invoice with Attachment of Receipt

Document Sample
Acknowledgment of Payment of Invoice with Attachment of Receipt Powered By Docstoc
					Allowable Changes
 and Corrections
    Timm Harwick


Train-the-Trainer Workshop
   September 24-26, 2003
Schools & Libraries Division
                    Allowable Changes
                     and Corrections
             RAL Corrections
             Contact Information Changes
             SPIN Changes
             Service Substitutions
             Deadline Extensions




Schools and Libraries Division              Slide #2
                      RAL Corrections
    Use the Form 471 Receipt Acknowledgment
     Letter (RAL) to make corrections to data entry
     errors – yours or ours – or to advise the SLD of
     changes to these fields;
          Block 1, Item 4d – Applicant’s E-mail Address
          Block 1, Items 6a-6e – Contact Person’s Name,
            Street Address, Phone Number, Fax Number or
            E-mail Address

Schools and Libraries Division                        Slide #3
             RAL Corrections (Cont.)
          Block 5, Item 13 – Corrective SPIN Change ONLY
          Block 5 – Unbundling or splitting a Funding
           Request Number (FRN)
          Block 5, Item 23 – Reduce or Cancel an FRN
          Block 5, Item 22a – Site Identifier




Schools and Libraries Division                           Slide #4
                        Requesting
                      RAL Corrections
    Copy your RAL
    Line through the incorrect item and clearly note
     the correct information next to the item
    Include the name and contact information (e.g.,
     e-mail address, etc.) for the person to contact if we
     have questions
    Make a copy of the letter with the corrections for
     your records

Schools and Libraries Division                         Slide #5
                  Requesting
              RAL Corrections (Cont.)
    Your corrected letter must be POSTMARKED
     within three weeks of the date on the RAL.
          Requests to reduce or cancel an FRN do not have the
            three week deadline.
    Corrections may be submitted electronically via e-
     mail or fax, or they may be submitted on paper
     using a carrier service.
    Review the guidance in your RAL and posted to
     the SLD web site for complete information on
     submitting RAL correction requests.
Schools and Libraries Division                                   Slide #6
      Contact Information Changes
     Block 1 contact information on most SLD forms can be changed post-
      commitment.
          Entity’s Street Address, P.O. Box or Route Number, City, State, Zip
             Code, Telephone or Fax Numbers, or E-mail Address
            Contact Person’s Name, Street Address, P.O. Box or Route Number,
             City, State, Zip Code, Telephone or Fax Numbers, or E-mail Address
            Holiday/vacation/summer contact information (Form 471, Block 1,
             Item 6f)
            Preferred mode of contact (if applicable)
            Alternate (technical) Contact Person’s Name, Title, Telephone
             Number, Fax Number, E-mail Address (Form 470, Block 2, Item 11)



Schools and Libraries Division                                               Slide #7
                   Requesting
          Contact Information Changes
     To request a permanent change of contact information to
      the SLD database, send a request via your organization’s e-
      mail account or on your organization’s letterhead to the
      SLD detailing your request. You must include the
      following information:
          Form 471 Application Number for a funded Form 471
          Entity Number
          Item number(s) and Item name(s) of information to be changed,
            including both the old information and the new information for that
            Item


Schools and Libraries Division                                             Slide #8
                 Requesting Contact
             Information Changes (cont.)
          Signature and title of authorized person submitting this change
            request on behalf of the applicant
               E-mail signatures must include the name and title of the person
                authorized to submit the request
          Contact phone number and e-mail address, if available, of person
            who can discuss this request
     Requests may be submitted electronically via e-mail or fax, or
      on paper via carrier.
     Review the guidance posted in the Reference Area of the SLD
      web site for complete information on submitting requests to
      change contact information.


Schools and Libraries Division                                               Slide #9
                 Requesting Contact
             Information Changes (cont.)
    To request a change to a form that is “in
     process” within the SLD – whether
     submitted online or on paper – contact the
     SLD Client Service Bureau
    You will be asked to provide the relevant
     information from above (slide 8)



Schools and Libraries Division                Slide #10
                          SPIN Changes
          All SPIN change requests must be clearly
           identified as either –
         1.    Correcting an error (applicant or SLD),
         2.    Notifying SLD of a merger/acquisition, OR
         3.    Requesting a change in service providers.
          Changes 1 & 2 are “Corrective SPIN Changes”
          Change 3 is an “Operational SPIN Change”



Schools and Libraries Division                             Slide #11
             Corrective SPIN Change
     A corrective SPIN change is a notification to the SLD
      that the SPIN associated with an FRN is not correct.
     1. The applicant or the SLD made a data entry error or
     2. A change occurred that was not initiated by the
         applicant.
     Two examples of corrective SPIN changes are –
     1. Data entry errors made by the applicant or the SLD.
     2. The original service provider has been acquired by, or
         merged with, another company.


Schools and Libraries Division                            Slide #12
           Operational SPIN Change
     An operational SPIN change is a request to change the
      service provider associated with an FRN.
     The change is the result of a deliberate decision by the
      applicant to change the provider supplying the services for
      an FRN.
     The applicant is required to make these three certifications:
           Change is allowed under local procurement laws
           Change is allowed under the terms of the contract
           Original provider is notified of the intent to change


Schools and Libraries Division                                 Slide #13
             Operational SPIN Change
                                 (Cont.)
    Operational SPIN change requests must be
     postmarked or received no earlier than the date of
     your FCDL and no later than the last date to
     submit an invoice for the FRN(s).
    The SLD will not process requests for pre-
     commitment operational SPIN changes.




Schools and Libraries Division                       Slide #14
                           Requesting
                          SPIN Changes
    Provide complete information regarding the SPIN
     change request, including all contact information.
                    Applicant name
                    BEN
                    Contact name
                    Contact information (e-mail, fax, phone)
                    Form 471 Application Number
                    FRN



Schools and Libraries Division                                  Slide #15
                    Requesting
                SPIN Changes (Cont.)
                    Old and new SPINs
                    New service provider contact name and
                     information
                    Briefly explain the reason for the change (data
                     entry error, service provider has merged, etc.)
     PLEASE NOTE – If services/products have been
      provided by the old service provider, there is
      additional information required. Refer to the
      guidance posted on the SLD web site.

Schools and Libraries Division                                    Slide #16
                    Requesting
                SPIN Changes (Cont.)
    SPIN Change requests may be submitted
     electronically, via e-mail or fax, or on paper
     via carrier.
    Refer to the SPIN Change guidance posted
     on the SLD web site for complete
     information.



Schools and Libraries Division                  Slide #17
                  Service Substitutions
     A Service Substitution is a change in the products and/or
      services specified in the Form 471 application. In certain
      limited circumstances, applicants or service providers may
      request and be approved for service substitutions.
     Service substitutions encompass changes in the technical
      components (whether products or services or both)
      specified in the Item 21 Attachment for Form 471.
     Applicants who file Service Substitution requests must still
      comply with the deadlines for Form 486.



Schools and Libraries Division                                Slide #18
                    Criteria for Service
                       Substitutions
    Substitution of a service or product must meet the
     following conditions, which are specified in guidance
     from the FCC:
         a. The substituted services or products have the same
            functionality as the services or products contained in the
            original proposal.
         b. The substitution does not result in an increase in price.
         c. The substitution does not violate any contract provisions or
            state or local procurement laws.



Schools and Libraries Division                                       Slide #19
                   Criteria for Service
                  Substitutions (Cont.)
         d. The substitution does not result in an increase in the
            percentage of ineligible services or functions.
         e. The substitution is consistent with the establishing Form 470
            posting and original RFP, if any.
     Services are approved at the FRN level and requests for
      substitution requests should be made at the FRN level.
      Provide the list of the services being substituted with the
      list of the replacement services at the FRN level.

    (Order in CC Dockets 96-45 and 97-21, DA 01-387, Released February
       14, 2001.)



Schools and Libraries Division                                       Slide #20
                       Requesting
                  Service Substitutions
    The service substitution request must include
     the following information:
          Form 471 application number
          FRN for the substitution requested.
          Listing of the products/services originally approved for
            which changes are requested
          Listing of the products/services now desired.
               This is sometimes described as a “from” and “to.”



Schools and Libraries Division                                        Slide #21
                 Requesting
        Service Substitutions (Cont.)
     For changes in physical equipment, the “from”
        and “to” should include manufacturer, model
        number, description/function, and cost for each
        line item.
     For changes in services, the “from” and “to”
        should include the description/function, and
        cost for each line item.


Schools and Libraries Division                         Slide #22
                 Requesting
        Service Substitutions (Cont.)
    Service substitution requests may be
     submitted electronically, via e-mail or fax,
     or on paper via carrier.
    Refer to the Service Substitution guidance
     posted on the SLD web site.




Schools and Libraries Division                  Slide #23
    Deadlines for Service Substitutions
     A service substitution request must be postmarked by the last
      day to receive service for that FRN. In general, the last day to
      receive service is:
        June 30 of the relevant funding year for recurring services,
          and
        September 30 that follows the close of the funding year for
          non-recurring services.
     Under limited circumstances the deadline for the receipt of non-
      recurring services may be extended beyond the September 30
      that follows the close of the funding year. Please refer to the
      “Service Delivery Deadlines and Extension Requests” posted to
      the SLD web site for more information.

Schools and Libraries Division                                    Slide #24
                   Deadline Extensions
    Service Delivery Deadline – The deadline
     by which products and services must be
     delivered to be eligible for universal service
     funds.
    Invoice Deadline – The deadline by which
     an invoice must be presented to the SLD for
     payment of eligible services to eligible
     recipients.

Schools and Libraries Division                  Slide #25
                      Service Delivery
                     Deadline Extensions
    Service delivery deadline extensions for non-
      recurring services may be necessary for various
      reasons, including:
    1. A Funding Commitment Decision Letter (FCDL)
      is issued by the SLD on or after March 1 of the
      Funding Year for which discounts are authorized;
    2. Service provider change authorizations or service
      substitution authorizations are approved by the
      SLD on or after March 1 of the Funding Year for
      which discounts are authorized;
Schools and Libraries Division                       Slide #26
                 Service Delivery
            Deadline Extensions (Cont.)
    3. The service provider is unable to complete
       delivery and installation for reasons beyond the
       service provider’s control; or
    4. The service provider has been unwilling to
       complete delivery and installation because the
       SLD withheld payment for those services on a
       properly-submitted invoice for more than 60 days
       after submission of the invoice.


Schools and Libraries Division                       Slide #27
                 Service Delivery
            Deadline Extensions (Cont.)
     The SLD will automatically extend the service
      delivery deadline for non-recurring services
      when;
         1. A Funding Commitment Decision Letter (FCDL) is
            issued by the SLD on or after March 1 of the Funding
            Year for which discounts are authorized, OR
         2. Service provider change authorizations or service
            substitution authorizations are approved by the SLD
            on or after March 1 of the Funding Year for which
            discounts are authorized.


Schools and Libraries Division                               Slide #28
                   Service Delivery
              Deadline Extensions (Cont.)
     The SLD will NOT automatically extend when:
         3.    The service provider is unable to complete delivery and
               installation for reasons beyond the service provider’s
               control; or
         4.    The service provider has been unwilling to complete
               delivery and installation because the SLD withheld
               payment for those services on a properly-submitted
               invoice for more than 60 days after submission of the
               invoice.
               In these cases an extension must be requested by
                the applicant or the service provider


Schools and Libraries Division                                       Slide #29
          Requesting a Service Delivery
              Deadline Extension
    The service delivery deadline extension request
     must include the following information:
               Applicant Name
               BEN
               Contact Person name
               Contact Information (including e-mail address)
               Form 471 Application Number
               Funding Request Number (FRN)


Schools and Libraries Division                                   Slide #30
       Requesting a Service Delivery
        Deadline Extension (Cont.)
                 Service Provider Name
                 Service Provider Identification Number (SPIN)
                 Reason for Service Delivery Deadline Extension request
                 Documentation or Certification required – (Items 3 or 4)
    Service delivery deadline extension requests may be
     submitted electronically, via e-mail or fax, or on paper
     via carrier.
    Refer to the Deadlines Extension guidance posted on
     the SLD web site.


Schools and Libraries Division                                               Slide #31
                 Service Delivery
            Deadline Extensions (Cont.)
    When requesting a service delivery extension
     due to circumstances beyond the service
     provider’s control, explain why the
     circumstances are beyond the service
     provider’s control.
    Service delivery deadline extensions are not
     granted for recurring services.


Schools and Libraries Division                 Slide #32
            Invoice Deadline Extensions

    Invoices must be postmarked by the latter of:
          120 days after the last date to receive service
                                 or
          120 days after the date of the Form 486
           Notification Letter.




Schools and Libraries Division                               Slide #33
         Invoice Deadline Extensions
                                 (Cont.)
    The SLD provides for the extension of invoice
     deadlines under certain conditions including:
          Authorized service provider changes,
          Authorized service substitutions,
          No timely SLD notice (e.g., the service provider's
           Form 486 Notification Letter is returned to the
           SLD as undeliverable),
          SLD errors (for example, in the data entry of a
           form) that ultimately result in a late invoice,


Schools and Libraries Division                               Slide #34
         Invoice Deadline Extensions
                                 (Cont.)
          SLD delays in data entering a form that ultimately
             result in a late invoice,
            Natural or man-made disasters that prevent timely filing
             of invoices,
            Good Samaritan BEARs, and
            Circumstances beyond the service provider’s control.
            Documentation requirements that necessitate third party
             contact or certification. E.g., a required form has not
             been submitted to SLD or a timely response has not
             been received. Either of these could result in the denial
             of an invoice making an extension necessary.

Schools and Libraries Division                                    Slide #35
                Requesting an
          Invoice Deadline Extension
     Invoice deadline extension requests may be submitted
      electronically, via e-mail or fax, or on paper, via a carrier.
                    Contact Person name
                    Contact Information (including e-mail address)
                    Form 471 Application Number
                    Funding Request Number (FRN)
                    Service Provider Name
                    Service Provider Identification Number (SPIN)
                    SLC Invoice Number (If known)
                    Amount of Invoice
                    Reason for Invoice Deadline Extension request



Schools and Libraries Division                                        Slide #36
      Include Complete Information
    When requesting any changes or
     corrections, complete information is
     required to complete the request.
    Each type of request requires specific
     information to allow for changes to be
     considered and completed.



Schools and Libraries Division                Slide #37
      Include Complete Information
                                 (Cont.)
    These two items are always required:
          Signature of the person authorized to make the
           request.
          Provide enough information to understand what
           you are asking for.
    Please note – Deadlines are based on the
     POSTMARK of the request.

Schools and Libraries Division                         Slide #38
                           QUESTIONS



                                 ?

Schools and Libraries Division         Slide #39

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:51
posted:12/5/2010
language:English
pages:39
Description: Acknowledgment of Payment of Invoice with Attachment of Receipt document sample