Rural Health Care

Document Retention

HCPs are required to retain documentation sufficient to establish compliance with all FCC rules for the Healthcare Connect Fund (HCF) Program for five years after the end of the funding year for each funding year in which funding was provided. Service providers are also required to retain documentation related to the delivery of discounted services for at least five years after the last day of delivery of discounted services and any other documents that demonstrate compliance with the statutory or regulatory requirements for the RHC Program. HCPs and service providers may retain documentation in either electronic or hard copy form.

Following are examples of the types of documents that HCPs should retain to help USAC evaluate whether an HCP or service provider has complied with FCC rules if an HCP is audited.

Proof of Eligibility

  • Business license, Internal Revenue Service (IRS) not-for-profit determination letter, or IRS Form 990

Competitive Bidding and Vendor Selection

  • Copies of all responses or bids received
  • Bid selection criteria
  • Bid selection analysis
  • Documentation of communications with service providers during the competitive bid process

Other

  • All forms submitted to USAC
  • Funding Commitment Letter (FCL)
  • Documentation demonstrating the reimbursements/credits for supported services that were received from the service provider
  • Documentation demonstrating that the HCP paid the service provider the HCP's share of costs (35% contribution) for services received