Schools and Libraries

Step 11: Invoice Deadlines and Extension Requests

Invoicing Deadlines

After a Receipt of Service Confirmation Form (Form 486) has been properly filed, USAC must receive an invoice from either the applicant or the service provider in order to make payments for approved support on eligible services.  The Billed Entity Applicant Reimbursement (BEAR) Form (Form 472) is filed jointly by the applicant and service provider. The Service Provider Invoice (SPI) (Form 474) is filed by the service provider.

Invoices must be postmarked no later than:

  • 120 days after the last date to receive service, or
  • 120 days after the date of the Form 486 Notification Letter, whichever is later.

If an invoice is postmarked after the deadlines listed above, payment will be denied.

Example 1.  If your last date to receive service was June 30, 2007 and your Form 486 Notification Letter was dated October 26, 2006, then invoices must be postmarked no later than 120 days after the last date to receive services, the later of the two dates.

Example 2.  If your last date to receive service was September 30, 2007 and your Form 486 Notification Letter was dated October 20, 2007, then invoices must be postmarked no later than 120 days after the date of the Form 486 Notification Letter, the later of the two dates.

USAC will base the billing mode (reimbursement using the BEAR form or discounting using the SPI form) on the first invoice type that it processes for payment.  Applicants and service providers should work together, before the first invoice is submitted, to determine whether a BEAR or a SPI will be filed.  That type of invoice must then be used for the remainder of that funding year.

Invoice Deadline Extension Requests

USAC provides for the extension of invoice deadlines under certain conditions.  These conditions include:

  • Authorized service provider changes
  • Authorized service substitutions
  • No timely USAC notice (e.g., the service provider's Form 486 Notification Letter is returned as undeliverable)
  • USAC errors (for example, in data entry) that ultimately result in a late invoice
  • Documentation requirements that necessitate third-party contact or certification
  • Natural or man-made disasters that prevent timely filing of invoices
  • "Good Samaritan" BEARs
  • Circumstances beyond the service provider's control

Applicants can use the FRN Extension Table to determine if their deadline for postmarking an invoice to USAC has been extended.  Applicants whose deadlines have been extended should locate the Funding Request Number (FRN) in the table and then look to the far right of the FRN to find the extended deadline for postmarking an invoice to USAC.

To request an invoice deadline extension, send a letter to USAC detailing your request and include the following information:

  • Contact person name
  • Contact information (including email address)
  • Form 471 Application Number
  • Funding Request Number (FRN)
  • Service provider name
  • Service Provider Identification Number (SPIN)
  • USAC-assigned Invoice Number (if known)
  • Amount of invoice
  • Reason for extension request

Requests may be filed electronically by email or by fax. Requests submitted by email will be considered filed on a business day if they are received by USAC at any time up to 12:00 a.m. (midnight) ET. Requests received after that time will be considered received on the next business day. Similarly, fax transmissions will be considered filed on a business day if the complete transmission is received by any time up to 12:00 a.m. (midnight) ET.

  • Requests filed by email can be submitted in any widely used word processing format, such as Adobe Portable Document Format (PDF), Word, or WordPerfect. USAC will automatically reply to incoming emails to confirm receipt.
  • Requests filed by fax must be faxed to 973-599-6526. The fax transmission should include a cover sheet listing contact name, phone number, and - if available - an email address.
  • Requests may also be filed by mail or other carrier. Send your letter to the following address:

    Invoice Deadline Extension Request
    Schools and Libraries Division - Correspondence Unit
    30 Lanidex Plaza West
    PO Box 685
    Parsippany, NJ 07054-0685

For more information on deadlines for delivery of recurring and non-recurring services, see Service Delivery Deadlines and Extension Requests.

For more information on deadlines for filing Form 486, see Form 486 Deadlines.

For more information on other Program deadlines, see our Schools and Libraries Deadlines Tool.


Last modified on 11/5/2009