For many applicants, summer means Category Two projects are officially underway. Whether you’re replacing switches, installing wireless access points, or upgrading your network, the steps you take now are what keep you on track for a clean invoice and a smooth reimbursement later.
The last thing you want is to get to invoicing and realize the equipment you purchased wasn’t what was approved, your inventory isn’t up to date, or you don’t have the documentation needed to support reimbursement.
Get These Right Before You Invoice
1. Verify That Funding Has Been Approved
Before equipment is ordered or installed, confirm that your Funding Commitment Decision Letter (FCDL) has been issued and that the services and quantities you’re receiving match what was approved. It is okay to start your projects before receiving an FCDL (as long as it’s after April 1st), however applicants should be aware that there is always a risk that your FCDL gets reduced or denied.
If your project changed after filing your FCC Form 471, don’t assume those changes are automatically covered. Taking a few minutes to verify funding before installation can prevent costly surprises later.
2. Double-check what arrives.
Compare invoices, packing slips, and equipment received against your approved funding request. Don’t assume substitutions are automatically eligible. If a change does come up, here’s what qualifies as a service substitution and how to protect your funding.
3. Update your inventory as you install equipment.
Record asset information, serial numbers, locations, and installation dates as the project progresses. Keeping inventory current is becoming increasingly important during reviews and audits.
4. Review invoices carefully.
Whether you’re using Service Provider Invoicing (SPI) or Billed Entity Applicant Reimbursement (BEAR) invoicing, verify that only approved, eligible equipment and services are being billed at the correct discount rate. If you file BEARs, starting in August, USAC plans to pay certain reimbursements using the banking information tied to your SAM.gov account. Here’s what to confirm before then.
5. Keep your documentation together.
Save contracts, purchase orders, invoices, installation records, and correspondence in one place. Good documentation makes invoicing easier and helps if USAC requests additional information.
A Little Preparation Goes a Long Way
Summer is an exciting time to modernize your network, but successful E-rate projects don’t end when the installation is complete. Verifying funding, confirming equipment, maintaining accurate inventory, and keeping thorough documentation throughout the project will help ensure your reimbursement process goes smoothly.
A little extra attention during implementation can save hours of work, and potential funding headaches, later.
Working through a Category Two project this summer? Bring your questions straight to a Guide at our next My E-rate Guides (MEG) webinar on August 6. It’s a live monthly session where our Guides cover what applicants need to know right now and answer your questions in real time. Register today.
About the Author: Michelle Jackson is an E-rate Guide at Funds For Learning. She lives in the Oklahoma City metro with her husband, two kids, and three cats, and gardens when she is not planning successful Category Two summer projects.
