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Step 9: Receive Invoice Status Report

The Invoice Status Report is created by USAC and sent to each service provider after the invoice is processed.

The Invoice Status Report is mailed to the service provider's central point of contact for invoicing on the 5th and the 20th day of each month. The report tells the service provider which invoice line items are accepted and denied. The sections below explain how to read the report and what to do when an invoice line item is rejected.

How to Read the Invoice Status Report
A sample Invoice Status Report is provided, which looks the same as the Service Provider Invoice except that it includes additional header information and a column for invoice status code.
The header information includes the original header from the invoice (upper left) and information related to USAC invoice processing (upper right) including:

• Date USAC processed the invoice
• Number of records processed
• Number of records approved
• Total support amount approved for the invoice

Each invoice line item should be the same as the original invoice sent to USAC with the addition of the invoice status code (far right column). The invoice status code indicates whether the invoice line item was accepted (A) or denied (D). If the line item was denied, a denial code (D1-D9) is listed.

All denied invoice line items can be resubmitted on a subsequent invoice after they are corrected. If you believe an invoice was denied because of a USAC error, please contact USAC's Customer Service Support Center at 1-800-229-5476.

If an invoice line item is rejected, the invoice status code indicates why the line item was rejected. The following table describes the invoice line item codes in more detail.

 

Invoice Status Code	Description	Explanation and Examples
A	Approved.	Line item has been approved - support amount will be credited to service provider's SPIN.
D1	Invalid Service Provider ID Number. SPIN does not exist or does not match SPINs on the current support schedule.	Check SPIN - must be a 9-digit number - always starts with "143...".
D2	Service provider invoice number has been previously processed.	Each invoice must have a unique invoice number.
D3	Total Invoice Amount does not equal total of Invoice Line Items.	Example: 3 line items - $100 each - Service Provider Invoice Total must equal $300.
D4	Invalid HCP Number for the current schedule for this SPIN.	HCP number is a five-digit numeric code for each HCP location.
D5	Invoice line item has been previously approved.	Once an invoice line item for a HCP and month has been approved - it cannot be resubmitted.
D6	Invalid field content or format (e.g., blank, invalid date, invalid number) for fields other than HCP Number.	Date must be formatted as mmyyyy; Funding Request Number does not match; funding year must be formatted as "yyyy".
D7	Multiple-month invoice total amount does not match scheduled total amount for prior months.	Example: 3 months of support at $100 per month; invoice amount for line item with multiple months must equal $300.
D8	Single-month invoice line item amount does not match scheduled amount for Support Date.	Example: schedule shows $100 per month of support - invoice line item must equal $100.
D9	Other - Usually this occurs when a Service Provider invoices a future month.	Example: the current month and year is 042003. The Service Provider invoices a cumulative amount through 062005.

 

If you have any questions concerning invoice denial codes, please contact USAC's Customer Service Support Center at 1-800-229-5476.

Re-Submission of Denied Invoices
All invoice line items denied can be resubmitted on a subsequent invoice after they are corrected. The service provider will also have to correct the amount credited to the health care provider (HCP) on its next bill to ensure the HCP credit matches the amount invoiced to USAC.
The example below describes how a service provider can correct the invoice and adjust the credit to the HCP:

• Schedule shows that HCP support is equal to $200 per month from February to June
• Service provider credits the HCP $100 on its February bill
• Service provider invoices USAC for the $100 on its March invoice
• USAC rejects the invoice line item since the schedule shows $200 for February
• Service provider credits HCP a total of $300 in March ($200 for March plus $100 to correct February)
• Service provider invoices USAC with one line item for February ($200) and one line item for March ($200)
• USAC approves both invoice line items

It is critical to the invoicing process that each invoice line item be associated with the correct Support Date from the schedule. For example, if the service provider's invoice support amount for August is denied, the service provider may submit the corrected invoice support on the following invoice but must associate the Support Date as August rather than the current calendar month.