USACE-RateCybersecurity Pilot Program
Invoice USAC

Invoice USAC

Once a Pilot participant receives a Funding Commitment Decision Letter (FCDL) committing funding for the requested eligible services and/or equipment, the participant or service provider may begin to submit requests for reimbursement (i.e., the Pilot FCC Form(s) 472/474) after the receipt or delivery of the services and/or equipment. Requests for reimbursement must be submitted through the Cybersecurity Pilot Program Portal within 90 days after the last date to receive equipment/service as set forth in the first FCDL for each FRN. Pilot participants or service providers may request a one-time extension of the invoice filing deadline, if the request is timely filed (i.e., before the invoice filing deadline date). See 47 CFR § 2008(d)-(e).

As in the E-Rate program, USAC will review and process requests for reimbursement in waves and submit them for approval to the FCC. Disbursements are then made through the U.S. Department of Treasury.

Two Methods of Invoicing

There are two methods, or “modes,” of invoicing under the Pilot Program: (1) Billed Entity Applicant Reimbursement (BEAR) and (2) Service Provider Invoice (SPI). Consistent with the E-Rate program, the Pilot participants may select which invoicing method they prefer to use on a particular Funding Request Number (FRN). See 47 CFR § 54.2008(f). Pilot participants will make this selection on the Pilot FCC Form 471 for each FRN.

USAC will not process invoices that do not use the invoicing mode already selected for an FRN unless a formal invoicing mode change is requested and granted by USAC using the Pilot FCC Form 488.

Invoicing Method 1: Pilot FCC Form 472, Billed Entity Applicant Reimbursement (BEAR) Form

Participants file the Pilot FCC Form 472 (Billed Entity Applicant Reimbursement (BEAR) Form) to request reimbursement from USAC for the discounted cost of eligible equipment and services that have been approved on the Pilot FCC Form 471, received by the participant/delivered by the service provider, and for which the participant has paid its service provider in full.

Under the BEAR method:

  • The participant pays the service provider in full for eligible equipment and services approved on the Pilot FCC Form 471.
  • The participant invoices USAC for the discounted portion of the bill using the Pilot FCC Form 472.
  • USAC reviews the BEAR Form, and if approved, reimburses the participant directly.
  • Billed entities receive payment directly to the bank account specified on their FCC Form 498.

Participants must have an FCC Form 498 ID on file with USAC to receive BEAR payments directly to their bank accounts. To obtain an applicant 498 ID, participants must file the FCC Form 498 (Service Provider and Billed Entity Identification Number and General Contact Information Form) in the E-Rate Productivity Center (EPC).

To complete or update the FCC Form 498, Pilot Program participants must have an active SAM.gov unique entity identifier (UEI) and include that number in their FCC Form 498. It may take an estimated 10-20 days for your SAM.gov registration to become active.

Invoicing Method 2: Pilot FCC Form 474, Service Provider (SPI) Invoice Form

Service providers file the Pilot FCC Form 474 (Service Provider Invoice (SPI) Form) after billing the participant only for the non-discounted portion of the costs of the eligible equipment and services that have been approved on the Pilot FCC Form 471. Under Pilot Program rules, the non-discounted portion of these costs is the participant’s sole responsibility. Service providers are only reimbursed by USAC for the discounted portion of the bill.

Under the SPI method:

  • Participants are billed by the service provider only for the non-discounted portion of the costs of the eligible equipment and services listed on the SPI Form. Participants who select the SPI invoicing method on their Pilot FCC Form 471 do not pay the service provider for the discounted portion of the costs of the eligible equipment and services invoiced to USAC.
  • After the service provider has billed the participant for the non-discounted portion of the costs of the eligible equipment and services, the service provider submits a SPI Form to USAC to receive reimbursement for the discounted portion of the costs of the eligible equipment and services.
  • USAC reviews the SPI Form and reimburses the service provider if payment is approved.
  • Participants are obligated to pay the non-discounted portion of the cost of the eligible equipment and services, plus the costs of any ineligible equipment and/or services. USAC may require proof that the participant has paid the non-discounted portion of the bill before reimbursing a participant.

Invoice Filing Deadline

Regardless of invoicing method, BEAR or SPI, the invoice must be filed by the Invoice Deadline Date (IDD), which is no later than 90 days after the last day to receive service. To view your invoice deadline date, review your Funding Commitment Decision Letter in the Cybersecurity Pilot Program portal.

Applicants and service providers may request and automatically receive a one-time, 90-day extension of the deadline to submit an invoice for the BEAR Form or the SPI Form upon request. Invoice deadline extension requests must be submitted on or before the IDD in order for the request to be considered timely filed.