E-Rate System Consolidation

The E-Rate Systems Consolidation effort integrates the invoicing, appeals and post-commitment functions into the E-Rate Productivity Center (EPC), giving users a single platform on which to conduct all E-Rate transactions

System Consolidation FAQs

Timelines and General Information

• What are the key dates in the Systems Consolidation? 
  • System cutover from the SL Legacy systems into EPC will occur between October 30, 2023, and November 7, 2023. EPC will be unavailable for all users during this period. 
    • The E-Rate Systems Consolidation transition period (i.e., when EPC is unavailable) affects all form and program process deadlines (e.g., FCC Form 486 deadline, appeals deadline, FCC Form 472, etc.). If you have a deadline for a FY2016 and later FRN between October 30 and November 7, 2023, please submit your form or appeal before October 30. You may also submit an appeal for any funding year via email to the Customer Service Center during this period.
    • For Program Integrity Assurance (PIA) FCC Form 471 reviews, if your reply deadline for a PIA inquiry falls during the transition period, you may still reply via email to your PIA reviewer or you can ask for a one-week extension to reply in EPC before October 30. Applicants will not be penalized for missing an inquiry deadline during this period.
  • The last day you can submit an invoice in the SL Legacy systems is October 30, 2023 by 11:59 p.m. ET. 
  • SL Legacy systems will be unavailable for external users after October 30, 2023 starting at 11:59 p.m. ET. 
  • Beginning November 7, 2023, you must submit Funding Year (FY) 2016 and later invoices in EPC. 
  • The first disbursements from EPC are expected to be on November 9, 2023.
• How can I access historical invoices after the E-Rate systems consolidation?
  • After the E-Rate systems consolidation, invoices from FY 2016 and later will be available via EPC. Historical invoices from FY 2015 and prior that were paid after July 1, 2016 are available to view in Open Data. If you need a PDF of an FY 2015 and prior invoice paid before July 1, 2016, please contact us.
• Should I submit my invoices now or wait for the new system to go live? 
  • Please submit all current E-Rate invoices in a timely manner in the SL Legacy systems before October 30, 2023 to minimize the effect of any delays. Be sure to request an invoice deadline extension if you believe you will not meet the deadline, or if your current invoice filing deadline date is between October 30, 2023 and November 7, 2023. External access to the SL Legacy systems will be deactivated on October 30 at 11:59 p.m. ET. Subscribe to the E-Rate News Brief to stay on top of all important program information. 
• What is the timeline for the E-Rate Systems Consolidation?
  • System cutover from the SL Legacy systems into EPC will occur between October 30 and November 7, 2023. The last day you can submit an invoice in the SL Legacy systems is October 30 at 11:59 p.m. ET. You will not be able to submit any requests for reimbursement from 11:59 p.m. ET on October 30, 2023 through November 6, 2023.  Beginning on November 7, 2023, you must submit FY 2016 and later invoices in EPC.
• How do I submit invoices after the E-Rate systems consolidation occurs?
  • After the E-Rate systems consolidation occurs, you will submit all invoices for FY 2016 and later in EPC. Invoices for FY 2015 or earlier can be submitted through a customer service case in EPC using a fillable FCC Form 472 or 474. Instructions for FY 2015 and earlier invoices will be posted on our website once we go live with this transition. The process for submitting appeals for FY 2015 and prior will move to EPC where customers already submit appeals for FYs 2016 and later.

Process Changes

What’s different?

• What will happen to invoices that I submitted in the SL Legacy systems that are not paid before the transition?
  • Invoices for Funding Year (FY) 2016 and later that are submitted in SL Legacy systems before October 30, 2023 and not paid by the cutover date will be migrated into EPC by USAC. Invoices for FY 2015 and earlier submitted in SL Legacy systems before October 30 will continue to be processed in the SL Legacy systems.
• Will the E-Rate systems consolidation change the FCC Form 474/Electronic Service Provider Invoice (eSPI) format?
  • After the E-Rate systems consolidation, you will submit the same information for eSPI invoices through EPC. The only process change is that you will submit the information via EPC instead of through email. You will be able to upload the eSPI “flat file” using the same format you currently use. eSPI invoices for FY 2015 and earlier will be submitted via a customer service case in EPC. Instructions will be provided on the USAC website once invoicing in EPC goes live.
• Are there any changes to the remittance process with invoicing in EPC?
  • Remittance notifications will be issued via your EPC News feed, and the Communications tab under My Forms and Requests in the Invoicing Dashboard. You will still receive email notifications but they will be issued through EPC. All notifications, including remittance statements will no longer be mailed to applicants and service providers through the U.S. Postal Service. 
    You can learn more in the eLearning Module “Applicant Course 3: Invoice Notifications and Outreach in EPC” or “Service Provider Course 3: Invoice Notifications and Outreach in EPC” when they become available on the Videos page on October 3, 2023.

What’s new?

• What is the E-Rate Systems Consolidation?
  • The systems consolidation will migrate USAC’s E-Rate invoicing functions from our SL Legacy invoicing systems to the E-Rate Productivity Center (EPC). See the E-Rate Systems Consolidation page for more information and the eLearning Modules (eLMs) when they become available on the Videos page on October 3, 2023.
• How is USAC supporting E-Rate program participants throughout this transition?
  • USAC will: 
    • Make a series of EPC invoicing eLMs available on October 3
    • Conduct a Training Overview Webinar on October 4 to introduce the eLMs
    • Run a series of Office Hours Webinars to answer any remaining questions you may have after you view the eLMs
  • Additionally, you may use the EPC training environment as a resource. Look out for updates to our Announcements page and Upcoming Dates and subscribe to the E-Rate News Brief to stay on top of all important program information.
• Are there handouts to go with the eLMs?
  • Each module has a resource slide and a PDF you can download. Course summary pages and quick click guides will also be available. Subscribe to the E-Rate News Brief to be notified of all important program information.
• Where can I find screenshots of the EPC invoicing applications?  
  • Please see the eLM course titled “Applicant Course 1: Submitting and Certifying Invoices in EPC” or “Service Provider Course 1: Submitting and Certifying Invoices in EPC” when they become available on the Videos page on October 3, 2023.
• If I must return funds to USAC after the go-live date, can I do that in EPC or through submitting a negative invoice?
  • No. Once invoicing is moved into EPC, negative invoice submissions will no longer be allowed. You will have to return funds to USAC through the return funds process.

What’s the same?

• Will invoicing rules change after the E-Rate systems consolidation?
  • No, E-Rate program rules will not change as a result of the systems consolidation. Processing will now take place in EPC using the same rules.
• Are applicants or service providers blocked from entering a shipping date and a bill date in case it causes invoicing problems?
  • No. The submitter filing an invoice must know whether they should use a shipping date (for non-recurring services) or a customer bill date (for recurring services) before submitting the invoice. For more information, please see “Applicant Course 1: Submitting and Certifying Invoices in EPC” or “Service Provider Course 1: Submitting and Certifying Invoices in EPC” when they become available on the Videos page on October 3, 2023.
• Am I required to provide supporting documentation with my request for reimbursement when invoicing in EPC?
  • Invoicing in EPC does not require submission of supporting documentation but you may upload documentation if you consistently receive outreach from us requesting supporting information. Uploading the information before we request it may expedite the review of your invoices. This happens often, for example, with basic maintenance of internal connections (BMIC) invoice lines.
• Will I still receive invoice questions as email notifications? Can I respond to questions via the EPC portal?
  • Yes. Both full and partial rights users will receive invoice questions but only full rights users can respond in EPC. You will receive invoice questions as both an email and in EPC.
• How many days will I have to respond to invoice outreach inquiries from USAC?
  • All applicants and service providers still have seven days to respond to invoicing inquiries. You may request an extension of time, if needed.

User Permissions/Access

• Does the E-Rate systems consolidation have anything to do with registering at SAM.gov for a Unique Entity Identifier (UEI)?
  • No, these are separate issues. You do not currently need a UEI number to receive disbursements through the E-Rate program. You will need a UEI number if you change your FCC Form 498 or submit a new FCC Form 498. See the Obtain an Applicant 498 ID page for more information on current UEI and SAM.gov registration requirements.
• How can I gain access to invoicing in EPC?
  • Your Account Administrator assigns rights to invoicing in EPC for users. The EPC Account Administrator Guide provides instructions for how to add new users, check the active/inactive status of users, deactivate active users, and reactivate inactive users. Please view BEAR and SPI user permissions videos available on the Videos page.
    
• As an applicant, if I am required to complete an Invoicing Service Certification will I receive a copy of the service provider invoice (SPI) containing the information I need?  
  • Yes. When an Invoicing Service Certification is required, invoice details will be sent through EPC to both the applicant and the service provider. Invoicing Service Certifications must be signed by applicants. Service providers should work with their applicant to get the service certification signed for a submitted FCC Form 474 (Service Provider Invoice Form).
• Can full rights users work simultaneously on responses to invoice inquiries?
  • Yes. Full rights users can work together when responding to inquiries. They can do this simultaneously or intermittently.
• Can applicants see the status of FCC Form 474/Service Provider Invoice (SPI) forms? Can service providers see the status of FCC Form 472/Billed Entity Applicant Reimbursement (BEAR) forms?
  • No. You will only be able to see the status of forms you submitted, not the status of forms submitted by another party.
• If the person who submits an FCC Form 472 is not a full rights user, will they receive any outreach inquiry emails from USAC about that invoice?
  • No. Only users with full rights to EPC invoicing will receive outreach emails.
• Does EPC invoicing limit the number of full-rights users?
  • No.
• Will state coordinators be copied on invoice outreach/inquiries?
  • Yes, if they are a full or partial rights user for the invoice. All state E-Rate coordinators will be able to view outreach for entities in their state, but they will not be notified when outreach is pending a response. The state coordinators will have an invoice line report and their own dashboard. The Invoice Line Summary Status report page in EPC provides a host of filters, radio buttons, and date fields to help you get the data you need. For example, if you want to see all the invoices that have a pending outreach inquiry, you can click the Yes radio button under “Invoice Pending Customer Response.”

Invoicing Help

•  How can I avoid my invoice being paid at a lower amount or for zero dollars?
  • Please review the E-Rate Invoicing Requirements Guide for guidance on how to avoid common invoicing mistakes.
• Where can I find a list of invoice decision codes?
  • You can find these on the Invoice Decision Codes page.
• How do I edit my invoice if I’ve made an error?
  • If you’ve made an error on your invoice, contact us to have that invoice canceled. Then create and submit a new invoice. When we cancel your invoice but it is past the invoice deadline, you will need to request a waiver from the FCC to extend the deadline.
• How can I complete a service certification for electronic service provider invoices (eSPI)?
  • Invoicing Service Certifications must be signed by applicants. Service providers should work with their applicant to get the service certification signed for a submitted FCC Form 474 (SPI or eSPI Form). Please see our service provider eLM titled “Service Provider Course 1: Submitting & Certifying Invoices in EPC” or “Service Provider Course 4: Submitting & Certifying Invoices in EPC (ESPI)” when they become available on the Videos page on October 3, 2023 to learn more about completing service certifications for invoices.
• How do I look up the date an invoice was paid?
  • Please see our Invoice Management and Status eLMs title “Applicant Course 2: Invoice Management and Status in EPC​” or “Service Provider Course 2: Invoice Management and Status in EPC” when they become available on the Videos page on October 3, 2023.