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Deadline for Year 4 Invoices for Recurring Services
Message Posted December 4, 2002

If your Year 4 Form 486 Notification Letter was issued on or before August 11, 2002, invoices for recurring services for Funding Year 2001 must be postmarked no later than Monday, December 9, 2002. (The original October 28 deadline for these invoices was extended to December 9, 2002.) Non-recurring services have until January 28, 2003.

I realize that most of you already have submitted your BEARs for Year 4, but if you haven't, here's your final chance. According to the SLD's Data Retrieval Tool, more than $12 million remains uncollected for PA for Year 4 recurring services. If you want to check the status of yours, follow the directions below.


If you are filing Billed Entity Applicant Reimbursement (BEAR) Forms 472 for recurring services, remember that those forms must be certified by the service provider before you can submit them to the SLD. You should allow sufficient time for your service provider to process your BEAR Form and return it to you so that it can be postmarked by the deadline.


-- Julie


Data Retrieval Tool Directions

1. Go to: www.sl.universalservice.org

2. Select "Data Requests" on right toolbar.

3. The next page has instructions... simply choose "Clicking here" in the first paragraph.

4. Choose the Year and State you want to view, then click on ">>Select Data Points" at the bottom of the page.

Note: There are other optional criteria besides just the Year and State, such as selecting just one particular FRN, but the easiest way to see ALL of your applications at once is to just choose the year and state, and let it retrieve all of the data for Pennsylvania. If you're a service provider reading this, you can enter your SPIN and see all of the data for a particular year and state with for only your SPIN. (hint: If you want to find out whether you have Year 4 funds remaining, choose Year 2001. If you want to find out whether your 486's have been submitted for Year 5, choose Year 2002).


5. Step 2. The easiest thing to do is click on "select all" although you certainly can select each piece of information you want to see. Then click on ">>Build Data File" at the bottom of the page.

6. The database will be compiled, and when it is done, you will see a blue box that says "Download Data File."

7. RIGHT click on the box and select "Save Target As." The file will be saved as a Text File.

8. Open Excel or other spreadsheet, and then open the file that you just downloaded. (Remember, it was a text file, so don't look for it saved as a spreadsheet yet.)

9. When it opens, it will show you a mini-tutorial on how you want the data to look on the screen. Simply select "Finish" and it will show it formatted to the columns you need.

10. At this point, you will see all FRN data for applications submitted WITHIN THE WINDOW for that particular funding year. To only view your applications, select the Data menu on your Toolbar, then select "Filter" then "AutoFilter." This will allow you to only view selected entries from your spreadsheet.

11. To view only your entity, select Column C "Applicant Name." This will only bring up the rows that your entity filed.

-- If you chose the 2002 data on the SLD website, you probably want to know whether your 486's have been submitted. To find this out, go to column N, Service Start Date 486. If this is blank, your 486 has not yet been submitted. If it has been submitted, it likely will say 07/01/2002, the earliest date that you could receive discounts for Year 5.

-- If you chose the 2001 data on the SLD website, you probably want to know whether your entity has any funding remaining to be collected or invoiced for Year 4. To find this out, go to column AT "Authorized Disbursement Amount". If a cell is blank, you have not submitted a BEAR (or your provider has not submitted a SPIF) for that particular funding request. If a cell has funding listed, be careful to check that you have invoiced the SLD for the total amount (up to your funding commitment) for that FRN. For example, if your local telephone commitment was $10,000, but column AT only lists $4,500, your entity likely submitted a BEAR for 6 months worth of funding and still needs to invoice the SLD for the remaining amount that you've spent. Please keep in mind that if you were committed X, but only spent Y, you can only collect Y. X would simply be your funding CAP.

12. Please note that this is not a static file... so re-download a new database from the SLD website after you've submitted your documents to find out if they've received them or not.

Julie Tritt Schell

jtschell@comcast.net
(717) 730.7133 (voice)
(717) 730.9060 (fax)

 

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