Rural Health Care

Step 8: Additional Instructions for Invoicing

Below are additional instructions to ensure your invoice is processed quickly.

Before submitting your RHC Service Provider Invoice, please confirm these are correct:

  • Funding Year: Make sure the funding year matches the funding year identified in the health care provider (HCP) support schedule.
  • HCP Number and Funding Request Number: These items come directly from the HCP support schedule.
  • Billing Account Number: This number must match the HCP support schedule. If the billing account number does not match, USAC must deny the invoice line item.
  • Multiple Months: If you issue a single credit for the entire funding year and wish to create a single invoice line item, enter "Y". If you are invoicing for a single month from the HCP support schedule enter "N".
  • Support Date: When invoicing for multiple months (e.g., single credit for the entire 2004 Funding Year), the Support Date must equal the most recent month on the HCP support schedule. The format must be "mmyyyy" (e.g., 062005).
  • Support Amount to Be Paid by USAC: Enter the amount you credited the HCP. This amount must equal the amount from the HCP support schedule.

 

The table below includes a description of each invoice field and its contents:


Field Name

Contents

Allowed

Not Allowed

Invoice Header

Service Provider Name

Service Provider Name

Name as it appears on the service provider list, Funding Commitment Letter, and HCP support schedule.

Parent company name, abbreviated name, name that does not match SPIN.

SPIN

Service Provider Identification Number - nine-digit numerical code assigned to each service provider by USAC

Must match SPIN on support schedule; if the schedule is incorrect - it must be corrected

SPIN other than one on schedule.

Service Provider Invoice Number

Unique alphanumeric code created by service provider and assigned to each invoice

No more than 25 characters long.

Invoice number more than 25 characters long. The same invoice number on two invoices.

Invoice Date to USAC

Date invoice was created by service provider. Formatting = mm/dd/yy

Must follow formatting requirements.

Other formats for date.

Total Invoice Amount

Total support amount for all invoice line items. Formatting = $XX,XXX.XX

Exact total for all invoice line items, calculated by Excel spreadsheet.

Amount other than total for all invoice line items.

Invoice Line Items

Funding Year

Funding year associated with support amount. Formatting = yyyy

Format yyyy 2004, 2005, 2006, etc.

Other formats than yyyy.

HCP No.

Health care provider number; five-digit numeric code for HCP from the schedule

HCP Number from the schedule.

Any other number not on the schedule.

Funding Request Number

The Funding Request Number listed on the schedule.

Funding Request Number from the schedule.

Any other number not on the schedule.

Billing Account Number

Billing Account Number credited for HCP based on the HCP schedule, same formatting. No extra spaces or characters. If the Billing Account Number on the schedule is wrong - call USAC to correct.

Billing Account Number credited by service provider based on schedule. Must be an exact match with schedule.

Any other Billing Account Number not on schedule. Extra spaces or characters not allowed.

Multiple Months

"Y" if multiple months of support are included for support amount. "N" if a single month of support is included for support amount.

Y or N.

Any other character than Y or N.

Support Date

Support month from schedule for which support was provided. Formatting = mmyyyy

Month from the support schedule for which support was provided. Must match formatting "mmyyyy".

Other formats for date; date that does not match the schedule and support amount.

Support Amount to be Paid by USAC

Support amount credited to the billed entity for the Support Date (month and year) or support amount for retroactive support up to Support Date (see example below). Formatting = $XX,XXX.XX

Support amount for month specified in Support Date field or support amount for retroactive support up to Support Date.

Amount other than that specified.

 

Additional requirements for invoice formatting:

  • A separate invoice line item must be used for each HCP Number, Funding Request Number, and Billing Account Number
  • Service providers must post a credit to the HCP account (Billing Account Number) before invoicing USAC
  • Service providers must follow the HCP support schedule or the invoice line item will be rejected
  • If service providers believe the HCP support schedule is incorrect, call USAC instead of crediting the HCP and invoicing USAC for an amount not on the HCP schedule
  • Invoice fields must be exact or they will be rejected. For example, the HCP Number and Billing Account Number must match the schedule exactly.
  • Use the RHC Service Provider Invoice, which includes several built-in checks to ensure accuracy.

USAC requires service providers to sign the invoice and certify that the information on the invoice is correct and that the HCP and Billing Account Numbers have been credited the amount shown under "Support Amount to Be Paid by USAC" on the HCP support schedule.


Last modified on 1/6/2006