QUARTERLY REPORTS: RECONCILING E-RATE CREDITS

E-Rate quarterly reports are issued by USAC (Universal Service Administrative Company) to provide applicants with a summary of billing activity for the previous quarter. These reports include details such as processed BEAR and SPI forms, funding disbursements, and any modifications or denials.

While applicants are receiving these reports, many may not fully understand their purpose. The reports are critical tools for tracking reimbursements, identifying discrepancies, and ensuring accurate reconciliation with service provider statements. They should be reviewed carefully and shared with accounting or finance departments for proper follow-up and documentation.

The reports detail all billing activity, including processed BEAR (Billed Entity Applicant Reimbursement) forms and SPI (Service Provider Invoice) forms. They can be used to track reimbursements and identify any modifications or denials. A copy of these reports should be forwarded to the accounting department for reconciliation with the service provider statements. If credits are applied but the funding is not reflected on the statement, contact your service provider for clarification.

E-Rate program rules require participants to retain all compliance-related documents, including those associated with quarterly reports, for at least 10 years after the end of the relevant funding year or service delivery deadline. Although USAC has not issued specific guidance on the retention of quarterly reports, it is strongly recommended to save and store these documents proactively.