Reconciliation of TSP Service Information

• Reconciliation Between the TSP Program Office and Prime Service Vendors
• Resolution of Discrepancies Between the TSP Program Office and Prime Service Vendors
• Restoration Priority Discrepancy
• Circuit ID Discrepancy
• Revoked and Archived Service
• Reconciliation Between Prime Service Vendors and Subcontractors
• Reconciliation Electronic File Format
• Blank TSP Service Reconciliation for Service Vendors Form (SF 319)

Reconciliation of TSP service information ensures that service vendors accurately maintain information identifying TSP services and their associated TSP assignments. As such, all service vendors who accept orders for TSP services must participate in reconciliation.

Service vendors must reconcile information for all TSP services for which they are the prime service vendor every year with the TSP Program Office. Vendors acting as prime service vendors also must reconcile information with each of their subcontractors once every three years for all TSP services they jointly provide.

This section presents guidelines for service vendors to follow in submitting TSP service information to the TSP Program Office for reconciliation purposes, resolving discrepancies discovered between the prime service vendor's records and the TSP Program database, and reconciling prime service vendor TSP service information with their subcontractors

Top

The TSP Program Office will initiate reconciliation with prime service vendors once a year by sending a letter to the prime service vendor. The TSP Program Office will request information on all TSP services with a restoration priority for which the service vendor is the prime contractor. The prime service vendor will provide the requested information to the TSP Program Office within 30 calendar days of receipt of the request. This information will derived this information from those records the service vendor uses to restore services (for example, maintenance records). Prime service vendors may submit reconciliation information to the TSP Program Office online (register or sign in), via electronic file, or paper TSP Service Reconciliation for Service Vendors form (SF 319). The prime service vendor will provide the following reconciliation information:

• Full name of vendor. Prime service vendors must use their standard company name designated to the TSP Program Office for TSP service order confirmation.
• Date data compiled
• Number of items reported
• Vendor POC name or title, phone number, and address. (The TSP Program Office will refer all questions/issues regarding reconciliation to this POC.)

• TSP Priority Levels. Both characters of the priority-level assignment are mandatory. The TSP Program Office encourages prime service vendors to submit the complete the full TSP Authorization Code, which will reconcile the TSP Control ID portion of the TSP Authorization Code as well as the priority level. Submission of all 12 digits of the code increases the ability of the TSP Program Office to assist in resolving discrepancies.
• Note: Vendors may report he provisioning priority level of a completed provisioning action as either the assigned priority level or as a zero (0) to indicate the completion of the order.
• Prime Service Vendor Circuit ID.

Top

Resolution of TSP Service Information Discrepancies Between the Records of the TSP Program Office and Prime Service Vendors

Discrepancies between the records of the TSP Program Office and a prime service vendor are due to a mismatch of the restoration priority level, the service identifier, or the TSP Authorization Code. This section discusses the resolution of discrepancies that could occur when reconciling prime service vendor TSP service records against the TSP Program Office database.

Top

Restoration Priority Discrepancy

A restoration priority discrepancy occurs when the TSP Program Office and the prime service vendor identify the same TSP service, but the associated restoration priority reported by the prime service vendor does not match the restoration priority for that service in the TSP Program Office database. To resolve such a discrepancy, the TSP Program Office will first contact the prime service vendor (normally by telephone) to attempt to resolve the mismatch. When the TSP Program Office is not able to resolve a discrepancies directly with the prime service vendor, it will include the service vendor and the service user in the effort. Correcting a discrepancy with the service user in this way may result in a new service order.

Circuit ID Discrepancy

Circuit ID discrepancy occurs when the circuit ID provided by the vendor in the reconciliation file does not match the circuit ID provided by the vendor in the confirmation of TSP service orders. The prime service vendor is responsible for either correcting the confirmed circuit ID or changing the circuit ID in the reconciliation file

Revoked Service and Archived Service

When a user no longer requires priority restoration on a service, it must submit a revocation request to the TSP Program Office and issue a change order to the vendor. Occasionally, a discrepancy occurs during reconciliation when the TSP Program Office has revoked a TSP assignment, but the vendor has not removed the TSP assignment for that service. When this situation occurs, the TSP Program Office will contact the user to have it correct the discrepancy with the vendor. If the user fails to respond, the TSP Program Office will notify the user it will instruct the service vendor to revoke its TSP assignment. The notice will also include the warning that the removal of the TSP assignment may result in a charge to the user. The TSP Program Office will forward a copy of this notice to the prime service vendor along with the TSP Program Office instruction to the vendor to remove TSP restoration priority from the service.

Vendors should also note that 45 calendar days after the TSP Program Office receives a disconnect service action for a TSP assignment from a user, the TSP Program Office archives the service.

Top

Reconciliation of TSP Service Information Between Prime Service Vendors and Subcontractors

All service vendors who accept TSP service orders and subsequently subcontract portions of those TSP services must periodically reconcile TSP service information with each of their subcontractors. In this context, the Manager, NCS, defines "periodically" as at least once every three years. The Manager, NCS, also suggests that prime service vendors should initiate reconciliation with a subcontractor within 60 calendar days of completing reconciliation of their "prime" TSP service information with the TSP Program Office to ensure that "prime to subcontractor" reconciliations proceed with the most accurate TSP service information. The figure below is a timeline illustrating the reconciliation sequence between prime service vendors and the TSP Program Office and between prime service vendors and their subcontractors.

After completing the prime vendor reconciliation, the TSP Program Office will send a letter to the prime service vendor directing it to initiate subcontractor reconciliation and to report completion to the TSP Program Office. To initiate reconciliation with a subcontractor, the prime service vendor will request, in writing, information on all TSP services that that subcontractor jointly provides with the prime service vendor. The subcontractor will provide the requested information within 30 calendar days of receipt of the request. This information must come from those records the subcontractor uses to restore service (for example, maintenance records). The subcontractor will provide the following information for each reconciliation report:

• Subcontractor Name
• Subcontractor POC Information

For each portion of a TSP service it is responsible for, the subcontractor will also provide the following information to the prime service vendor:

• Subcontractor Service ID (e.g., Circuit ID)
• TSP Priority levels (both characters are mandatory).

The prime service vendor and the subcontractor may determine the specific format and media for submitting this data. Additionally, prime service vendors and subcontractors should consider applicable industry guidelines regarding reconciliation procedures. The TSP Program Office suggests using the electronic ASCII text format as the medium for conveying information by carriers with more than 100 TSP assignments, or online or paper format could for carriers with fewer than 100 TSP assignments.

Within 45 calendar days of receipt, the prime service vendor will compare the data received from the subcontractor with TSP service information resident in it records and identify discrepancies.

The prime service vendor will report these discrepancies to the subcontractor and work with the subcontractor to resolve them. The prime service vendor's records are the standard against which the subcontractor will reconcile its data. Therefore, when the prime service vendor identifies a different restoration priority assignment in the subcontractor's records for the same TSP service, the prime service vendor will instruct the subcontractor to correct its TSP service records used to restore services. (In these cases, the vendor will not receive change orders from the service user. However, the prime service vendor may need to forward a change order to the subcontractor.) Prime service vendors and subcontractors should consult applicable industry guidelines for direction regarding resolution of billing issues associated with "prime service vendor to subcontractor" reconciliation discrepancies.

The TSP Program Office will forward a reminder notice to the prime service vendor six months before the subcontractor reconciliation completion date. This notice will instruct prime vendors to report subcontractor reconciliation information to the TSP Program Office by the completion date. In addition, vendors must report to the TSP Program Office any subcontractors that do not respond to their requests for reconciliation. The TSP Program Office will forward at least two letters to subcontractor(s) requiring their compliance to the reconciliation request. If the subcontractor(s) fail to respond to the requests, the TSP Program Office will report the noncompliance to the Federal Communications Commission (FCC).

The prime service vendor will complete the "prime service vendor to subcontractor" reconciliation once every three years for each subcontractor with which the prime service vendor jointly provides TSP services. Upon completion of each "prime to subcontractor" reconciliation, the prime service vendor will notify the TSP Program Office that they have identified and resolved all TSP service information discrepancies with each subcontractor. (If prime service vendors need additional time to identify and resolve discrepancies, the prime service vendor may request an extension from the TSP Program Office.) If the prime service vendor fails to submit the subcontractor reconciliation information within 30 days of the due date (and has not filed a request for an extension), the TSP Program Office will send a late notice to the prime vendor. If the prime vendor fails to respond to the late notice, the TSP Program Office will report the noncompliance to the FCC.

Top

Reconciliation of TSP Service Information Between Prime Service Vendors and Subcontractors

Please note: all files must be in ASCII Format

Please note, the three names specified in line 1 and the vendor name in line 2 must be spelled and punctuated as they appear in the TSP database. If there is uncertainty as to these, please contact the TSP Program Office at 703-235-5359 prior to submitting files.

EXAMPLE: (the first two lines identify columns)

1	2	3	4	5	6	7	       8
12345678901234567890123456789012345678901234567890123456789012345678901234567890

SMITH, JOHN                   TSP MOGUL                     ABC, INC.
$$ABC, INC.                               020794     2
TSP01ABCD-04RUEJ109273                                
TSP00GMBH-22PLLH42783ADI02
            

Top

You will need Adobe Acrobat Reader to view .pdf files

.

Privacy Policy