7 Days Remain to File FY 2017 BEARs
October 22, 2018
Attached: Form 472 BEAR Filing Guide
Attached: Invoice Deadline Extension Request (IDER) Guide
Attached: FY 2017 BEARs due as of Oct 21
~ List of Affected Entities is Below and Attached ~
~ File Extension Request ASAP if on List ~
~ BEAR Filing Guide and Extension Request Guide Attached ~
~ FAQs Listed Below ~
The FY 2017 BEAR deadline for recurring services is Monday, October 29, 2018 (October 28 falls on a Sunday this year). Please check the list below to see if you are one of the potentially affected entities.
File for an Invoice Deadline Extension Now: If any of the following statements applies to you, I strongly encourage you to submit an Invoice Deadline Extension Request (IDER) ASAP:
- You haven’t yet submitted your FY 2017 BEAR and your deadline is next Monday (October 29, 2018).
- You submitted a FY 2017 BEAR but USAC hasn’t yet disbursed the funds.
- You don’t have a BEAR PIN to access the online BEAR system.
- You don’t have a Form 498 (Direct Deposit Form) approved by USAC (if you filed a BEAR since July 2015, you likely already have a 498 approved).
- You have a FY 2017 Appeal, SPIN Change, or Service Substitution pending.
Attached is a Guide to requesting an invoice deadline extension (IDER) which is done in EPC. Applicants may request a 1-time, 120-day extension to file the BEAR. If your invoice deadline has already been extended in the attached list and you didn’t request it, it likely means your vendor has already filed for the extension. See http://e-ratepa.org/?p=27331 for more information on filing the IDER.
Filing the BEAR: BEARs must be submitted in the BEAR system (not EPC): https://www2.sl.universalservice.org/bear/login.aspx (see #4 below if you need a BEAR PIN). There are several steps you must take before the Form 472 BEAR can be submitted. Please review each step and you will be successful in obtaining your reimbursements.
- ARE YOU ON THE LIST? Look at the list at the bottom of this message. If your school or library is listed, open the attached spreadsheet for details about which funding requests are affected. Note: The data includes all FRNs where NO E-rate funds have been disbursed for FY 2017, including FRNs that have later invoice deadlines.
- DID YOUR VENDOR SUBMIT THEIR 2017 FORM 473 SPAC? If Column H (Vendor 473 SPAC Filed?) shows ‘No’, you must contact your vendor prior to submitting the BEAR and tell the vendor they must submit the Form 473 SPAC to USAC ASAP. This is an annual form that every vendor must submit and without it, no BEARs that list that SPIN will be paid. Direct the vendor to: http://e-ratepa.org/?p=20121 for more information.
- DID YOU SUBMIT THE FORM 486 FOR THE FRN? If Column I (Form 486 Filed?) shows ‘File 486 ASAP’, follow the instructions under Julie Notes in Column P. File IDER, then Form 486, then Appeal, then BEAR after appeal approved. See: http://e-ratepa.org/?p=27441 for information on filing these appeals.
- DO YOU HAVE A BEAR PIN? BEARs (Form 472s) are NOT filed in EPC; they are filed in the legacy system at: https://www2.sl.universalservice.org/bear/login.aspx. To get into the old system, you must use your E-rate PIN — not your EPC credentials. If you don’t have an E-rate PIN (or had one but can’t find it), complete the short PIN Request template at: http://www.usac.org/_res/documents/sl/xls/PIN-request-template.xlsx and then upload it into EPC by creating a Customer Service Case. USAC will then e-mail you a new PIN in about a week.
- DO YOU HAVE AN APPROVED 498 ON FILE WITH USAC? The 498 provides USAC with the banking information so that your BEAR reimbursements can be directly deposited into your account. You do not need to complete the Form 498 annually, and most applicants have an approved 498 already on file with USAC. If you completed a BEAR in the last 2 years, the online BEAR system already has your banking data on file. If you log into the Online BEAR System, and a Form 498 ID doesn’t appear in the form, it means you don’t have an approved 498 on file with USAC. If you’re unsure how to find or complete the 498, refer to this guide: http://e-ratepa.org/?p=13701.
Each year, many applicants are committed funding, but then never go back to seek reimbursement. Don’t let them keep your well-deserved money.
If you have any questions about the FY 2017 Invoice Deadlines, completing the BEAR, requesting an invoice deadline extension, or filing the Form 498, please contact me at jtschell@comcast.net.
– Julie
PA Schools and Libraries With No Funds Yet Disbursed for FY 2017:
| ABINGTON HEIGHTS SCHOOL DIST |
| ACHIEVEMENT HOUSE CHARTER SCHOOL |
| AD PRIMA CHARTER SCHOOL |
| ADELPHOI EDUCATION SCHOOL DISTRICT |
| ALIQUIPPA SCHOOL DISTRICT |
| ALLEGHENY EAST CONFERENCE CORPORATION OF SEVENTH-DAY ADVENTIST |
| ALLEGHENY VALLEY SCHOOL DIST |
| ALLENTOWN SCHOOL DISTRICT |
| ALLIANCE FOR PROGRESS CHARTER SCHOOL |
| AMBRIDGE AREA SCHOOL DISTRICT |
| APPALACHIA INT UNIT 8 |
| AQUINAS ACADEMY |
| ARMSTRONG SCHOOL DISTRICT |
| ASHLAND PUBLIC LIBRARY |
| Aspira, Inc of Pennsylvania |
| AUSTIN AREA SCHOOL DISTRICT |
| AVON GROVE CHARTER SCHOOL |
| BADEN MEMORIAL LIBRARY |
| BEAVER CO FEDERATED LIB SYSTEM |
| BEAVERDALE PUBLIC LIBRARY |
| BELLEFONTE AREA SCHOOL DIST |
| BELMONT ACADEMY CHARTER SCHOOL |
| BENTWORTH SCHOOL DISTRICT |
| BETHESDA CHILDRENS HOME |
| BETHLEHEM AREA PUBLIC LIBRARY |
| BIG BEAVER FALLS AREA SCH DIST |
| BIRNEY PREPARATORY ACADEMY |
| BISHOP GUILFOYLE HIGH SCHOOL |
| BLAIR CHRISTIAN ACADEMY |
| BLOOMSBURG PUBLIC LIBRARY |
| BLUE MOUNTAIN SCHOOL DISTRICT |
| BOYS’ LATIN OF PHILADELPHIA CHARTER SCHOOL |
| BRISTOL BOROUGH SCHOOL DISTRICT |
| BROWNSVILLE AREA SCHOOL DIST |
| BURGETTSTOWN AREA SCH DISTRICT |
| BURRELL SCHOOL DISTRICT |
| CARBON CAREER AND TECHNICAL INSTITUTE |
| CAREER INSTITUTE OF TECH |
| CARMICHAELS AREA SCHOOL DIST |
| CARNEGIE FREE LIBRARY |
| CATASAUQUA AREA SCHOOL DIST |
| CENTRAL FULTON SCHOOL DISTRICT |
| CENTRAL PA INSTITUTE OF SCIENCE AND TECHNOLOGY |
| CENTRAL SUSQUEHANNA INTERMEDIATE UNIT |
| CENTRE COUNTY FEDERATION OF PUBLIC LIBRARIES |
| Champion Christian School District |
| CHESTER-UPLAND SCHOOL DISTRICT |
| CLEARFIELD AREA SCHOOL DIST |
| CLEARFIELD CO CAREER AND TECHNOLOGY CENTER |
| CONN AREA CATHOLIC SCHOOL |
| CORNELL SCHOOL DISTRICT |
| COUDERSPORT AREA SCHOOL DIST |
| CREFELD SCHOOL |
| Cumberland County Library System – Consortium |
| DELAWARE VALLEY SCHOOL DIST |
| Diocese of Harrisburg |
| Divine Mercy Catholic Academy |
| DIVINE REDEEMER SCHOOL |
| DONEGAL SCHOOL DISTRICT |
| DU BOIS AREA CATHOLIC SCHOOLS |
| DU BOIS PUBLIC LIBRARY |
| East Stroudsburg Area School District |
| EASTERN LEBANON CO SCH DIST |
| EINETWORK |
| ERIE CITY SCHOOL DISTRICT |
| ERIE COUNTY PUBLIC LIBRARY |
| EXECUTIVE EDUCATION ACADEMY CHARTER SCHOOL |
| FANNETT-METAL SCHOOL DISTRICT |
| FIRST PHILADELPHIA PREPARATORY CHARTER SCHOOL – SOUTH CAMPUS |
| FRACKVILLE FREE PUBLIC LIBRARY |
| FRANKLIN AREA SCHOOL DISTRICT |
| FREEPORT AREA SCHOOL DISTRICT |
| FRIENDSHIP ACADEMY |
| GEIBEL CATHOLIC JUNIOR-SENIOR HIGH SCHOOL |
| GILLINGHAM CHARTER SCHOOL |
| GIRARD SCHOOL DISTRICT |
| GOOD SHEPARD SCHOOL |
| GOSHEN FRIENDS SCHOOL |
| GOVERNOR MIFFLIN SCHOOL DIST |
| GREEN WOODS CHARTER SCHOOL |
| GREENSBURG-SALEM SCHOOL DIST |
| HANOVER PUBLIC SCHOOL DISTRICT |
| HARRISBURG ACADEMY |
| HAVERFORD SCHOOL |
| HAZLETON AREA SCHOOL DISTRICT |
| HERMITAGE HOUSE YOUTH SERVICES, INC |
| HERMITAGE SCHOOL DISTRICT |
| HOLY FAMILY ACADEMY |
| HOLY FAMILY LEARNING AT CHATHAM |
| HOLY INFANCY SCHOOL |
| Holy Trinity Catholic School |
| HOPE FOR HYNDMAN CHARTER SCHOOL |
| HUNTINGDON AREA SCHOOL DIST |
| IMHOTEP CHARTER SCHOOL |
| Independence Charter School West |
| Independence Mission Schools |
| INQUIRY CHARTER SCHOOL |
| INTERMEDIATE UNIT 10 |
| INTERMEDIATE UNIT 20 |
| IROQUOIS SCHOOL DISTRICT |
| JEANNETTE CITY SCHOOL DISTRICT |
| JOHN R KAUFFMAN JR PUBLIC LIB |
| JOHNSONBURG AREA SCHOOL DIST |
| JUNIATA COUNTY LIBRARY |
| JUNIATA COUNTY SCHOOL DISTRICT |
| JUNIATA VALLEY SCHOOL DISTRICT |
| KEYSTONE ACADEMY CHARTER SCHOOL |
| KEYSTONE EDUCATION CENTER CHARTER SCHOOL |
| LABORATORY CHARTER SCHOOL FOR COMMUNICATIONS AND LANGUAGES |
| LAKELAND SCHOOL DISTRICT |
| LANCASTER COUNTRY DAY SCHOOL |
| LANCASTER MENNONITE SCHOOL DISTRICT |
| LAWRENCE CO AREA VOC-TECH SCH |
| LINCOLN-EDISON CHARTER SCHOOL |
| LINE MOUNTAIN SCHOOL DISTRICT |
| LOCK HAVEN CATHOLIC SCHOOL |
| LOWER MERION SCHOOL DISTRICT |
| Luzerne Intermediate Unit 18 RWAN Consortium |
| MAHANOY AREA SCHOOL DISTRICT |
| MAHANOY CITY PUBLIC LIBRARY |
| MANHEIM CENTRAL SCHOOL DIST |
| MANHEIM TOWNSHIP SCHOOL DIST |
| MARION CENTER AREA SCHOOL DIST |
| MEMPHIS STREET ACADEMY CHARTER SCHOOL |
| MIDD-WEST SCHOOL DISTRICT |
| MIDLAND BOROUGH SCHOOL DIST |
| MIDWESTERN INTERMEDIATE UNIT 4 |
| MIFFLIN COUNTY SCHOOL DISTRICT |
| MIFFLIN COUNTY SD AND ACADEMY CONSORTIUM |
| MILLVILLE AREA SCHOOL DISTRICT |
| MILTON AREA SCHOOL DISTRICT |
| MINERSVILLE PUBLIC LIBRARY |
| MIQUON SCHOOL |
| MONESSEN CITY SCHOOL DISTRICT |
| MONTGOMERY HOUSE LIBRARY |
| MORAVIAN ACADEMY |
| MORRISVILLE BORO SCHOOL DIST |
| MOTHER OF SORROWS SCHOOL |
| MT CARMEL AREA SCH DISTRICT |
| MT LEBANON SCHOOL DISTRICT |
| NATIVITY BVM HIGH SCHOOL |
| NEIU 19 Consortium |
| NEW BRIGHTON AREA SCHOOL DIST |
| NEW DAY CHARTER SCHOOL FORMERLY TBLCS |
| NORTH CLARION CO SCHOOL DIST |
| NORTH SCHUYLKILL SCHOOL DIST |
| NORTHAMPTON AREA PUB LIBRARY |
| NORTHERN CAMBRIA SCHOOL DIST |
| NORTHUMBERLAND CO CTC |
| OCTORARA AREA SCHOOL DISTRICT |
| OSTERHOUT FREE LIBRARY |
| OTTO-ELDRED SCHOOL DISTRICT |
| OUR LADY HELP OF CHRISTIANS |
| OUR LADY OF FATIMA SCHOOL |
| PA LEADERSHIP CHARTER SCHOOL DISTRICT |
| PANTHER VALLEY SCHOOL DISTRICT |
| PENN VIEW BIBLE INSTITUTE |
| PENNSYLVANIA SCHOOL FOR DEAF |
| PERELMAN JEWISH DAY SCHOOL |
| PORT CARBON PUBLIC LIBRARY |
| PORTAGE AREA SCHOOL DISTRICT |
| QUEEN OF ANGELS CATH.SCHOOL |
| RADNOR TOWNSHIP SCHOOL DIST |
| READING PUBLIC LIBRARY |
| READING-MUHLENBERG CAREER AND TECHNOLOGY CENTER |
| REDBANK VALLEY SCHOOL DISTRICT |
| REYNOLDS SCHOOL DISTRICT |
| RICHLAND SCHOOL DISTRICT |
| RIDGWAY AREA SCHOOL DISTRICT |
| ROCHESTER AREA SCHOOL DISTRICT |
| SACRED HEART SCHOOL |
| SAINT GABRIEL’S HALL |
| SAYRE AREA SCHOOL DISTRICT |
| SCHOOL DISTRICT OF LANCASTER |
| SHAMOKIN AREA SCHOOL DISTRICT |
| SHENANDOAH VALLEY SCH DISTRICT |
| SHIKELLAMY SCHOOL DISTRICT |
| SHIPPENSBURG AREA SCH DISTRICT |
| SLIPPERY ROCK AREA SCHOOL DIST |
| SNYDER COUNTY LIBRARY |
| SOUTH PARK SCHOOL DISTRICT |
| SOUTHEAST DELCO SCHOOL DIST |
| SPALDING MEMORIAL LIBRARY |
| SPRING COVE SCHOOL DISTRICT |
| ST AGNES SCHOOL |
| ST BERNARD SCHOOL |
| ST CATHARINE OF SIENA SCHOOL |
| ST CLAIR AREA SCHOOL DISTRICT |
| ST JOSEPH HIGH SCHOOL |
| ST MARY’S INTERPAROCHIAL SCH |
| ST PETER SCHOOL |
| ST SEBASTIAN SCHOOL |
| ST THERESA SCHOOL |
| St. Athanasius School |
| STATE COLLEGE AREA SCHOOL DIST |
| SUGAR GROVE FREE LIBRARY |
| SUGAR VALLEY RURAL CHARTER SCHOOL |
| SUMMIT ACADEMY |
| SUN AREA TECHNICAL INSTITUTE |
| TACONY CHARTER SCHOOL |
| TAMAQUA AREA SCHOOL DISTRICT |
| TAMAQUA PUBLIC LIBRARY |
| THE CARDINAL MAIDA ACADEMY |
| THE PEOPLE FOR PEOPLE CHARTER SCHOOL, INC |
| THE WESTWOOD SCHOOL |
| TRI VALLEY SCHOOL DISTRICT |
| TRINITY ACADEMY |
| TRI-STATE CHRISTIAN ACADEMY |
| TROY AREA SCHOOL DISTRICT |
| TUSSEY MOUNTAIN SCHOOL DIST |
| UNIONVILLE-CHADDS FORD SCHOOL DISTRICT |
| URBAN PATHWAYS CHARTER SCHOOL |
| VALLEY FORGE MILITARY ACADEMY |
| VILLA MARIA ACADEMY LOWER SCH |
| VINCENTIAN HIGH SCHOOL |
| WARREN COUNTY SCHOOL DISTRICT |
| WAYNE COUNTY PUBLIC LIBRARY |
| WAYNE LIBRARY AUTHORITY |
| WESLEY SPECTRUM SERVICES |
| WEST CHESTER AREA DISTRICT |
| WEST OAK LANE CHARTER SCHOOL |
| WEST PHILADELPHIA ACHIEVEMENT CHARTER ELEMENTARY |
| WEST PITTSTON LIBRARY |
| WESTMONT HILLTOP SCHOOL DISTRICT |
| WILKES-BARRE AREA SCHOOL DISTRICT |
| WILMINGTON AREA SCHOOL DIST |
| WISSAHICKON CHARTER SCHOOL |
| WOODLYNDE SCHOOL |
| WOODS SCHOOL |
| WYALUSING AREA SCHOOL DISTRICT |
| YORK COUNTY LIBRARY SYSTEM |
| YOUNGSVILLE PUBLIC LIBRARY |
| YOUTH BUILD PHILADELPHIA CHARTER SCHOOL |
A few important Q & A’s:
1) Can I complete the BEAR online?
A. All BEARs must be filed online. No paper BEARs will be accepted.
2) Can I put all of my reimbursement requests on a single BEAR?
A. No, a separate BEAR must be completed for each separate SPIN (vendor). For example, if you have 2 FRNs that list Comcast, and one FRN that is for AT&T, you can submit both Comcast FRN reimbursement requests on a single BEAR, but the AT&T reimbursement request must be filed on a separate BEAR.
3) Am I required to have the provider approve the BEAR?
A. No. Vendors no longer certify BEARs. Your BEAR will be submitted directly to USAC for processing.
4) How long will it take for my BEAR reimbursement to arrive?
A. Because service providers have been removed from the BEAR approval/reimbursement process, BEAR reimbursements will be directly deposited to the bank account that was listed on the Form 498 within a few days of BEAR submission, assuming the BEAR is not denied for some reason.
5) How will I know when the BEAR reimbursement amount has been deposited into my bank account?
A. The General Financial Contact and the Remittance Contact listed on your Form 498 will both receive an e-mail containing a statement with the date the reimbursement amount was transferred and the amount.
6) I was committed more funding than I actually spent. Can I request reimbursement for the full amount that was originally committed?
A. No. Applicants may only seek reimbursement for the exact amount paid for the service instead of just listing the full funding cap (for example, if you were committed $10,000, but then only spent $6,000, you can only request E-rate reimbursements based on the $6000). Please know that USAC has increasingly been requesting copies of invoices when they review the BEARs as proof that you are requesting the accurate amount.
7) I spent more than what was committed on my funding commitment letter (my cap). What should I list on my BEAR — the cap or the actual amount spent?
USAC would like you to complete the BEAR with the actual figures of what you spent for the service, and not just list your funding cap amount. For example, if you spent $10,000, and had a 50% discount, you would list $10,000 in Column 14 and $5,000 in Column 15, even if you were only committed $4,000. The reason is that USAC would like to show how much applicants are actually spending on services and also so they know that you are not just listing the funding commitment amount (the cap), but have actually added up how much was actually spent in each of the 12 months using the actual vendor bills. Unfortunately, they will only reimburse you up to the amount that you were committed.
8) What if I receive my BEAR Remittance Letter and it lists that $0 was approved?
A. This typically means that there was an error made on the BEAR Form and the applicant must correct the error and resubmit a new BEAR to USAC. Typically there is an explanation on the BEAR explaining what was incorrect to help identify the error. If not, call CSB at 888-203-8100 and they can give you a more detailed explanation.
9) What if I actually received a slightly different service/equipment than what was originally listed on my Form 471 application?
A. USAC has increased scrutiny of the BEARs to make sure that reimbursement requests are for exactly what services were approved for on the FCDLs. If you changed services during the 2017 funding year from what you originally listed on your Form 471, you should first seek a “correcting service substitution request” from USAC by using the Service Substitution link in the upper right side of the EPC Landing Page. Be sure to first request an invoice deadline extension request (IDER)!
10) What should I do if I didn’t use the service?
A. File a Form 500 and cancel the FRN. The Form 500 must be filed in EPC where you will find the link in the upper right side of the EPC Landing Page.
Julie Tritt Schell
PA E-rate Coordinator
717-730-7133 – o
717-730-9060 – f
jtschell@comcast.net
www.e-ratepa.org