Final Reminder: Tuesday is BEAR Deadline
October 25, 2014
Tuesday is Deadline to File FY 2013 BEARs
~ Sample BEAR Extension Request attached ~
If you did not receive discounted bills for your FY 2013 recurring services funding requests, you must submit a Form 472 BEAR for reimbursement by Tuesday, October 28. The BEAR must be signed by both the applicant and service provider (if using a paper BEAR) or electronically certified by both the applicant and service provider (if using the Online BEAR). If you cannot make the October 28 deadline, you must file an extension request by Tuesday, October 28 (sample attached). Simply fill in the blanks, include a valid reason why you cannot make the deadline, and fax to USAC. After USAC grants your extension, you will have an additional 120 days to submit your BEAR.
If you have a PIN, the BEAR form can be filed online at: http://www.sl.universalservice.org/menu.asp. Or it can be filed manually (print and mail it) and is available at: http://www.universalservice.org/sl/tools/forms/default.aspx.
Some last minute advice:
Online BEAR Statuses: If you filed an online BEAR and want to make sure that your vendor has certified it, log back into the BEAR site and click on Track BEAR at the top of the page. If the status shows ‘Pending Validation’, it means your vendor has not has not certified your BEAR and you should contact them immediately to make sure the certify it by Tuesday at midnight. If the status shows ‘Passed Validation’, it has been vendor certified. After USAC has authorized disbursement of your reimbursement check, the status will show ‘Completed’.
10 Digit Myth: On the paper BEAR, it asks for your 10-digit 471 number and 10-digit FRN number. These numbers are not 10 digits — this is an error on the form. Just use the numbers as they appear on your funding commitment decision letter.
Vendor not signing a Paper BEAR? If you’ve faxed your BEAR to your vendor to sign and they haven’t done so, call the vendor to make sure they know you need it ASAP. If you can’t reach them or if they can’t sign by today, file for an invoice deadline extension. After it’s granted, you’ll have an additional 120 days to file your BEAR.
Vendor not certifying an Online BEAR? If you submitted your BEAR Online but have not yet received the e-mail confirmation stating that your vendor certified your BEAR, call the vendor to make sure they know your BEAR is awaiting certification in the USAC Online BEAR system. If you can’t reach them, file for an invoice deadline extension. If your vendor certifies after Tuesday’s midnight deadline, the BEAR will be denied. After your invoice deadline extension request is approved, you’ll have an additional 120 days to resubmit.
1 BEAR Per Vendor: A separate BEAR must be submitted for each vendor. If you have 2 or more FRNs with the same vendor (same SPIN), you can put all of them on the same BEAR.
Items 14 and 15? Item 14 should be the total amount of eligible services for the year (assuming you’re filing a BEAR for the full 12 months). Item 15 should be the Item 14 amount multiplied by your approved discount. Do not just list your funding cap for the year in Item 14 or 15. These figures should be actual amounts. USAC will only pay up to your cap, or the actual amount you’ve spent, whichever is less.
Let me know if you have any questions!
Julie Tritt Schell
PA E-rate Coordinator