Final Days to Submit FY 2016 BEARs for Recurring Services –  Are You On the List?

October 16, 2017

Attached: BEAR Filing Guide FY 2016

Attached: Form 498 Filing Guide

Attached: FY 2016 BEARs Due As of Oct 16

~ Do NOT File in EPC – Use Old BEAR System ~
~ Must Have Approved Form 498 Before Filing BEAR ~
~ Request Extension Now if Needed ~
~ List of Affected Entities is Below and Attached ~
~ BEAR Filing Guide Attached ~

We’re down to the wire for FY 2016 BEARs to be submitted, or to request an extension.  The last date to receive recurring services for Funding Year 2016 was June 30, 2017; therefore, schools and libraries only have until October 28, 2017 (technically it’s October 30 because the 28^th falls on a weekend) to submit BEAR Forms (Form 472) to USAC to seek reimbursement if they paid their vendors in full.  If your vendor provided discounted bills from July 1, 2016 – June 30, 2017, you can disregard this message.  If your vendor charged you full price, you have just a few days to submit the form to collect your E-rate funding.  Note: This list does not include internal connections FRNs – the invoice deadline for those funding requests is at the end of January 2018 (separate message to come on that later).

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.

1. ARE YOU ON THE LIST?  Look at the list at the bottom of this message. If your school or library is listed, you likely have to file a BEAR for recurring services.  Open the attached spreadsheet for details about which funding requests are affected.  If your name is not on the list below, you can disregard this message as it means you either already submitted a BEAR or your vendor provided discounted bills.
2. DID YOUR VENDOR SUBMIT THEIR 2016 FORM 473 SPAC?  If Column H (Vendor SPAC Filed?) shows ‘No’, you must contact your vendor prior to submitting the BEAR and tell the vendor they must submit the SPAC 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: https://e-ratepa.org/?p=20121 for more information.
3. DID YOU SUBMIT THE FORM 486 FOR THE FRN?  If Column I (Form 486 Filed?) shows ‘Missing or Not Filed’, but you know your 486 was submitted, contact USAC at 888-203-8100 and make sure it’s still in “review” status.  Due to IT issues (bugs), some 486s are stuck in the EPC approval process and no invoices can be submitted until they’re approved.
4. 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 had an old E-rate PIN but can’t find it, contact CSB at 888-203-8100 and they can regenerate one for you.  If you don’t have an E-rate PIN, 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 mail you a new PIN (or e-mail it since we’re so close to the deadline).
5. 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.  Before you file the BEAR, you must have an approved Form 498 but you do not need to complete the Form 498 annually.  If you completed it last year, the online BEAR system already has your banking data on file.

• To determine if you have an approved Form 498, log into EPC > Records > Form 498s > Click on 498 if one is showing to see the Status.  If no 498 is showing, then there isn’t one on file with USAC.
• If you need to update your 498 Banking Data, log into EPC > Records > Form 498s > Click on the 498 > Related Actions > Modify Form 498.
• 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.
• The Form 498 must be filed in EPC by a “school or library official” (not a consultant).  If you’re unsure how to find or complete the 498, refer to this guide:  https://e-ratepa.org/?p=13701.
• After you submit the 498, you must then upload a copy of a voided/cancelled check so USAC can be assured that the information you entered on the 498 is accurate.  USAC will issue an approval of your 498 via e-mail to the General Financial Contact.  After receiving that approval, you can THEN submit the BEAR.  Upload voided check to at: https://efile.universalservice.org/ContributorManagement/V1/BankValidation.

1. DO YOU NEED MORE TIME?  You may request a single, 120-day extension to file the BEAR, but the request must be submitted by the invoice deadline.  There are no exceptions to this deadline, so when in doubt, it’s best to request!  Where the deadline already has been extended, it’s likely due to your vendor already requesting and receiving an extension.  You cannot request an additional extension.

HOW TO REQUEST AN INVOICE DEADLINE EXTENSION:

• If you have a BEAR PIN:  Log-in to the BEAR system (not EPC) to submit the request.  You’ll receive instant approval and the revised deadline.  http://www2.sl.universalservice.org/bear/login.aspx  Click on “Deadline Extension” on the top toolbar and enter the FRN, then Submit.
• If you don’t have a BEAR PIN: You must request the extension using Submit a Question http://www.slforms.universalservice.org/EMailResponse/EMail_Intro.aspx.  Click “Continue”, then under ‘Topic Inquiry’ select “Invoice Deadline Extension Request” > Select “Other”  > Complete the information cover page, and then in the text box, list the FRN (or multiple FRNs) for which you need an extension.  FRN numbers are included in the attached spreadsheet. This approval process typically takes about 30 days.

If you have any questions about the FY 2016 Invoice Deadlines or completing the BEAR, please contact me at jtschell@comcast.net.

— Julie

PA Schools and Libraries With No Invoices Submitted for FY 2016 Recurring Services:

Julie Tritt Schell

PA E-rate Coordinator
717-730-7133 – o
717-730-9060 – f
jtschell@comcast.net
www.e-ratepa.org

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