Deadlines Approaching to Submit FY 2016 BEARs

January 24, 2018

Attached: BEAR Filing Guide FY 2016

Attached: FY 2016 BEARs Due List as of Jan 24

~ FY 2016 Non-Recurring Services BEAR Deadline is Jan 29
~ Do NOT File in EPC – Use Old BEAR System ~
~ Request Extension Now if Needed ~
~ List of All Entities with Upcoming BEAR Deadlines is Attached ~
~ BEAR Filing Guide Attached ~

Although we usually associate October 28 as the BEAR deadline, the BEAR deadline for NON-RECURRING services (internal connections) is Monday, January 29, 2018 (it’s actually January 28, but that’s a Sunday), and for applicants that requested invoice deadline extensions, their new BEAR deadline for recurring services is February 26, 2018.  Attached is a list of all FRNs that have no disbursements for FY 2016 and that have approaching invoice deadlines, including for recurring services that received extensions through late February.  Don’t forget – BEARs are filed in the legacy system at: https://www2.sl.universalservice.org/bear/login.aspx, NOT in EPC.

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 ‘No’, be sure to file the 486 at least 24-hours before you submit the BEAR.  If you know your 486 was submitted, contact USAC at 888-203-8100 and make sure it’s still in “review” status.  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 will e-mail you a new one.  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 e-mail you a new PIN.  PINs are no longer mailed!
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.  Most PA applicants now have approved 498s on file with USAC, so there’s no need to submit this form again.  Once it’s on file, it stays on file until you need to change any of your banking information.   The 498 is not filed annually.  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.  Refer to this guide if you need help:  https://e-ratepa.org/?p=13701.
6. 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!  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 Upcoming BEAR Deadlines:

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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