File Now for E-rate Year 7 (2004-2005) Reimbursements
Message Posted July 11, 2005
The Year 7 Funding Year ended on June 30 for recurring services and so now is the time to submit the Form 472 -- BEAR -- to the SLD for services in which you paid 100% of the bill and are due reimbursement of your E-rate funding. The official deadline is October 28, but you don't want to wait until then because it will take 4+ months to receive reimbursement due to the rush of BEARs submitted at that time. Now is the very best time to submit the form. I'll send a list in early October of the applicants that still having funding remaining to be collected, so file now and avoid the list! Each year, many applicants are committed funding, but then never go back to seek reimbursement. Don't let them keep your well-deserved money.
A few important Q & A's:
1) What if I actually received a slightly different service or piece of equipment than what was originally listed on my Item 21 attachments?
A. The SLD has increased scrutiny of the BEARs to make sure that reimbursement requests are for exactly what services were approved for on the FCDLs and Item 21 attachments. If you changed services during the 2004-2005 funding year from what you originally listed on your Item 21 attachments, you should first seek a "correcting service substitution request" from the SLD. The instructions for submitting a service substitution can be found at:
http://www.sl.universalservice.org/reference/ServiceSub.asp
2) I was committed more than I actual spent. Can I request reimbursement for the full amount?
A. No. Applicants should 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't invoice the SLD for the full amount -- only the amount you spent). Please know that the SLD has increasingly been requesting copies of invoices when they review the BEARs, as proof that you are requesting the accurate amount. Don't send the invoices with the BEAR, but know they might be requested.
3) I exceeded my commitment funding cap. What should I list on my BEAR -- the cap or the actual amount spent?
The SLD would like you to complete the BEAR with the actual figures of what you spent for the service, and not just list your cap. 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 the SLD 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, but have actually added up how much was actually spent in each of the 12 months. Unfortunately, they will only reimburse you up to the amount that you were committed.
4) Can I put all of my reimbursement requests on a single BEAR?
A. No, a separate BEAR must be completed for each provider. Therefore if you have 2 FRNs that list Verizon, and one FRN that is for MCI, you can submit both Verizon FRN reimbursement requests on a single BEAR, and submit the MCI reimbursement request on a separate BEAR.
5) Can I complete the BEAR online?
A. The BEAR Form -- 472 -- cannot be submitted electronically to the SLD; however, you can complete it online using the PDF format, print it, and then mail it to the SLD (after getting the service provider to sign, of course).
6) Am I required to have the provider sign the BEAR?
A. Yes, you need the service provider's signature on the Form before you submit it to the SLD. To find the fax number of your service provider, use the SLD's SPIN search database (http://www.sl.universalservice.org/Forms/SPIN_Contact_Search.asp) and call the number listed. The only exception is AT&T Long Distance which has conveniently provided a completed BEAR on their website
(http://www.att.com/erate/) for you to print and attach to your BEAR. AT&T does not want you to fax a copy of your BEAR to them. Be sure to fill in the date on the AT&T pre-signed page and the identifying information at the top of the page.
Also, make sure the service provider signs the last page -- the Service Provider Certification Page, and not the Application Certification Page which looks very similar. Also make certain that the provider includes the date beside their signature; dates are considered a minimum processing standard.
7) What is the deadline to submit the BEAR for non-recurring services?
A. For non-recurring services (mostly priority 2), the deadline to submit the BEAR is 120 days after the last date to receive service (October 28), making the deadline January 28, 2006. (The exception to this is if you received your funding commitment letter on or after March 1, 2005... in which case you have an extra year to receive the service/equipment.) Again, if you have received the equipment, file your Form 486, and then promptly file your BEAR to seek reimbursement if your invoice was not discounted by the service provider. Don't wait until January 2006 to seek reimbursement.
8) When will I receive my BEAR reimbursement check?
A. After the SLD has reviewed and approved your BEAR, they will mail to you a BEAR Approval Letter, listing the amount of your check. Your check is mailed to your service provider 20 calendar days after the mailing of the approval letter. Service providers are required to mail you a check for the same amount within 20 calendar days of receiving the check from the SLD.
If you have any questions about the Year 7 Invoice Deadlines, please contact me at jtschell@comcast.net.
-- Julie
Julie Tritt Schell
jtschell@comcast.net
(717) 730.7133 (voice)
(717) 730.9060 (fax)
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