CARES Reporting
On May 7, the United States Department of Education (DOE) directed institutions to post information about these funds directly onto their primary website within 30 days of receipt of the funds, and every 45 days thereafter.
Student Portion
May 24, 2020 Responses to the required content for the 30 day report follow as they relate to the first tranche of funding.
- The total amount of funds that the institution will receive or has received from the Department pursuant to the institution’s Certification and Agreement [for] Emergency Financial Aid Grants to Student. Response: $594,754 received April 24, 2020
- The total amount of Emergency Financial Aid Grants distributed to students under Section 18004(a)(1) of the CARES Act as of the date of submission (i.e., as of the 30-day Report and every 45 days thereafter). Response: As of May 20, 2020 a total of $586,750 had been distributed. The remaining $8,004 will be used to further support eligible students as individual needs arise. That spending will be detailed in subsequent reports.
- The estimated total number of students at the institution eligible to participate in programs under Section 484 in Title IV of the Higher Education Act of 1965 and thus eligible to receive Emergency Financial Aid Grants to students under Section 18004(a)(1) of the CARES Act. Response: 1,011 eligible students.
- The total number of students who have received an Emergency Financial Aid Grant to students under Section 18004(a)(1) of the CARES Act. Response: 1,011 students.
- The method(s) used by the institution to determine which students receive Emergency Financial Aid Grants and how much they would receive under Section 18004(a)(1) of the CARES Act. Response: Currently enrolled Title IV eligible financial aid recipients were issued emergency grants on a sliding scale based on their eligibility for need based financial aid. The largest grants were issued to students with the greatest demonstrated financial need.
- Any instructions, directions, or guidance provided by the institution to students concerning the Emergency Financial Aid Grants. Response: The text of an email sent to all recipients from Hamilton's Associate Vice President for Finance and Controller, Carol Gable, on May 4, 2020 follows.
Greetings,
I hope this email finds you well. Congress recently passed the CARES Act, which includes the Higher Education Emergency Relief Fund, to provide funds to colleges and universities for the purpose of assisting students with unexpected expenses related to the disruption of campus operations due to the coronavirus.
Hamilton College is distributing these funds to Title IV eligible financial aid recipients. These funds are to be used to assist with food, housing, course materials, technology, and healthcare costs. At this point, the IRS indicates the payment is taxable to recipients, but there have been requests for reconsideration so this may change.
If you have previously enrolled in direct deposit for Accounts Payable payments such as a Room and Board refund, this payment will be directly deposited to your account by May 22, at the latest. If you have not yet enrolled in direct deposit, you may do so online by 11 p.m. on May 10 and this payment will be deposited to your account. Otherwise a check will be issued and sent to your home address.
Sincerely,
Carol Gable
July 8, 2020 Since the initial 30 day report on the first tranche of funding on May 24, the College has spent down the remaining $9,854 by $258 to support a Title IV eligible student with travel related expenses directly related to COVID-19. The remaining balance is $9,596.
August 21, 2020Since July 8, the College has not expended any additional funds from the first tranche, initially received on April 24, 2020. The balance remains at $9,596.
October 10, 2020 Since the date of the last report through calendar quarter end September 30, the College has not expended any additional funds from the first tranche, initially received on April 24, 2020. The unspent balance remains at $9,596. Subsequent reporting will occur at calendar quarter intervals per guidance published for the CARES Act HEERF electronic announcement of August 31, 2020.
December 31, 2020 No change since the previous report.
March 31, 2021 Round II of the HEERF relief funds, totaling $1,837,978 were issued in March 2021. The total designated for students was the same as the amount issued in Round I, or $594,753.
June 30, 2021 On April 1, 2021, Hamilton issued direct student awards using all available student funds - $594,753 (Round II) and $8,004 (leftover from Round I). The awards were extended to all students who were eligible for federal student aid and to our international financial aid students. The total amount expended was $630,150, with the "extra" coming from Hamilton funds so that international students, who were also affected by COVID, were able to receive support. After issuing the awards, all of the student funds from Round I and Round II were issued directly to our students. 1,018 students received HEERF funds.
Also, during Q22021, Hamilton received a third round of funding totaling $3,272,786 from HEERF. One half, or $1,636,393 was earmarked for student awards. As of June 30, 2021 none of the Round III funds were issued to students.
September 30, 2021 The student portion of the Round III funds, totaling $1,636,393 was not issued during 3Q2021.
December 31, 2021 In November, award checks were issued to all federal financial aid students as well as international financial aid students. The total amount issued was $813,500 and 1,049 students benefitted.
March 31, 2022 On February 21, 2022, award checks were issued to all federal financial aid students as well as international financial aid students. The total amount issued was $798,250 and 1,038 students benefitted. All student funds have been expended in the form of direct grants to students. To date, student award funding from HEERF is $594,754 from Round I, $594,754 from Round II and $1,636,393 from Round III, for a total of $2,825,901. The total amount paid to students was $2,828,650, which exceeded available federal funds by $2,749. The difference was funded from Hamilton College sources.
Effective with the June 30, 2022 report, the institutional and student award reports have been combined. The consolidated report is available on this website under the Institutional Portion heading.
Institutional Portion
Quarterly Budget and Expenditure Reporting under CARES Act Sections 18004(a)(1) Institutional Portion, 18004(a)(2), and 18004(a)(3), if applicable
Institution Name: ___Hamilton College_________________________________ Date of Report: __10/30/2020____ Covering Quarter Ending: __09/30/2020__
Total Amount of Funds Awarded: Section (a)(1) Institutional Portion: _$594,754___ Section (a)(2): ___$0_______ Section (a)(3): _$0________ Final Report
|
Category |
Amount in (a)(1) institutional dollars |
Amount in (a)(2) dollars, if applicable |
Amount in (a)(3) dollars, if applicable |
Explanatory Notes |
|---|---|---|---|---|
|
Providing additional emergency financial aid grants to students.[1] |
$0 |
|
|
|
|
Providing reimbursements for tuition, housing, room and board, or other fee refunds. |
$0 |
|
|
|
|
Providing tuition discounts. |
|
|
|
|
|
Covering the cost of providing additional technology hardware to students, such as laptops or tablets, or covering the added cost of technology fees. |
$0 |
|
|
|
|
Providing or subsidizing the costs of high-speed internet to students or faculty to transition to an online environment. |
$0 |
|
|
|
|
Subsidizing off-campus housing costs due to dormitory closures or decisions to limit housing to one student per room; subsidizing housing costs to reduce housing density; paying for hotels or other off-campus housing for students who need to be isolated; paying travel expenses for students who need to leave campus early due to coronavirus infections or campus interruptions. |
$0 |
|
|
|
|
Subsidizing food service to reduce density in eating facilities, to provide pre-packaged meals, or to add hours to food service operations to accommodate social distancing. |
$0 |
|
|
|
|
Costs related to operating additional class sections to enable social distancing, such as those for hiring more instructors and increasing campus hours of operations. |
$0 |
|
|
|
|
Campus safety and operations.[2] |
$0 |
|
|
|
|
Purchasing, leasing, or renting additional instructional equipment and supplies (such as laboratory equipment or computers) to reduce the number of students sharing equipment or supplies during a single class period and to provide time for disinfection between uses. |
$0 |
|
|
|
|
Replacing lost revenue due to reduced enrollment. |
|
|
|
|
|
Replacing lost revenue from non-tuition sources (i.e., cancelled ancillary events; disruption of food service, dorms, childcare or other facilities; cancellation of use of campus venues by other organizations, lost parking revenue, etc.).[3] |
|
|
|
|
|
Purchasing faculty and staff training in online instruction; or paying additional funds to staff who are providing training in addition to their regular job responsibilities. |
$0 |
|
|
|
|
Purchasing, leasing, or renting additional equipment or software to enable distance learning, or upgrading campus wi-fi access or extending open networks to parking lots or public spaces, etc. |
$0 |
|
|
|
|
Other Uses of (a)(1) Institutional Portion funds.[4] |
$0 |
|
|
|
|
Other Uses of (a)(2) or (a)(3) funds, if applicable.[5] |
|
|
|
|
|
Quarterly Expenditures for each Program |
$0 |
|
|
|
|
Total of Quarterly Expenditures |
$0 Hamilton College has not yet drawn or allocated the available funds |
|||
In November 2020, Hamilton expended the full HEERF I institutional grant, $594,754, to offset costs incurred for hotels and meals for students in isolation. The entire amount was used to offset student isolation expenses. COVID infected students were relocated to a local hotel and were given Grubhub coupons for meals. Hamilton employees maintained contact with each student at least once per day to check on symptoms and any related concerns until the isolation period had expired.
On September 26, 2022 we sent an inquiry to the Department of Education asking about the format for our Q42020 report. Kissy Chapman-Thaw from the DOE confirmed receipt of our inquiry on October 13, 2022 but we have not yet received further instructions despite monthly follow-ups.
Update - Met with Kissy Chapman-Thaw regarding any missing reports. She suggested that we use the most recent quarterly form to file any missing reports. The Q42020 report for both student and institutional grants follows (note that reporting for both grants was combined effective June 2022.)
Quarterly Budget and Expenditure Reporting for HEERF I, II, and III (a)(1) Institutional Portion, (a)(2), and (a)(3), if applicable
Institution Name: ____Hamilton College_______________________________ Date of Report: __7/10/2021___ Covering Quarter Ending: __6/30/2021____
PR/Award Number(s): P425F_201040__ P425J _________ P425K: _________ P425L _________ P425M: _________ P425N: ________
Total Amount of Funds Awarded: Section (a)(1) Institutional Portion: _1,636,393_+ 324,236 Section (a)(2): __________ Section (a)(3): ________ Final Report? XX
|
Category |
Amount in (a)(1) institutional dollars |
Amount in (a)(2) dollars, if applicable |
Amount in (a)(3) dollars, if applicable |
Explanatory Notes |
|---|---|---|---|---|
|
Providing additional emergency financial aid grants to students.[1] |
|
|
|
|
|
Providing reimbursements for tuition, housing, room and board, or other fee refunds. |
|
|
|
|
|
Providing tuition discounts. |
|
|
|
|
|
Covering the cost of providing additional technology hardware to students, such as laptops or tablets, or covering the added cost of technology fees. |
|
|
|
|
|
Providing or subsidizing the costs of high-speed internet to students or faculty to transition to an online environment. |
|
|
|
|
|
Subsidizing off-campus housing costs due to dormitory closures or decisions to limit housing to one student per room; subsidizing housing costs to reduce housing density; paying for hotels or other off-campus housing for students who need to be isolated; paying travel expenses for students who need to leave campus early due to coronavirus infections or campus interruptions. |
$1,960,629 |
|
|
Used to subsidize the cost of hotels for students requiring isolation and quarantine. Total includes $324,236 from Round II and$1,636,393 from Round III |
|
Subsidizing food service to reduce density in eating facilities, to provide pre-packaged meals, or to add hours to food service operations to accommodate social distancing. |
|
|
|
|
|
Costs related to operating additional class sections to enable social distancing, such as those for hiring more instructors and increasing campus hours of operations. |
|
|
|
|
|
Campus safety and operations.[2] |
|
|
|
|
|
Purchasing, leasing, or renting additional instructional equipment and supplies (such as laboratory equipment or computers) to reduce the number of students sharing equipment or supplies during a class period and to provide time for disinfection between uses. |
|
|
|
|
|
Replacing lost revenue from academic sources.3 |
|
|
|
|
|
Replacing lost revenue from auxiliary services sources (i.e., cancelled ancillary events; disruption of food service, dorms, childcare, or other facilities; cancellation of use of campus venues by other organizations, lost parking revenue, etc.).[3] |
|
|
|
|
|
Purchasing faculty and staff training in online instruction; or paying additional funds to staff who are providing training in addition to their regular job responsibilities. |
|
|
|
|
|
Purchasing, leasing, or renting additional equipment or software to enable distance learning, or upgrading campus wi-fi access or extending open networks to parking lots or public spaces, etc. |
|
|
|
|
|
Other Uses of (a)(1) Institutional Portion funds.[4] |
|
|
|
|
|
Other Uses of (a)(2) or (a)(3) funds, if applicable.[5] |
|
|
|
|
|
Quarterly Expenditures for Each Program |
|
|
|
|
|
Total of Quarterly Expenditures |
$1,960,629 |
|||
Quarterly Budget and Expenditure Reporting for HEERF I, II, and III (a)(1) Institutional Portion, (a)(2), and (a)(3), if applicable
Institution Name: ____Hamilton College_______________________________ Date of Report: __10/10/2021___ Covering Quarter Ending: __9/30/2021____
PR/Award Number(s): P425F_201040____ P425J _________ P425K: _________ P425L _________ P425M: _________ P425N: ________
Total Amount of Funds Awarded: Section (a)(1) Institutional Portion: _1,636,393_______ Section (a)(2): ____________ Section (a)(3): _______ Final Report? XX
|
Category |
Amount in (a)(1) institutional dollars |
Amount in (a)(2) dollars, if applicable |
Amount in (a)(3) dollars, if applicable |
Explanatory Notes |
|---|---|---|---|---|
|
Providing additional emergency financial aid grants to students.[1] |
$0 |
|
|
|
|
Providing reimbursements for tuition, housing, room and board, or other fee refunds. |
$0 |
|
|
|
|
Providing tuition discounts. |
$0 |
|
|
|
|
Covering the cost of providing additional technology hardware to students, such as laptops or tablets, or covering the added cost of technology fees. |
$0 |
|
|
|
|
Providing or subsidizing the costs of high-speed internet to students or faculty to transition to an online environment. |
$0 |
|
|
|
|
Subsidizing off-campus housing costs due to dormitory closures or decisions to limit housing to one student per room; subsidizing housing costs to reduce housing density; paying for hotels or other off-campus housing for students who need to be isolated; paying travel expenses for students who need to leave campus early due to coronavirus infections or campus interruptions. |
$0 |
|
|
|
|
Subsidizing food service to reduce density in eating facilities, to provide pre-packaged meals, or to add hours to food service operations to accommodate social distancing. |
$0 |
|
|
|
|
Costs related to operating additional class sections to enable social distancing, such as those for hiring more instructors and increasing campus hours of operations. |
$0 |
|
|
|
|
Campus safety and operations.[2] |
$0 |
|
|
|
|
Purchasing, leasing, or renting additional instructional equipment and supplies (such as laboratory equipment or computers) to reduce the number of students sharing equipment or supplies during a class period and to provide time for disinfection between uses. |
$0 |
|
|
|
|
Replacing lost revenue from academic sources.3 |
$0 |
|
|
|
|
Replacing lost revenue from auxiliary services sources (i.e., cancelled ancillary events; disruption of food service, dorms, childcare, or other facilities; cancellation of use of campus venues by other organizations, lost parking revenue, etc.).[3] |
$0 |
|
|
|
|
Purchasing faculty and staff training in online instruction; or paying additional funds to staff who are providing training in addition to their regular job responsibilities. |
$0 |
|
|
|
|
Purchasing, leasing, or renting additional equipment or software to enable distance learning, or upgrading campus wi-fi access or extending open networks to parking lots or public spaces, etc. |
$0 |
|
|
|
|
Other Uses of (a)(1) Institutional Portion funds.[4] |
$0 |
|
|
|
|
Other Uses of (a)(2) or (a)(3) funds, if applicable.[5] |
|
|
|
|
|
Quarterly Expenditures for Each Program |
$0 |
|
|
|
|
Total of Quarterly Expenditures |
$0 |
|||
Quarterly Budget and Expenditure Reporting for HEERF I, II, and III (a)(1) Institutional Portion, (a)(2), and (a)(3), if applicable
Institution Name: ____Hamilton College_______________________________ Date of Report: __01/10/2022___ Covering Quarter Ending: __12/31/2021____
PR/Award Number(s): P425F_201040____ P425J _________ P425K: _________ P425L _________ P425M: _________ P425N: ________
Total Amount of Funds Awarded: Section (a)(1) Institutional Portion: _Section (a)(2): $3,474,371_____ Section (a)(3): ___________ Final Report? ?
|
Category |
Amount in (a)(1) institutional dollars |
Amount in (a)(2) dollars, if applicable |
Amount in (a)(3) dollars, if applicable |
Explanatory Notes |
|---|---|---|---|---|
|
Providing additional emergency financial aid grants to students.[1] |
$0 |
|
|
|
|
Providing reimbursements for tuition, housing, room and board, or other fee refunds. |
$0 |
|
|
|
|
Providing tuition discounts. |
$0 |
|
|
|
|
Covering the cost of providing additional technology hardware to students, such as laptops or tablets, or covering the added cost of technology fees. |
$0 |
|
|
|
|
Providing or subsidizing the costs of high-speed internet to students or faculty to transition to an online environment. |
$0 |
|
|
|
|
Subsidizing off-campus housing costs due to dormitory closures or decisions to limit housing to one student per room; subsidizing housing costs to reduce housing density; paying for hotels or other off-campus housing for students who need to be isolated; paying travel expenses for students who need to leave campus early due to coronavirus infections or campus interruptions. |
$813,500 |
|
|
Used to subsidize expenses related to isolation space (hotel rooms) for infected students. Draw down November 8, 2021 |
|
Subsidizing food service to reduce density in eating facilities, to provide pre-packaged meals, or to add hours to food service operations to accommodate social distancing. |
$0 |
|
|
|
|
Costs related to operating additional class sections to enable social distancing, such as those for hiring more instructors and increasing campus hours of operations. |
$0 |
|
|
|
|
Campus safety and operations.[2] |
$0 |
|
|
|
|
Purchasing, leasing, or renting additional instructional equipment and supplies (such as laboratory equipment or computers) to reduce the number of students sharing equipment or supplies during a class period and to provide time for disinfection between uses. |
$0 |
|
|
|
|
Replacing lost revenue from academic sources.3 |
$0 |
|
|
|
|
Replacing lost revenue from auxiliary services sources (i.e., cancelled ancillary events; disruption of food service, dorms, childcare, or other facilities; cancellation of use of campus venues by other organizations, lost parking revenue, etc.).[3] |
$0 |
|
|
|
|
Purchasing faculty and staff training in online instruction; or paying additional funds to staff who are providing training in addition to their regular job responsibilities. |
$0 |
|
|
|
|
Purchasing, leasing, or renting additional equipment or software to enable distance learning, or upgrading campus wi-fi access or extending open networks to parking lots or public spaces, etc. |
$0 |
|
|
|
|
Other Uses of (a)(1) Institutional Portion funds.[4] |
$0 |
|
|
|
|
Other Uses of (a)(2) or (a)(3) funds, if applicable.[5] |
|
|
|
|
|
Quarterly Expenditures for Each Program |
$813,500 |
|
|
|
|
Total of Quarterly Expenditures |
$813,500 |
|||
[1] To support expenses related to the disruption of campus operations due to coronavirus consistent with applicable law. This includes eligible expenses under a student’s cost of attendance under CARES Act Section 18004(c), or any component of a student’s cost of attendance or for emergency costs that arise due to coronavirus, such as tuition, food, housing, health care (including mental health care), or child care, per Section 314(c) of the Coronavirus Response and Relief Supplemental Appropriations Act, 2021 (CRRSAA), and Section 2003 of the American Rescue Plan Act of 2021 (ARP).
[2] Including costs or expenses related to the disinfecting and cleaning of dorms and other campus facilities, purchases of personal protective equipment (PPE), purchases of cleaning supplies, adding personnel to increase the frequency of cleaning, the reconfiguration of facilities to promote social distancing, etc.
[3] Please see the Department’s HEERF Lost Revenue FAQs (March 19, 2021) for more information regarding what may be appropriately included in an estimate of lost revenue.
[4] Please post additional documentation as appropriate and briefly explain in the “Explanatory Notes” section. Please note that funds for (a)(1) Institutional Portion may be used to defray expenses associated with coronavirus (including lost revenue, reimbursement for expenses already incurred, technology costs associated with a transition to distance education, faculty and staff trainings, and payroll).
[5] Please post additional documentation as appropriate and briefly explain in the “Explanatory Notes” section. Please note that funds for (a)(2) and (a)(3) may be used to defray expenses associated with coronavirus (including lost revenue, reimbursement for expenses already incurred, technology costs associated with a transition to distance education, faculty and staff trainings, and payroll).
No changes to institutional spending. All eligible funds have been spent, although we still show a balance of $918,990 from Round II that we cannot spend because we were subject to the endowment tax. An application for those funds was submitted on August 6, 2021 and we have not received a reply.
On September 26, 2022 we sent an inquiry to the Department of Education asking whether our Q12022 institutional reporting is adequate, or whether we need to file a specific form as we have done in other quarters. Kissy Chapman-Thaw from the DOE confirmed receipt of our inquiry on October 13, 2022 but we have not yet received a response.
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