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CARES Reporting

On April 24, 2020 Hamilton College received $594,754 in the first round (tranche) funding from the Federal Government under the Coronavirus Aid, Relief, and Economic Security (CARES) Act: Higher Education Emergency Relief Fund. 

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

Initial 30 day report

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 $584,900 had been distributed. The remaining $9,854 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: 1,006 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: 1,006 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.


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.


Carol Gable

Follow-up 45 day reports

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.

Institutional Portion

October 30, 2020

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? ?



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.





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 single class period and to provide time for disinfection between uses.





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.





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

$0                           Hamilton College has not yet drawn or allocated the available funds

Form Instructions

Completing the Form: On each form, fill out the institution of higher education (IHE or institution) name, the date of the report, the appropriate quarter the report covers (September 30, December 31, March 31, June 30), the total amount of funds awarded by the Department (including reserve funds if awarded), and check the box if the report is a “final report.” In the chart, an institution must specify the amount of expended CARES Act funds for each funding category: Sections 18004(a)(1) Institutional Portion, 18004(a)(2), and 18004(a)(3), if applicable. Section 18004(a)(2) funds includes CFDAs 84.425J (Historically Black Colleges and Universities (HBCUs)), 84.425K (Tribally Controlled Colleges and Universities (TCCUs)), 84.425L (Minority Serving Institutions (MSIs)), 84.425M (Strengthening Institutions Program (SIP)); Section 18004(a)(3) funds are for CFDA 84.425N (Fund for the Improvement of Postsecondary Education (FIPSE) Formula Grant). Each category is deliberately broad and may not capture specific grant program requirements. Explanatory footnotes help clarify certain reporting categories. While some items in the chart are blocked out, please note that the blocking of such items is consistent with Department guidance and FAQs and is not definitive. Provide brief explanatory notes for how funds were expended, including the title and brief description of each project or activity in which funds were expended. Do not include personally identifiable information (PII). Calculate the amount of the Section 18004(a)(1) Institutional Portion (referred to as “(a)(1) institutional” in the chart), Section 18004(a)(2) (referred to as “(a)(2)” in the chart), and Section 18004(a)(3) (referred to as “(a)(3)” in the chart) funds in the “Quarterly Expenditures for each Program” row, and the grand total of all three in the “Total of Quarterly Expenditures” row. Round expenditures to the nearest dollar.

Posting the Form: This form must be conspicuously posted on the institution’s primary website on the same page the reports of the IHE’s activities as to the emergency financial aid grants to students made with funds from the IHE’s allocation under Section 18004(a)(1) of the CARES Act (Student Aid Portion) are posted. It may be posted in an HTML webpage format or as a link to a PDF. A new separate form must be posted covering each quarterly reporting period (September 30, December 31, March 31, June 30), concluding after either (1) posting the quarterly report ending September 30, 2022 or (2) when an institution has expended and liquidated all (a)(1) Institutional Portion, (a)(2), and (a)(3) funds and checks the “final report” box. IHEs must post this quarterly report form no later than 10 days after the end of each calendar quarter (October 10, January 10, April 10, July 10) apart from the first report, which is due October 30, 2020. For the first report using this form, institutions must provide their cumulative expenditures from the date of their first HEERF award through September 30, 2020. Each quarterly report must be separately maintained on an IHE’s website or in a PDF document linked directly from the IHE’s CARES Act reporting webpage. Reports must be maintained for at least three years after the submission of the final report per 2 CFR § 200.333. Any changes or updates after initial posting must be conspicuously noted after initial posting and the date of the change must be noted in the “Date of Report” line.

Paperwork Burden Statement

According to the Paperwork Reduction Act of 1995 (PRA), no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. The valid OMB control number for this information collection is 1840-0849. Public reporting burden for this collection of information is estimated to average 2 hours per response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Under the PRA, participants are required to respond to this collection to obtain or retain benefit. If you have any comments concerning the accuracy of the time estimate or suggestions for improving this individual collection, or if you have comments or concerns regarding the status of your individual form, application, or survey, please contact: Jack Cox, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, DC 20202.


[1] To support any element of the cost of attendance (as defined under Section 472 of the Higher Education Act of 1965, as amended (HEA)) per Section 18004(c) of the CARES Act and the Interim Final Rule published in the Federal Register on June 17, 2020 (85 FR 36494). Community Colleges in California, all public institutions in Washington State, and all institutions in Massachusetts have different requirements due to recent U.S. District Court actions. Please discuss with legal counsel. HEERF litigation updates can be found here.

[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] Including continuance of pay (salary and benefits) to workers who would otherwise support the work or activities of ancillary enterprises (e.g., bookstore workers, foodservice workers, venue staff, etc.).

[4] Please post additional documentation as appropriate and briefly explain in the “Explanatory Notes” section. Please note that costs for Section 18004(a)(1) Institutional Portion funds may only be used “to cover any costs associated with significant changes to the delivery of instruction due to the coronavirus, so long as such costs do not include payment to contractors for the provision of pre-enrollment recruitment activities; endowments; or capital outlays associated with facilities related to athletics, sectarian instruction, or religious worship.”

[5] Please post additional documentation as appropriate and briefly explain in the “Explanatory Notes” section. Please note that costs for Sections 18004(a)(2) and (a)(3) funds may only be used “to defray expenses, including lost revenue, reimbursement for expenses already incurred, technology costs associated with a transition to distance education, faculty and staff trainings, payroll incurred by institutions of higher education and for grants to students for any component of the student’s cost of attendance (as defined under section 472 of the HEA), including food, housing, course materials, technology, health care, and child care.”

Contact Information

Health Center

Johnson Center for Health and Wellness
315-859-4111 315-859-4963 After Hours Care
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