GPRS Submission Tasks |
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| GPRS Submission module is the system through which the Grantee submits the Obligation & Expenditure Report for a quarter. Every quarter, the system creates a task for each Grantee to submit the Obligation and Expenditure Quarterly Progress Report. The task is created by the EHBs system at the end of the budget period quarter and is due within 30 days after the end of the quarter. |
Log in to the external EHBs.
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Select 'Tasks' from the top navigation bar.
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Landing on the Pending Tasks - List page, identify the task – “Obligation and Expenditure Quarterly Progress Report” which is prefixed with “OEQ”, and select 'Start' or 'Edit' if you have already begun working on the Progress Report, under the Options column on the right side of the screen.
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You land on the Obligation and Expenditure Quarterly Progress Report Status Overview page. First, review what OE forms are already there from previous quarters and determine if any need to be deleted, if they are no longer active funding sources, and no longer have a balance of funds (these might be from previous grants that carried over and need to be deleted). Then determine what funding sources need to be added because they are not in the current list for the report.
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From the Obligation and Expenditure Quarterly Progress Report page, select 'Funding Source Setup' from the left navigation menu or Funding Source Setup section on the right side of the page.
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Complete the information on the Funding Source Setup page to add a new funding source for the Obligation and Expenditure (OE) Forms. A. Use the drop-down lists to select the Funding Source, Operating Unit, and Implementing Mechanism. Note: Funding source combinations are automatically populated on the form if they were entered in previous quarters. Note: Only one unique combination is valid for each funding source/OU/mechanism combination and must be validated by the system to allow the Obligation and Expenditure Quarterly Progress Report entries. The Mechanism ID is assigned by PEPFAR, except in the case of the HOP funded mechanism, which have Mechanism IDs designated by OGH and the PO must provide this information to the Grantee. The project name (under Operating Unit) for a HOP funding source should be verified with the PO.
B. Click 'Add' to add the new funding source. C. Click 'Delete' in the Action column to remove a Funding Source if it is no longer applicable. D. Add additional Funding Source Details as needed and after entering all Funding Sources, click 'Continue' to save the information.
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To work on the forms, from the Obligation and Expenditure Quarterly Progress Report Status Overview page, select the report you wish to edit from the left navigation menu or OE Forms section. You can view the status for each form next to the form name on the left navigation menu or the Status column in the OE Forms section.
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On the Form Page refer to the instructions at the top of the Obligation and Expenditure table for information about completing the table. A. Provide the number values (whole integers and no decimals) for funding information and expended amounts across the relevant funding cycles and fiscal quarters and years. Fields, except for the last row, can be left blank if there is not data to report. You must enter a "0" in all of the fields of the last row, even if it is not a year that you need to report on, as these fields cannot be blank or you will receive an error message. Note: Data is automatically populated on the form if it was entered in previous quarters. Please review this data and make any necessary updates to expenditures, approved budget, HRSA obligated, and approved carryover. B. Use the Comments field to add notes about the data. C. Select 'Save and Continue' at the bottom right of the screen. If all required fields contain valid data, the form status updates to Complete. You will receive an error message if there is any missing data. Select Save to save your work and continue working on the report at a later date. Note: After clicking Save and Continue, if you have multiple OE forms, you will land on the next form to complete. You can also select additional OE forms from the Status Overview page.
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Landing back on the Status Overview page, once you verify the data for each form is correct and all OE forms are in Complete status, select 'Submit Progress Report' under the Submit and Print section on the bottom right of the screen.
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On the Submit Report - Confirm page, you must: A. Click the box to certify that the report is filled out accurately to the best of your knowledge B. Click 'Confirm' to submit your report
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Deadline Extension Request |
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You can request a due date extension from the Obligation and Expenditure Quarterly Progress Report Status Overview page or the Submissions Incomplete List. You must submit the extension request before submitting the progress report, or the option to request an extension is no longer available. You can submit the progress report while the extension request is pending, and if the request is approved, the due date is automatically updated. |
Request Deadline Extension from the Status Overview Page |
If the report due has passed, the Status Overview page and Submit Report Confirmation page displays a note at the top with the option to request a deadline extension. Select the Click here option in the note and complete the extension request form.
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Complete the extension request form. A. Enter the requested date in the Extension Date field. B. Add Comments explaining the reason for the extension request. C. Select the Submit to HRSA button to send the request for approval.
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Request Deadline Extension from the Submissions Incomplete List |
To request a due date extension for the OE report, select Submissions from the Tasks tab.
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On the Submissions - Incomplete List, find the Obligation and Expenditure Quarterly Progress Report task. A. Expand the arrow next to the Due In column to view if an extension has already been requested and the approval status. B. Expand the arrow in the Options menu and select Request Extension from the dropdown menu.
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Complete the extension request form. A. Enter the requested date in the Extension Date field. B. Add Comments explaining the reason for the extension request. C. If an extension request was previously submitted, you can view the details in the History of Extension section. D. Select the Submit to HRSA button to send the request for approval.
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