5 Submitting AOR/SDSPR Reports

This section provides instructions for submitting your AOR/SDSPR reports to HRSA.

The AOR/SDSPR report can be submitted in two ways. The first method, which is recommended, streamlines the submission process.

1ST Method:
	1) To submit a report simply complete the report and select “Save & Continue” or the “Next” button while on the last page of the report. The report will automatically save and the WRS will display a list of reports that need to be completed in conjunction with the current report (if applicable). If all reports are completed select “Submit Report(s).”
	2) See step 2 below and continue from there.

2nd Method:
	1) When your report is complete and ready for submission, save the report. Return to the Main Menu. Select “Review/Submit Final Report.”
	2) The Edit Report will be displayed. Review this information carefully to see if there are any unresolved issues with your report. Reports cannot be submitted until the following errors have been corrected: There are negative numbers in the cumulative fields on pages 2 or 3, with the exception of Other Costs (page 2, line d.14). The numbers must be corrected before submission. Edit 2.2, 2.3, or 2.11 appears on the edit report. Submission can be completed once the necessary changes have been made to clear the edits from the report. Edit 2.2: Current funds received exceed current funds awarded. 2.3: Cumulative Institutional deposit is less than the required 1/9th contribution. 2.11: Ending cash balance cannot be negative.
	3) If you need to return to your report, click the “Go Back” button to return to the Main Menu. Otherwise, click “Continue.”
	4) The Review Final Report page will be displayed.

Figure 7: Review Final Report

NOTE: If there is text in red at the bottom of the page this indicates that the system found incomplete reports and they cannot be submitted.

The Review Final Report page allows you the chance to select report pages for one final review.

You can print these reports for your records before submission. You may wish to review the printed report for errors at this stage and present the report to your institution’s Authorizing Official. If the WRS detects incomplete reports you will be notified on this page and you will not be allowed to continue to submit the reports. If WRS detects that all reports are complete you will see a button at the bottom of the page that you can click on to continue with the submission process. After clicking on the button at the bottom of the page you will be presented with the “Certification Form”. Before you are allowed to complete the submission of the report(s) you must complete the certification form by filling out all the required fields. Failure to certify may jeopardize the potential for future awards.

5.1 Receiving Authorization and Completing Submission

A line has been added to the Certification Page for schools to agree to the Assurances and Public Policy requirements. Please see Student Financial Aid Guidelines for more information. After reviewing your report and correcting any inaccuracies, you must have your institution’s Authorizing Official certify that the report is accurate. The Certification Page requires the name, title, phone number, and email address of the staff member(s) completing the AOR/SDSPR report(s) and the Authorizing Official submitting the report(s). The Authorizing Official must confirm that he/she has reviewed this report(s) and certify its accuracy. The Certification Page may be printed for your files before submission. After receiving authorization, click on the Submit button at the bottom of the page. You will be transferred to a page confirming that your report(s) has been submitted. Failure to complete this page will result in your AOR being categorized as an incomplete submission.

5.2 Notice of Receipt and Verification

Upon receipt of a program’s submission, the WRS will generate a notification to each person listed on the certification page in the form of an e-mail. In order for the WRS to consider a submission complete, the Authorizing Official must respond to the notification by using the AO Approval System to approve, disapprove, or disapprove and request the report to be reopened for editing. The Authorizing Official will receive a link to access the AO Approval System in the e-mail notification that is generated after a report has been submitted. The AO Approval System will allow the Authorizing Official to review the report and/or print out the report before approving it.

Please Note: The link to the AO Approval System is unique to each institution and is only meant for the Authorizing Official. Please keep the link safe and treat it as you would a user ID and password.

The AO Approval System can only be used for reports that are pending approval. To review all other reports please use the Web Reporting System (WRS) at http://wrs.hrsa.gov. Reports can also be approved, disapproved, or reopened by the Authorizing Official by notifying WRS administrative staff at wrssupport@hrsa.gov. The status of a submitted/resubmitted report can only be changed with the request of the Authorizing Official.

5.3 Approval E-mail

Once a submitted/resubmitted report has been approved by the Authorizing Official, the staff listed on the certification page of the report will receive an e-mail notification. The e-mail notifies those responsible for the AOR/SDSPR report about an update in the report status. No additional action is required in regard to this e-mail.

If a report is reopened by the Authorizing Official an e-mail is sent to those listed on the certification page. The person responsible for completing the report will need to log in to the WRS at http://wrs.hrsa.gov and make any corrections and resubmit the AOR/SDSPR report. The Authorizing Official will have to approve the submission by using the AO Approval System..

5.4 Reviewing a Submitted Report

If you log in to the WRS site after submitting your report(s), you will be allowed to print or review the report pages, but you will not be able to enter or edit the forms. If your institution has more than one report the Select Program page will show the status of the reports and only allow you to perform edits to reports that have not yet been submitted.

5.5 Editing a Submitted Report

To revise your institution’s report, you must receive prior approval from your Authorizing Official. The Authorizing Official must contact the WRS administrative staff at wrssupport@hrsa.gov to authorize editing of the submitted report. A report can also be reopened by the Authorizing Official during the approval process by using the AO Approval System. After you have received the authorization for performing revisions to your report(s), log back in to the WRS and proceed to enter or edit data as you did for the first submission..