1. Electronic Handbooks (EHBs) Overview
Department of Health and Human Services
Health Resources and Services Administration
EHBs Grantee Info

2. Agenda EHBs Notes EHBs Login Navigation Adding to a Portfolio
Project Director Role
Financial Reporting Administrator (FRA) role
Privileges
Prior Approval Requests
Resources

3. EHBs Notes
IE 8.0 and above or Mozilla Firefox 3.6 and above is the recommended browser
HRSA EHBs use pop-up screens to allow users to view or work on multiple screens. Ensure that pop-up blockers are turned off.
HRSA EHBs allow you to work on parts of a report, save it online, and return to complete it later
EHBs time out periodically so it is important to save work every few minutes to avoid losing data
HRSA EHBs has two views
“Data Entry” view is designed for user-friendly data entry
“Review” option appears just like a printed form and is read only

4. EHBs Login
All users who wish to work on grant conditions and reporting requirements of the award should be registered in EHBs
EHBs login screen:
If you are already registered, there is no need to register again. Use the same username and password that was set up during registration
Contact the HRSA Contact Center if you do not remember your username or password: ,

5. EHBs Login Screen
Login here
Register here
Need help? Get it here

6. EHBs Navigation Click on tasks to access tasks You may also click
on the links to the
left to access
tasks

7. EHBs Navigation
You can view recently
accessed tasks here

8. EHBs Navigation Click on the Recently Completed tab to
search for tasks that
have been submitted
Click on Expand Group
or one of the triangles
to expand

9. EHBs Navigation A list of tasks appear for all grants
that you have privileges for under
the organization

10. EHBs Navigation
To request an
extension, click
on Submissions

11. EHBs Navigation Next, click on the triangle next
to the edit link and these
lists of options appear, from
here, you request an
extension

12. EHBs Navigation You may filter tasks In the various columns
Most EHBs screens
will allow you to filter

13. EHBs Navigation
A different example
of filtering

14. EHBs Navigation The Organizations tab will show you which
organizations you are
registered to

15. EHBs Navigation You may register to another organization here
You will see these
Options when clicking
On the inverted triangle

16. EHBs Navigation The Grants tab will show you grants that are in
your portfolio

17. EHBs Navigation These options appear when the inverted
triangle is clicked on

18. EHBs Navigation You may update your personal profile and
change your password
here

19. Add Grant to Portfolio
Click on Grants

20. Add Grant to Portfolio
Click Add Grant to
Portfolio

21. Add Grant to Portfolio
Select the appropriate option

22. Add Grant to Portfolio A list of grants belonging
to the organization will be
listed and you can select
which grant(s) to add

23. Add Grant to Portfolio Click on the inverted triangle to request
access or view your
current privileges

24. Add Grant to Portfolio Enter comments and check off
privileges you wish to be granted

25. Project Director Role
Project Directors (PDs) should add the grant to their portfolio as the PD
Project Directors are automatically granted all non-financial report privileges
If a PD needs privileges for the financial report, they must request access from the Financial Reporting Administrator (FRA)
Project Directors are responsible for granting non-financial report privileges to other users
It is recommended that the Project Director assign a back up designee in case they are out of the office

26. Financial Reporting Administrator Role (FRA)
Grantees responsible for approving and submitting the FFR to HRSA must register as the Financial Reporting Administrator (FRA) in the EHBs
You will need your organization’s account ID and PIN from the Payment Management System to verify your identity as the FRA
There can be multiple FRAs for an organization
FRA’s are responsible for granting financial report privileges to other users
By default, Project Directors do not have access to the FFR

27. Privileges
To access reports and submissions in the EHBs, you must have the necessary privileges
Depending on the report or submission you are trying to access, you may need to obtain privileges from the Project Director and/or Financial Reporting Administrator
Once you are in your portfolio, if you don’t see the links to access the various reports or submissions that are available, you most likely don’t have the necessary privileges

28. Privileges
Click on
Review
Requests

29. Privileges
Click on
Inverted
triangle

30. Privileges
These actions will
appear after the
triangle is clicked

31. Privileges This page contains the list of
privileges a PD can grant, if
the FRA grants privileges, they
will only be able to select those
privileges pertaining to Financial
reports

32. Prior Approval Requests
As with any report or submission in the EHBs, you must have appropriate privileges to work on Prior Approval Requests
Once a Prior Approval Request is created, the system will generate a tracking number. Please note, the tracking number is not confirmation of submission
Prior Approval Requests have a General Information and Details section. Both sections have to be marked as complete before the request can be submitted
For carryover requests, the Prior Approval Request has to be submitted separate from the FFR and should be submitted after the current FFR has been submitted showing an unobligated balance

33. Prior Approval Requests
Click on Grants

34. Prior Approval Requests
Clicking on the triangle
next to the grant folder
link will give you the
option to request
Prior Approval

35. Prior Approval Requests
Check the acknowledgement

36. Prior Approval Requests
Select the Prior Approval request
type

37. Prior Approval Requests
The system generates a tracking
number, this is NOT confirmation
of submission

38. Prior Approval Requests

39. Prior Approval Requests
Once both sections are complete,
click on Submit

40. Prior Approval Requests
Place a check mark in the Electronic
Signature box and click Confirm

41. Prior Approval Requests
A message will display on successful
submission of the Prior Approval

42. Prior Approval Requests
If you wish to delete
the Prior Approval
click on the inverted
triangle and choose
delete

43. Resources
For technical assistance related to login issues, privileges, accessing reports and submissions, and EHBs system issues, please contact the HRSA Contact Center
Toll Free: 877- GO4-HRSA;
EHBs URL:
For more helpful information regarding the EHBs, please visit: and type in HRSAtube or Electronic Handbooks
For helpful links on managing your grant please visit: