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How to file groundwater extraction reports in Gears: a step-by-step guide from board staff
Summary
State Water Resources Control Board staff demonstrated how to use Gears: registering with a 16‑digit correspondence ID, plotting wells, choosing reporting methods (metered or ET), required documentation (meter calibration within five years), bulk uploads, finalizing reports, and agent workflows.
State Water Resources Control Board staff walked attendees through using Gears to file groundwater extraction reports and highlighted key steps and required documentation.
"The Gears quick reporting wizard is designed to help users who have received a letter from the state waterboard determine if they need to report in Gears," said Amanda Howry, an engineering geologist in the board’s Office of Sustainable Groundwater Management. Howry demonstrated the wizard, which uses the 16‑digit correspondence ID included in mailed notices to bring up parcel information.
Staff listed information users should have before starting: the 16‑digit correspondence ID; well locations; maximum pumping capacity in gallons per minute; the year pumping began; place and purpose of use by parcel; and monthly extraction volumes (in acre‑feet). Howry emphasized that additional construction details (well depth, screen interval, casing diameter) are helpful but not required.
Howry demonstrated two reporting methods. Report‑by‑well requires monthly extraction volumes for each well and, if using a certified meter, proof of calibration (the calibration date must be within five years of the end of the reported water year). The ET (evapotranspiration) method requires selecting an ET data source, providing an irrigation efficiency for each parcel, and indicating any annual surface water supplied to a parcel. Staff noted that if parcels overlap between wells, reporters must use the same method for all overlapping parcels.
For users with many wells, Howry showed bulk CSV templates for wells and for ET-based reporting; she stressed that the provided templates must be used exactly (including capitalization and formatting) or the upload will fail. After uploading and submitting extraction data, users must click "finalize extraction report" to indicate they are done reporting for the water year so the board can calculate fees. Howry warned that failing to finalize may result in noncompliance.
Howry also showed agent workflows: an agent creates an account, invites an extractor by correspondence ID, and, once accepted by the extractor, can file and finalize reports on the extractor’s behalf. Staff pointed attendees to the Gears resources web page for user guides and tutorial videos and announced in‑person office hours in April in the Tallery Lake and Tuli subbasins for hands‑on help.
