Annual Financial Report User Guide

Note: To search the user guide, simultaneously press the "ctrl" and "f" key on your keyboard and it will open up a "Find" box within the browser. Then type in the word or characters you want to find. For example, investments.

To find your web browser version number:

  • In Firefox click the “Help” menu, and then select “About Mozilla Firefox”.
  • In Internet Explorer click the “Help” menu and then select “About Internet Explorer”.
  • In Google Chrome click the “Customize and Control” button and then select “About Google Chrome”.

Basic Internet and Computer Guides

If you are not very familiar with computers, you may benefit from a tutorial before proceeding with the Gateway program. Some basic internet and computer guides are listed below.

Logging into Gateway

Once you have entered https://gateway.ifionline.org/login.aspx, the login screen will appear. If you know your User Name (which is your e-mail address) and your password, you may enter them in the login box and click on the “Log In” button.


 

If you have forgotten your password, you may click on the “Forgot your password?” link. This will direct you to enter your User Name (which is your e-mail address).  When you click “Submit”, a new password will be e-mailed to you at the e-mail address in your profile which may be different than your User Name.  If you don’t receive the new password at the expected address, contact us at gateway@sboa.in.gov and we can resynchronize the addresses.  After using this new password to log in, this initial password should be changed by clicking “Account Settings” and clicking on the “Change Password” link.

After logging in, you will see the applications page.  Click on the "Annual Financial Report" button.

 

 

Selecting a Unit and Year

Once you select the Annual Financial Report application, a list of local units that have been assigned to your User Name will appear. For most users, this will be only your local unit. Additional local units may appear if you have been given permission to enter or review information on behalf of another local unit. Click on the name of the desired local unit to proceed.

 

Then hover your mouse over the year you want to view or update and click on the year.

 

For more information, see the Frequently Asked Questions.

New for 2015

Vendor Upload Error Reports

If you upload your fund balances, receipts and disbursements, the last error reports are now available on the Output Menu.

Risk Assessment (Applies to Cities, Towns, Townships, Libraries and Special Districts)

Effective July 1, 2015, Public Law 181-2015 amended IC 5-11-1-25 to require the State Board of Accounts to develop risk based examination criteria and then determine the frequency each audited entity is required to be examined based on the results of a risk based assessment. The Risk Assessment is a required section in the Annual Financial Report that has been designed as the tool for the State Board of Accounts to gather this information in order to evaluate the appropriate level of risk. Note:  This information is for the State Board of Accounts internal use only and will not be made available on the Gateway Public site.

Departments (Applies only to Counties)

The following county funds can now enter disbursements by department:  CAGIT Special Legislation, CAGIT County Certified Shares, CEDIT County Share,  CEDIT Special Legislation, COIT Special Legislation, COIT County Distributive Shares and Rainy Day.

See the Code Tables on our website for more information.

Printing the Full AFR

The Full AFR may now be generated from the Output Menu without having to generate each section individually.

Public Official Surety Bonds (Applies to Counties, Cities, Towns, Townships, Schools, Solid Waste Management Districts and Conservancy Districts)

IC 5-4-1-5.1 requires copies of bonds from local fiscal officers be uploaded in the Gateway AFR. You must also enter some information about the bond such as the bond type, term and amount. 

 


NOTE:  ALL Risk Assessment questions must be answered before any of the responses will be saved.

After answering ALL questions, click on the "Click here to Save Form" button.  If you have errors, you will see a list of the errors in red at the top of the screen indicating whether there are missing required fields as shown below. If there are missing fields, you must answer the questions that have "*Required" on the right next to the answers. If you leave the Risk Assessment without answering ALL of the questions, then NONE of your answers will be saved.

If there were no missing fields, then you will see the message "Form Saved" as shown below.


 

 

 

If you still need assistance creating the documents to upload, there are many businesses that provide this service for a small fee such as Staples, Office Depot, Kinko's, etc. You can also ask your local library or another nearby governmental unit for assistance.

Click on the “Browse” button and navigate to the folder in your computer that contains the pdf file you want to upload. Once the appropriate folder appears in the “Look in:” box, click on the file name so that the file name appears in the “File name:” box. Click the “Open” button. The file name will then appear next to the “Browse” button. Click the “Upload File” button.

After the file is uploaded, the date and time it was uploaded is displayed on the screen along with a link to click to view the file. You should click the link to verify that the correct file was uploaded. If there was an error and you need to upload a different file, click the “Reset Upload” button. Then click the “Browse” button and select another file to upload.



Your scanner may allow you to scan multiple pages to one PDF file or document. If you need to merge multiple documents and have never done this before, there are many free tools and information available on the internet on how to convert files to PDF or that allow you to combine multiple pages into one document. Search on the internet using a phrase such as “creating pdf files” or “combining pdf files”. For example, http://smallpdf.com/jpg-to-pdf converts a jpg file to PDF. For help in converting a Word document to PDF, see http://www.wikihow.com/Convert-a-Microsoft-Word-Document-to-PDF-Format.

If you still need assistance creating the documents to upload, there are many businesses that provide this service for a small fee such as Staples, Office Depot, Kinko's, etc. You can also ask your local library or another nearby governmental unit for assistance.

Enter the contract vendor, contract start date, and expected contract amount. Click on the “Browse” button and navigate to the folder in your computer that contains the pdf file of the contract you want to upload. Once the appropriate folder appears in the “Look in:” box, click on the file name so that the file name appears in the “File name:” box. Click the “Open” button.

The file name will then appear next to the “Browse” button. Click the “Upload” button. The information entered and a link to view the uploaded file will be displayed in the grid. To verify that the appropriate file was uploaded, click on the “View File” link within the grid. If there is an error, click on the “X” to delete the file.