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" link.

 

 

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 2016

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

The Risk Assessment questions have been revised from last year.  Also, the Risk Assessment form can be saved even though it is partially completed. A checkbox has been added to the bottom of the form so that you can show that it is complete.

Internal Control Certification

Per IC 5-11-1-27 the fiscal officer must certify that minimum internal control standards have been adopted and that personnel have received training on these standards. There are two new questions on the Unit Questions screen that will fulfill this requirement.

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

Per  IC 5-4-1-5.1 in addition to the public official surety bonds for certain officials that were required to be uploaded last year, you also must upload and enter information regarding other employees and contractors that are required to be bonded per the statute. 

New Funds and Receipts

Please see the updated tables on our website for information on new funds and receipt accounts.

Fund Table

Receipt Table


 


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.