Annual Affirmation Statement
Gateway’s Debt Management is an annual report, however, all debt submitted through Gateway will remain and will not need to be reentered. Users will want to make sure any new debt is reported within 30 days of incurring the debt and any retired debt is marked as retired on the Select Unit Menu. Other sections of this guide can walk you through doing so step-by-step, but if all the information in Debt Management is complete and accurate, or if your unit does not have any debt, you can continue.
At the beginning of each year, units will need to log in and sign a statement affirming that the information in Gateway Debt Management has been thoroughly and accurately reported for all debt reporting requirements.
After you have selected your unit, you will be taken to the Select Debt page. At the top will be the “Debt Affirmation” section along with a list of any reported debts below. Once you are ready, you may check the box adjacent to the affirmation statement.
Once checked, you will enter your name, title, four digit PIN, and click the “Sign and Submit” button to finalize the submission of the annual affirmation requirement. Please note that in order to submit the affirmation statement, there can be no unsubmitted reports. Unsubmitted reports can be spotted by the delete option to the right of the retired check box.
Generally, a debt is subject to the debt limit if it is backed by property tax, income tax, or is a general obligation of the issuer.
If you indicate “Yes,” then you may enter the name of the applicable issuer (in other words, the unit of government for which the constitutional or statutory limit is impacted), this issuer’s current debt limit, and the current debt capacity after the issuance of the debt.
Now that this page of the debt report is compete, you will want to save the information entered by clicking ”Save” on the bottom left-hand side of the page. Now that the page is saved, click “Next” to continue to the Date Information section of the report.
The final part of this section asks about your unit’s debt limitation. The Indiana Constitution prohibits a unit from becoming indebted beyond two percent of its assessed value. However, certain types of debt are not subject to this constraint. This portion requires you to indicate whether or not this debt is subject to the Constitutional limit. If you indicate “No,” no further action is required.
The final screen for data entry collects the amortization schedule. You have two options for completing this section. First, you may enter the information directly through the screen. Alternatively, you may upload a Microsoft Excel file containing the information.
To enter the data directly, simply type the relevant information into the boxes on the chart. You may use the “Tab” key to proceed to the next box. Please be sure to save often to avoid the chance of being logged out for inactivity.
You will want to include all payments from the first to the projected last. The one exception is a State Revolving Fund loan that is has not yet had its draws completed, in which you would list the payments until the most recent payment.
At a minimum, for all debts classified as leases you will want to be sure to include the date, principal, interest, lease payment, and remaining balance amounts in the amortization schedule.
All Other Types of Debt
To use the Excel upload option, first click on the link that says “Example of .csv file” and save the example file to your computer.
You may download the “Amortization Schedule Upload Template” directly from the DLGF website (http://in.gov/dlgf/9108.htm). Just click “Amortization Schedule Upload Template” under “Upload Specs”.
The Excel file that saved will be pre-populated with example data as shown below. You would enter your amortization schedule in the same format, being sure to remove the example data. Please note that once you complete the amortization schedule in Excel, it should be in the same format as the example amortization schedule that was downloaded.
You will also want to note that the interest rates are already in percents. For example: you will want to enter a 3 percent interest rate as “3” not “0.03.”
Once you have completed the Excel file, ensure that you have saved all the changes to the file. Then, click “Browse.”
This will allow you to browse your computer and indicate where the Excel file has been saved. Once you have specified the file path, click “Upload File.”
It is very important that you click “Save” after uploading the file. The upload populates the chart, but does not save the data.
The final screen presents a compilation of all the data entered on the previous screens. Please review this data for accuracy before submitting the form.
Underneath the summary you will find an electronic signature box on the left. Only the user with submission rights will see the signature box. The signature box will be invisible to users with edit or read-only rights.
To sign the form, first type your name and title into the signature box. After that, you will need to enter a four-digit PIN code. This PIN code will be sent to the person with submission rights via email. You may contact the DLGF at email@example.com
in the event that you have lost or not received a PIN code. The last field in the signature panel is pre-populated with the day’s date.