To begin the reporting process, select “Click to add funds” in the Step 1: Adding Funds section of the Unit Main Menu.
During the first year of this report, funds had to be manually added. Funds will now carry over from the previous year. To add additional funds, select the “Add a Fund” button on the bottom left-hand side.
Now a box will appear which will help with adding your funds. Gateway allows you to choose between adding a “Standard” fund or a custom/home-ruled fund. Choosing the standard fund option in the first section will allow you to link your local fund with a State Board of Accounts fund. If you do not wish to link your local fund to a fund provided, you may select the custom fund type option.
The second section will prompt you for a local fund code and description. The fund code will allow up to six (6) numerical digits and the description can be anything desired.
The third section will only display if a “Standard” fund type is selected. If a standard fund type is selected, you will choose which State Board of Accounts established fund to link to the local fund you are adding.
Once all the fields have been completed, clicking on “Add New Fund” will save the fund that has been entered. Repeat this process until all funds that contain district money have been added. If a fund was added by mistake, it can easily be deleted by clicking on the “Delete” button on the right-hand side of the fund.
Once all necessary funds have been added, Step 1 has been successfully completed. In order to navigate through previous pages in Gateway, please use the “breadcrumbs” (green underlined links) at the top of the page. To return to the Main Menu, select “Main Menu” from the “breadcrumbs” at the top of the page.
Step 1 on the Main Menu has now been updated to display the total number of funds. The Main Menu will display a summary of data that has been entered in each step as the remaining steps are marked as “Ready to Submit.”
The second step collects financial information by fund and is divided into two parts. To begin, click “Click to edit Part A: Expenditures and Balances.”
At the top of the page is a drop down menu that will allow you to choose a fund. By clicking on the downward arrow on the right-hand side, a list of all added funds will appear. Please note that each applicable field for all funds that contain district money will need to be completed.
Once the desired fund has been selected, you can begin working on the first of two sections for Step 2A: Expenditures and Balances. This first section is entitled “Expenditure Information” and is shown below.
Statute requires the district to report the total program and personnel expenditures per fund. By entering the total expenditure amounts in these four categories, the DLGF will automatically calculate the program expenditures by adding the supplies, services and charges, and capital outlays amounts. The personnel cost will simply be pulled from the personal services category. The personnel and program expenditures will total from all funds and appear on the Main Menu upon marking Step 2 as “Ready to Submit.”
By entering expenditures into these four categories, the DLGF will also derive the total overall and by-fund expenditures and display them on the Main Menu.
Please note that you will need to click save at the bottom of the form to save any values
entered before navigating to the next fund.
The second section entitled “Fund Balance,” asks for the fund’s December 31 cash balance and the total amount of any encumbrances the district is legally obligated to pay.
Statute requires a fund balance for each fund, however, this will be automatically calculated for you by subtracting the total encumbrances from the cash balance upon entering the amounts and clicking the save button at the bottom right-side of the page.
After saving, you will return to the top, and through the select fund drop down menu, you will complete Step 2A for all remaining funds. Please be sure to click save after completing each fund.
Once Step 2A has been completed for every fund that contains district money, you will want to return to the Main Menu. You can return to the Main Menu by selecting “Main Menu” in the green underlined links at the top of the page.
To begin Step 2B, select “Click to edit Part B: Revenues and Ready-to-Submit.”
At the top of the page is a “Customize Revenue Codes” link that will allow revenue codes to be added to Step 2B.
Once “Customize Revenue Codes” is selected, there will be an option to copy all revenue codes from Form 2 in the 2016 Budget and/or manually add them from a standardized list.
The bottom section of the page can be used to manually add revenue codes to Step 2B. In order to add a revenue code, simply click “Add” on the right-hand side.
Once a revenue code has been added, it will appear in the “Revenue Codes Selected” table near the top of this page.
Once all necessary revenue codes have been added, please return to Step 2B to begin entering the revenue amounts.
At the top of the page is a drop down menu that will allow you to navigate between funds. Once revenue codes have been added and a fund has been selected, you will choose a revenue code on the left-hand side with the drop down menu, enter the total amount of the specified revenue received in the previous year, and click “Add” to save the information entered. Users also have the option of entering any notes.
Once all revenues have been added for a fund, please be sure to enter revenues for the remaining funds, if applicable.
Once the revenues have been entered and saved for each fund, you will want to mark Step 2 as ready to submit by checking the small check box in the yellow Ready to Submit bar at the bottom of the page.
Once the box is checked, the section will be marked as “Ready to Submit.” At any time the checkbox can be unchecked and no longer be marked as ready to submit.
Now that you have completed Step 2 and marked it as ready to submit, you will return to the Main Menu by selecting Main Menu in the green underlined links at the top of the page.
Once Step 2 has been marked as Ready to submit, the Main Menu displays a summary of the data entered along with the personnel and program expenditures derived from the entered data.
Once documentation has been uploaded for each encumbrance, or if you do not have any encumbrances, Step 3 should be ready to be marked as “Ready to Submit."
You can return to the Main Menu by using the “breadcrumbs” at the top of the page.
Similarly to Step 2, Step 3 on the Main Menu now presents a summary of the data entered. If any data needs to be updated, select “Click to Edit Form.”
Now you will notice that the Step 4 section in the Main Menu displays a summary of the data you have just entered, including the comments entered in the notes field.
Once submitted, large red text will appear that states, “This report has been submitted” and Steps 2, 3, and 4 will display as “Submitted” in green text where it once read, “Ready to Submit!”
You may no longer edit a form once it is submitted. If you have submitted a form by mistake, please contact the DLGF at firstname.lastname@example.org.
Congratulations! You have successfully submitted your SB 131 Report for Solid Waste Management Districts. If you have any questions, please email the Gateway inbox at email@example.com.