how to use the gateway budgets application in 2014 ryan burke program coordinator 1
TRANSCRIPT
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How to Use the Gateway Budgets Application in 2014
Ryan BurkeProgram Coordinator
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Gateway Budget Form Updates
• 2015 Budget Forms are Live!
• Users can login to prepare units for budget season: gateway.ifionline.org
• Still under development, some new features coming soon!
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Gateway Budget Form UpdatesPay 2014• County Council Review Worksheet in Gateway• Error Prevention Report added to help officials
catch common mistakes• 1782 Notice Recipients Form
Pay 2015
• Partial online Notice to Taxpayers• Error Prevention Report printing in development• Possible Form 3 uploads from Workshops• Many smaller updates as well! 3
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Public Data Site & Logging In
4http://gateway.ifionline.org
Click to access login
page
View units’ reports
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Getting Started: Log-In
5
Login
If you need assistance logging in please select “Forgot your password” or email [email protected].
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Select Application
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Select Budgets
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Select Unit
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Select your unit name
Previous years available for your reference
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Unit Main Menu
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Click to add funds, depts, debts, or revenues
New Form Status and Due Date Displayed
View forms
Upload Signed Form 4 and Proof of Publication
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Customize Unit
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Customize Funds
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•Units should find funds from last year rolled into Gateway Funds List
•Review funds that have rolled over and add/delete as necessary
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Customize Funds
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Customize Departments
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• Not all units are departmentalized
• If applicable, departments rollover from the previous year
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Customize Departments by Fund List
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Click the “Pencil and Paper” Icon to link departments to each fund
• All fund/department linkages from last year with line items entered in Form 1, should have rolled over.
• Fund/Departments linkages without line items entered on Form 1 may have been removed from the Customize Departments by Fund List.
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Customize Departments by Fund List
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Funds and departments (program accounts) need to be linked together in order to set up Forms 1 and 4A for departmentalized units.
Check boxes to link departments to the fund
Click “Update Record” when finished
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Customize Revenues by Funds
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Select revenue code category
Click to add
revenue
Revenues rollover from the previous year
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Customize Revenues by Funds
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Revenue Codes and funds need to be linked to set up the Form 2
Check boxes for funds receiving the revenue
Click “Update Record” when finished
Choose revenue code
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Customize Debts by Fund List
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Click the “Pencil and Paper” icon to link debts to the debt service fund
Debt/Fund linkages should rollover from last year, unless they have been marked as retired
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Customize Debts by Fund List
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Similar to departments and revenues, debts need to be linked to funds to set up the Debt Worksheet
Check boxes for debts to be repaid from the selected fund
Click “Update Record” when finished
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Budget Form Menu
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Click to edit
New Flow Chart Link
Click for User Guides
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Budget Data Flowchart
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Form 1
Form 2 Form 3
Form 4
Form 4A
Form 4B
Current YearFinancial
Worksheet Debt Worksheet
Debt Management
County Council Review
Worksheet
Published Column
Published Column
Adopted Column
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Form 1: Budget Estimate
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•All line items except Capital Outlays have been carried over from the previous year
•Linkages between fund and departments have been carried over where line items were previously entered
•New feature to copy all published amounts, for all funds, to the adopted column
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Form 1: Budget Estimate
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Select fund & department
Choose expenditure category
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Form 1: Saving Amounts
23Click “Save” after entering your amounts
Enter published amounts
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Form 1: Adding Line Items
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Select your sub-category, enter a line item code, description and amount
Click “+ ADD” button after entering your new line item
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Form 1 can be exported by the selected fund or all
Exporting/Printing the Form 1
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Exporting/Printing the Form 1Form 1 can be exported into
Excel and other formats
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All published amounts, for all funds, can now be easily copied to the adopted column
Form 1: Budget Estimate
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Form 2: Estimate of Misc. Revenues
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•While Form 2 has not changed, it is important to review the revenues carried over from last year
•Adding/deleting revenues occurs in “Customize Revenue” section, whereas entering amounts of revenues occurs on the Form 2 directly
•Column B has been removed for R105 LOIT Levy Freeze and R123 CAGIT Property Tax Replacement Credit
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Form 2: Estimate of Misc. Revenues
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Select fund
Choose revenue category
Revenues can be added/deleted in “Customize Revenue”
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Form 2: Saving Amounts
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Enter amounts for both time periods
Click “Save” after entering amounts
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•Form 4A is very easy to complete after entering data in Form 1
•Whenever a change/correction is made to Form 1, be sure to re-pull the data into Form 4A
•This will often consist of pulling in the Form 1 published amounts initially and then re-pulling data once the adopted amounts are entered
Form 4A: Budget Report
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Form 4A: Pulling in Data
32Double check the totals
Click to pull all data from Form 1
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Current Year Financial Worksheet
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Formerly called “Line 2 Worksheet”
Select Fund
Enter data and save
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Debt Worksheet
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Select fund
Click on the debt name
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Debt Worksheet
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Select payments for each time period by checking boxes
Data comes from Debt Management
Save
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Debt Worksheet
36Selected payments are populating each time period
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Form 4B: Budget Estimate, Financial Statement, and Proposed Tax Rate
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Select fund
Enter Net Assessed Value for fund
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Form 4B: Budget Estimate, Financial Statement, and Proposed Tax Rate
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Pull data from other forms
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Form 4B: Budget Estimate, Financial Statement, and Proposed Tax Rate
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Manually enter data in lines 11-17 and save…
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Form 4B: Budget Estimate, Financial Statement, and Proposed Tax Rate
…or have the Gateway Calculator help! Enter the selected field and
save
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Form 4B: Populating the Adopted Column
All published amounts for all funds can now be copied to the adopted column with a single click!
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Error Prevention Report
42
Click to view the Error Prevention Report
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Error Prevention Report
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Click to view the affected funds
New printing feature!
Now checks for errors automatically!
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Error Prevention Report
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Please check for errors before:•Advertising•Submitting the County Council Review Worksheet•Adopting•Submitting
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County Council Review Worksheet
45
Click to pull in values from Form 4B
Or manually enter amounts
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County Council Review Worksheet
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Submit by September 2, 2014
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Form 3: Notice to Taxpayers
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Click to fill in paragraph values
Online advertising
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Form 3: Notice to Taxpayers
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Your Budget Field Representative may be able to assist with obtaining maximum
levies
Fill in paragraph values
Click “Update Record” when finished
New question for online advertising
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Form 3: Notice to Taxpayers
49Paragraph values are now completed
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Form 3: Notice to Taxpayers
50Pull from Form 4B or enter data manually
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Form 3: Notice to Taxpayers
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Click to preview online advertisement
Mark as “Ready to Submit”
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Form 3: Notice to Taxpayers
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Submit to fulfill online advertising
Must be submitted by:
•September 13 &
•10 days before the public hearing
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Form 4: Ordinance/Resolution for Appropriations and Tax Rates
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Click to fill in paragraph values
Click “Update Record” when finished
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Form 4: Ordinance/Resolution for Appropriations and Tax Rates
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Home-rule fund budgets can been pulled from the adopted column of Form 1 or entered manually
Values pull from lines 1, 16, and 17 of the adopted column of Form 4B
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Form 4: Ordinance/Resolution for Appropriations and Tax Rates
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Enter a voting board/council member and click “+ADD” to save. Repeat until all are added.
Cities, Towns, and Counties must attest. Cities will also add their Mayor.
Review your Form 4 information and amounts and mark as ‘Ready to Submit’
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Exporting/Printing the Form 4
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Print for adoption meeting
Select Print/View in PDF
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1782 Notice Recipients
57
Select Add to save
Phone Number (Optional)
(555) 123-4567
(555) 765-4321
Mark as Ready to Submit
Sign the form
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Signing/Submitting the Forms
58
Click to Submit
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Upload Budget Documents
59
Select file type
Enter Description
Select browse to locate your document
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Upload Budget Documents
60
Select your file
Select “Open” to finalize your
selection
Select “Upload File”
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Upload Budget Documents
61
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Gateway Resources
• User Guides• Information Icons• Videos• Email• Call
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Contact the Department
• Email: [email protected]
• Telephone: (317) 232-3777
• Toll Free: (888) 739-9826
• Website: www.in.gov/dlgf• “Contact Us”: www.in.gov/dlgf/2338.htm
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