Tips & Shortcuts for Schools Entering Budgets into Gateway

By Belvia B. Gray, CIPFA, Manager, September 7, 2012
Articles: Schools Related, Latest News

The Department of Local Government Finance (DLGF) launched the Gateway program last year, which required all taxing units (except schools) to input and submit their budgets electronically. This year, schools are also required to submit budgets electronically.

Gateway is the result of collaboration between the DLGF and the State Board of Accounts to create a repository for local government information such as budgets, outstanding debt, historical financial data and assessed values. The Indiana Business Research Center, as a part of the Information for Indiana Initiative, maintains the site.

Some tips and tricks for entering budget information into the Gateway program are below.

The Department of Local Government Finance (DLGF) launched the Gateway program last year, which required all taxing units (except schools) to input and submit their budgets electronically. This year, schools are also required to submit budgets electronically. Gateway is the result of collaboration between the DLGF and the State Board of Accounts to create a repository for local government information such as budgets, outstanding debt, historical financial data and assessed values. The Indiana Business Research Center, as a part of the Information for Indiana Initiative, maintains the site.

Some tips and tricks for entering budget information into the Gateway program are below.

Form 1 – Budget Estimate

• Work with your financial software vendor to create a file that can be uploaded into Gateway. This is the most time-intensive form, especially the first year because all line items for all funds must be entered. This information will already be populated for 2014 and thereafter. The DLGF also has provided schools with a “crosswalk” table for object codes.
• Flexibility on the amount of line item detail provided. Information may be entered based upon chart of accounts hierarchy. For example, you may use “11000 – Regular Programs” or “11050 – Full Day Kindergarten,” depending on the level of detail desired.

Debt Worksheet

• If the school district is planning to issue debt through the end of the year, it should be included as “Anticipated Debt Service.” If the proposed bonds are not closed prior to the taxing unit’s budget adoption meeting, the estimated payments can be included as separate line items on the debt service worksheet. Once the bonds have closed, this information will be updated in Gateway through the Debt Management section.
• If the school district is planning to refund any debt through the end of the year, this information will change after the revised amortization is submitted through Debt Management. It may be helpful to notify your DLGF field representative about the anticipated change.

General Tips & Shortcuts

• Save often! There are options to save on each tab.
• Use the menu links. Don’t use the “back” button on your web browser. You could lose your work. These are the links at the top of the page – Select Unit >Unit Main Menu>
• Check the spelling of words AND the math computation on all documents. There are many calculations that pull through automatically in the program; however, the information cannot be updated after it is submitted.

If you have questions or would like help in analyzing whether rate changes might promote water conservation in your community, please contact us at footnotes@umbaugh.com.

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Information in this article was believed current as of the date of publication. As you know, changes occur frequently. The information presented is of a general educational nature. Before applying to your specific circumstances, please contact us at footnotes@umbaugh.com.