COM OMPTROLLER PTROLLER CON ONNE NECT CT TO SUBMIT AN AFR P R - - PowerPoint PPT Presentation

HOW TO USE COM OMPTROLLER PTROLLER CON ONNE NECT CT TO SUBMIT AN AFR

P R ES E N T E D BY: O F F I C E O F T H E CO M P T RO L L E R LO C A L G OV E R N M E N T D I V I S I O N

COMPTROLLER CONNECT - INT INTROD ODUCTI UCTION ON

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Toll-Free Local Government Assistance Hotline (877) 304-3899 www.illinoiscomptroller.gov

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Not

• te:

: Once e the original ginal passwor

• rd given

en to to you u by the Local al Gover ernm nmen ent Divis vision ion is entered, red, you will l be immedia diately ely required uired to to chang nge e it. Pleas ase e make e it somethi thing g you u will remem ember er or write e it dow

• wn since

e it will l be good until il the next years passwords ds are mailed ed

• ut in June

e or July. .

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FEI EIN N que uesti tion

• n will displa

lay y what at was sub ubmit mitted ed from

• m previous

vious FY 2015. 5.

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Not

• te:

e: You will not

• t be able

e to proceed ceed beyond nd this s page without

• ut an email

address.

• ss. The

e same e e-mai ail address ss may be used d for all conta tacts cts

AL ALL L the fields in the Contact Information section for each contact type are at the top of the screen. Please se make e sur ure inform

• rmati

tion

• n is correct

rrect for all con

• nta

tacts cts and the e best st wor

• rkin

king phon

• ne

e num umbe ber.

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If this is incorrect correct or has changed nged, , please se up upload ad or email ail a copy y of the e ordina dinanc nce and board d minu nutes approving ving the e change. nge.

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NEW EW MEN ENU FORMAT T Navigation menus are now at the top of each screen and will build as you complete each step.

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EAV = Equ qual alized zed Asses essed sed Valu luat ation

• n of all

l proper erty ty with th your r gover ernm nments ents juri risdicti ction.

• n.

You can also so call ll your r County nty Clerk or Assessor’s office. 21

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• Do not
• t list the

Primar ary y Government rnment

• r Funds

s here! ! Thes ese e approp

• pria

riatio ions are inp nput ut on Step 6

• Do not
• t enter

er funds s such as Join int t Bridg dge, e, Perm erman anent t Road ad, , Town n Fund nd, , Equ quipm ipmen ent, , Water er & Sewer er, , Gener eral al Assistance, istance, et etc. These ese funds s shoul uld be inclu luded ded in Step ep 8.

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What t is th s the e differen erence ce bet etwee een n a F FUND UND and a COM OMPONENT NENT UNIT? IT?

• A F

A Fun und d is not a governme ernmental ntal un unit. . Fun unds ds are crea eated ed throu

• ugh

gh an

• rdinanc

inance or legisla slati tion

• n crafted

ed by the e primary y or state e govern ernme ment. nt.

• Specia

cial Fun unds ds often n rest strict ict what at monies nies can pay for services vices and d it prohibits hibits the e movem ement ent from

• m one

e fun und d to anoth

• ther

er with thout

• ut the

e approval al

• f the

e un unit of governme ernment. nt.

• A C

A Compon ponen ent t Un Unit t is a l legally ally separat rate e un unit of governm ernmen ent that t repor

• rts

ts its financ nces s with h the e primar ary y un unit of governme ernment. nt.

Illinois State Law requires your unit’s legislative body to provide a budget or appropriation in order r for your local government nment to spend nd funds nds. . An appropri

• priati

tion

• n is

s usua ually in the form m

• f a bu

budget et ordina nanc nce. . State statu atutes es furth ther r requ quires s that t expenditure nditures s do not

• t exceed appropri
• priati

tions ns. . (Line ne 270). If you do not

• t have an appr

propria priati tion,

• n, then

n you should uld provi vide de your expenditur nditure amount nt and an explana nati tion.

• n. Levies

es are not

• t legal appropr

priati ations ns or budgets ets and there refore

• re should

uld not

• t be

included. uded.

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BLENDED ED COMPONENT ENT UNIT:

• The component unit’s governing body is

subst stanti ntively y the same as the governi ning ng body of the primar ary y unit

• The comp

mponen nent t unit t provide vides s servi vice ces s enti tire rely, , or almost t enti tire rely, , to the prima mary unit t or ot

• therwi

wise se benefits ts the primar mary y government, nment, even thoug ugh h it does not

• t

provide vide servi vices es dire rectl ctly to it. .

• If a c

comp mpone nent nt unit t is a bl blended ed comp mpone nent nt unit, , its ts fina nanci ncial data should uld be bl blended ed with th the primar mary y government’s data and SHOULD NOT be reported in the “Discretely Presented Component Units” column.

• All comp

mponen nent t units ts that t are not

• t blended

d are discr scret etely y prese esent nted d units ts. DISCRET ETEL ELY PRESENTED ENTED COMPONEN NENT UNIT: :

• Most

t comp mpone

• nent

nt unit t data (for r all those se that t are not

• t blende

ded) d) should uld be i include uded d with that of the primary government’s “discrete presentation.”

• Discret

screte present sentati tion

• n entails

ls reporti ting ng comp mpone nent nt unit fina nanci ncial data in the last column labeled “Discretely Presented Component Units.”

24 NOTE: TE: All l Road ad and Bridge ge distr stricts ts are blend ended ed component ponent units ts. . If you repor

• rt

t Pension sion Funds as component ponent units ts (inst nstead ad of as funds) s) they y shoul uld be present esented ed as blend ended ed component ponent units. ts.

If the e Primary Governm ernmen ent t does es NOT bud udge get t or levy vy taxes, es, enter er the e unit’s TOTAL EXPENDITURES

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Tot

• tal

al expend penditu tures res here re shou

• uld

ld match ch with h the e Tot

• tal

al Ex Expenditures enditures listed ed

• n Line

ne 270

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FUNDS: DS: An accounting entity with a self-balancing set of accounts in which financial resources, related

liabilities and residual equity or balances, are recorded and segregated for specific activities or to attain certain

• bjectives in accordance with regulations, restrictions or limitations.

A government is not limited to the number of funds it may have, but should use the least number of funds possible. Should be classified into SEVE VEN FUND D TYPES ES as listed below for the AFR:

• CAPITAL PROJECTS

JECTS FUND: D: (Not

t Requir ired ed)

Fund created to account for financial resources to be used for the acquisition or construction of major capital facilities (other than those financed by proprietary and trust funds).

• DEBT

T SERVI VICE E FUND ND (Sinki

king Fund): ): (Option tional) al)

Fund established to account for the accumulation of resources for the payment of general long-term debt principal and interest. Debt service funds are required if they are legally mandated and/or if financial resources are being accumulated (over several years) for principal and interest payments maturing in future years.

• ENTERPRI

ERPRISE SE FUND: D:

• Fund established to account for operations financed and operated in a manner similar to private

business enterprises (for example, water, gas and electric utilities; airports; parking garages; or transit systems).

• Fund established because the governing body has decided that periodic determination of revenues

earned, expenses incurred and/or net income is appropriate for capital maintenance, public policy, management control, accountability or other purposes.

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• FIDUC

DUCIAR ARY FUND: D:

Fund established for governments to hold or manage financial resources in an agent or fiduciary

• capacity. A single trust and agency fund type is used to account for a government's fiduciary activities.

It is subdivided into five "sub-fund types“; non-expendable trust fund, the expendable trust fund, the pension trust fund, the investment trust fund, and the agency.

• GENERA

ERAL FUND: D:

Fund used to account for all financial resources, except those required to be accounted for in another

• fund. All of a government's financial activities should be accounted for in the general fund unless

there is a compelling reason to report them in some other fund types (e.g., legal requirements). A government may never report more than one general fund. The general fund can be composed of several different accounts. All accounts are general funds unless a specific ordinance provides that funds or accounts are restricted as a special fund. However, if you have a Blended ed Comp mponen

• nent Un

Unit with a general fund, record that fund under the Special Revenue Fund column. (Most funds for Road and Bridge districts should be recorded under the Special Revenue Fund Column.

• INTERNAL

TERNAL SERVIC ICE E FUND: ND:

Fund used to account for the financing of goods or services provided by one department or agency to

• ther departments or agencies of that government, or to another government.
• SPECI

CIAL AL REVENUE ENUE FUND: D:

Fund used to account for the proceeds of specific revenue sources (other than expendable trusts or major capital projects) that are legally restricted to expenditure for specified purposes. . (NOTE TE: Grants are commonly reported as special revenue funds, However, if a grant is restricted to capital construction or acquisition for general government purposes, report to those funds.)

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• ACCO

COUN UNT T GROU OUPS:

• Accounting entities used to establish fixed assets and the unmatured principal of general long-

term debt, including special assessment debt, for which the government is obligated in some manner to pay in the future. Also, the long-term portions of claims, judgments, compensated absences and unfunded pension contributions not reported in proprietary or trust funds.

• Account Groups are not Funds, they are used to present fixed assets or long-term debt.
• If your government has fixed assets or long-term debt (that are not considered funds available for

spending) this is the appropriate designation to indicate those accounts. Account Groups are defined as accounting entities used to establish control over and accountability for the governments general fixed assets and the unmatured principal of it’s general long term debt, including special assessment debt for which the government is obligated in some manner. Account Groups are dissimilar to funds in that they are not used to account for sources, uses and balances

• f expendable available financial resources.

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Not

• te:

e: Local Governmen ernments ts that t have e imp mplemen emented ed GASB B 34 should d NOT T have accoun

• unt

t groups ps.

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COMPTROLLER CONNECT

• FI

FINANC NANCIAL IAL IN INFOR ORMA MATION TION

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Toll-Free Local Government Assistance Hotline (877) 304-3899 www.illinoiscomptroller.gov

Not

• te:

e: Lines es/Cod /Codes 101t 1t and 102t t refle lect all funds availab ailable le at the end d of the current t fiscal l year ar. .

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Reser served Funds s – Those

• se moni

nies es comm mmitt tted ed to pay for r a specif ecific

• bli

ligation. ation. Un Unres eser erved ed Funds - Mone

• ney avai

vailabl lable e to pay any approved ed expense ense. 36

Not

• te:

: If your governm ernment ent has not

• t adop
• pted

d GAS ASB B 34, , the e column mn tot

• tals

ls on Line ne 145 5 (Total tal Liabi bilities lities and Eq Equi uity) y) mus ust t equa ual the e colum umn tot

• tals

als on Line ne 310 0 (Cur urre rent nt Year r Fun und d Balance ce). ).

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Reven enues es and recei ceipt pts s from

• m all

fun und d sour urces ces should

• uld

be listed ed in the e reven enue e se secti tion

• n

(lines nes 201 1 – 236). 6).

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40 Not

• te:

e: Any line ne item em that t ends s with th a (___t) __t) is the sum m of all ll sub- catego egories ries (a,b, b,c...) ) with th the same me number

• ber. This

is tot

• tal

aled ed autom

• mat

aticall ally y and can n only ly be modifi fied ed by chang nging ng the number bers in the e sub- categories egories.

Al All items ms with th (Ex Explai ain) n) need ed to be det etail iled ed on Ex Explanati nation

• n page.

e.

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Not

• te:

e: Expenditu enditures res should uld be recorded ded by program m or functi ction.

• n. All

accoun

• unts

ts that requi quire e more det etailed ailed reporti ting ng have a lower er case e let etter er after er the Code e number er (e.g.

• g. Code

e 251a). ).

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Not

• te:

: If you recor cord d any fun unds ds un under der Debt t (Code

• de

259) ) you u mus ust t also comple plete the e “Statement of Indebtedness” secti tion.

• n.

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Not

• te: Tot
• tal expendi

nditures ures shoul uld d not

• t be g

greater er than n your TOTAL APPROPRIATION IONS S (primar mary y government’s appropriation plus any component unit appropriations) listed in Step 5 and 6

• f the Registr

strati ation n Section.

• n. If this is

s not

• t the case, a c

correcti ction n must t be m made or an explana nati tion n must st be d det etailed. ed.

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Amounts

• unts in gray

are e autom

• matic

atically lly popula lated ed. Tran ransfers ers in and out should ld be equal. qual. Make adjus justme ments ts here e and provide ide expla lanat atio ion. If an AFR wa was s filed ed for the e previ vious s year ar, , these se will ll be e pre-pop

• pulat

lated ed. . If previo ious year ar end d balance lances s need ed to be chang anged, ed, an explanation lanation must be supplie ied.

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Not

• te:

: Cur urrent rent year r endin nding fun und d balanc nces es carry y over r to next year’s AFR. Line 307 7 (Previous vious Year r Fun und d Balance ce). ).

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Previous ious Year Principa ncipal New deb ebt this is year Principa ncipal pd. . this yr. New yr. end balanc nce

NOTE TE: This s page e is for rec ecor

• rding

ding PRINC NCIPAL AL only. . Do not

• t add

d the inter erest st to these se number bers. s.

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This s will be next xt years s beginn ginning ing balanc nce.

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53 Drop p down n menu nu has as the corre rect ct codes es for r each h expl planati anation

• n

needed

• ed. If the code

e is not

• t found

nd – use GEN N (General eneral)

Explanat nation ion

• f changes

ges and variances ances will appear ear

• r enter

ered ed here.

Not

• te:

: If this s Capital tal Ou Outlay y form rm is s compl pleted, ed, the e Comptroller’s Office will aut utoma

• mati

tica cally ly provide vide this data a to the e Censu nsus s Bur ureau au each h year. . If not t compl pleted, ed, the e Census nsus Bur ureau au will requi uire re you u to provi vide de this s inform

• rmati

tion

• n

se separa rately ely.

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Please se Not

• te!

e!

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NOTE TE: Stat ate e Statu tute e now w req equir ires es ALL spec ecial ial purpose

• se governmen

ments s with h Tota

• tal Reven

enue e less s than $850,00 ,000 to submit mit an Annual al Audi dit t ever ery 4 year ars, s, OR an AFR that has been een provide ided d to boar ard d membe mbers s and d approved d by 3/5 majo jority ity vote. e. Please ase call ll the HOTLINE TLINE with h qu question stions: s: (877) 304-3899 3899

Click ck here re for an aut utoma

• mati

tic revie iew w of the e repor

• rt

t and listing ing

• f requi

uired red corre recti ction

• ns

s or explanations anations.

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• Make sure

e that all errors s have e been een cor

• rrected

ed or expla lained ined befor

• re submit

mittin ting.

• If you need assistance or can’t clear an error, please call the HOTLINE: (877) 304-3899

3899

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DOUBLE CHECK BEFORE SUBMITTING

Comp mplet ete e the following wing trans nsacti ctions

• ns before you submit

mit you AFR:

• Print a copy of the Report before submitting.
• Audits are required if:
• Townships - if either the Primary Government or its Road and Bridge component unit has

total revenue exceeding $850,000.

• Municipalities - with a population of over 800, OR that has bonded debt, OR which owns
• r operates a utility.
• Municipalities - having a population of 200 or less, having bonded debt less than

$50,000 AND owns / operates any type of public utility must submit at least one Annual Audit during the four year range

• UPDATED

ED: State Statute now requires ALL special purpose governments with Total Revenue less than $850,000 to submit an Annual Audit every 4 years, OR an AFR that has been provided to board members and approved by 3/5 majority vote.

• If your Government had an ‘ending fund balance’ (code 310) for the previous year, that amount

must be transferred to the ‘beginning fund balance’ (code 307) for the current year.

• If your Government had an ‘outstanding end of year debt balance’ (code 423) for the previous

year, that amount must be carried forward to the ‘outstanding beginning of the year debt balance’ (code 405) for the current year.

• Use parenthesis ( ) when recording negative numbers in codes that do not already provide

them.

• It is helpful to use your current audit (if available) when filling out the AFR.

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Not

• te:

: Click k here e once e yo you are done e uploade ded d yo your Audit Report. t.

Two

• options

ions to print t from

• m View

w Work k or SSRS RS

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If changes es are necessa ssary after er submit ittin ting g the AFR, a document ment is to be upload aded ed by the govern ernment ent requ quest sting ing to reopen en the Fiscal al Year ar repor

• rt.

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TOLL OLL FR FREE HO HOTLINE INE

(877) ) 304-3899 3899

EMA MAIL: L:

LOCGO GOV@ILLIN V@ILLINOISCOMPTR OISCOMPTROLL OLLER ER.G .GOV

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Toll-Free Local Government Assistance Hotline (877) 304-3899 www.illinoiscomptroller.gov