The AIS Support section is a collection of information to help both new and existing AIS users. It brings together information to assist in running reports, acquiring financial information, establishing new user accounts, and links to various financial forms.

Fiscal Officer Reports

Accessing Fiscal Officer Reports

You must have Unit access to print a fiscal officer report in AIS. You must also have an AIS logon ID and password to access the online fiscal officer reports. It is not necessary to attend AIS training to obtain a password, but if you feel you would benefit from training please visit the AIS eLearning Web Page.

Fiscal officer reports are only available online during the month following the end of the period. For example, July's reports are available only during the month of August; the August reports are available only during the month of September. For older reports, please call 536-2351.

The fiscal officer reports for the recently closed month are usually available by the fourth business day of the next month. Accounting Services will send an e-mail to all Fiscal Officers and Delegates as soon as the reports are ready.

Detailed descriptions of all Fiscal Officer Reports can be found below:

• SIU FO/Delegate Funds Available Report
• SIU FO Funds Available - Report of Transactions
• SIUGL FO General Ledger Summary Report - Fiscal Officer
• General Ledger Summary - Report of Transactions
• SIUGL FO Encumbrance Status Report
• SIUGL FO Summary Funds Available Report

If you need assistance running one or more of the Fiscal Officer Reports please refer to the following document (How to run Fiscal Officer Reports).

Cash Balance

The Funds Available Report includes accrual entries for Procurement Services transactions. These entries may increase or decrease an account's expenditures, but will not affect an account's cash balance. In fact only the SIUGL FO General Ledger Summary Report - Fiscal Officer provides an account's cash balance, however this balance is only a snap-shot of the balance at the close of the previous month. The best way to find an account's cash balance is to do a Cash Inquiry in AIS. Instructions for inquiring in AIS for an account's cash balance can be found here (How to look up a Cash Balance).

Budget Balance

The Budget Balance is a funds inquiry which shows the available balance in each budget line. To display your Budget Balance follow these instructions (How to look up a Budget Balance).

Account Analysis

The Account Analysis is a detailed list of account activity based on either a single period or a range of periods. Running an Account Analysis is easy if you follow the steps provided in this document (How to run an Account Analysis).

Federal Work Study Funds Available

An inquiry of Federal Work Study is done to show the available Federal Work Study budget balance. Instructions have been included in the following document (How to lookup Federal Work Study).

AIS Object Code Listing

Select this link to use the AIS Object Codes search page.

Establishing and Maintaining A Budget Purpose Or Unit

Establishing and maintaining an account can seem like a complicated ordeal.  To help you deal with the most common tasks, we have broken them down into two groups below; 'Establishing A New Budget Purpose or Unit' and 'Maintaining An Existing Budget Purpose Or Unit'.

Establishing A New Budget Purpose or Unit

The "Request New Budget Purpose or Unit / Change in Budget Purpose or Unit" form can be used to establish a new Budget Purpose or Unit. Links to detailed instructions are provided below, which will guide you through these processes.

• Request A New Budget Purpose
• Request A New Unit

Maintaining An Existing Budget Purpose Or Unit

The "Request New Budget Purpose or Unit / Change in Budget Purpose or Unit" form is also used in the maintenance of an existing Budget Purpose or Unit. Listed below are links to instructions, which will help you with these common tasks.

• Replace a Fiscal Officer
• Replace a Unit Officer
• Move a Budget Purpose to another Unit
• Change a Budget Purpose title
• Change the name of an existing Unit
• Discontinue a Budget Purpose
• Discontinue a Unit

AIS User Access

e-Forms

The 'AIS User Form' is used to request or revoke access to the Administrative Information System (AIS). If you will be acting as a Fiscal Officer Delegate you must complete the form called 'Temporary Delegation of Fiscal Officer Authority'.

To Request Access To AIS

Users requesting access to AIS must complete the 'AIS User Form.' Detailed instructions have been created to help you complete the form and a table describing ther responsibilities is listed at the bottom of this page.

Special Note: If the AIS User is requesting Delegate access, a corresponding 'Temporary Delegation of Fiscal Officer Authority' form must be on file in Accounting Services for the designated accounts. If it is not, one must be completed before access will be given.

AIS User Form

Detailed Instruction to request access using the AIS User Form

To Revoke User Access To AIS

Revoking User access must be done by completing the 'AIS User Form.' Detailed instructions have been created to help you complete the form.

Special Note: If Delegate Access is being revoke, a corresponding 'Temporary Delegation of Fiscal Officer Authority' Revoke Delegation form must also be on file in Accounting Services. If it is not, one must be completed or Delegation will remain in effect. Revoking the access will not revoke the delegation of authority.

AIS User Form

Detailed Instruction to revoke access using the AIS User Form

Temporary Delegation Of Fiscal Officer Authority

This form is used to authorize or revoke Fiscal Officer delegation for a budget purpose only. This does not grant authority to sign for a Fiscal Officer on anything other than the fiscal operation of a particular budget purpose. To help assist you we have included links to the 'Temporary Delegation of Fiscal Officer Authority' form and detailed instructions below.

Temporary Delegation of Fiscal Officer Authority Form

Detailed Instructions to Become a Temporary Delegate

Detailed Instructions to Revoke a Temporary Delegate

AIS User Account Responsibilities

When requesting new user access or making changes to an existing user please refer to the information below to help you decide which responsibility is right for your needs.

AIS Training

The AIS Department has developed online training courses called eLearning, which were designed to help you access AIS. This training information is self-directed and categorized for the user's needs. Please take the time to go through each training unit that applies to your area of responsibility. If you still don't feel comfortable working with AIS after you've completed the courses, contact Loren Cook (lcook@siu.edu) and he will setup further training tailored to your specific needs.

e-Forms

SIU Carbondale has a Web page called the Central Electronic Forms Library which was created to consolidate electronic forms on campus under a single format. The format used is Adobe Acrobat's portable document format (PDF) which has become the standard in electronic forms today. On this Web page you will find an index of forms along with a search utility to help you find the form you need. Detailed instructions describing how to create and publish a form as well as links to the software required to fill out a form. There is also a section with detailed information on using digital signatures.

Forms that are specific to the Accounting Services Department are listed as links below along with a short description of each.

---

Financial Transaction Forms

• AIS P-Card Correction Form
(Used to make corrections to the budget purpose or the object code of a p-card transaction.)
• Transfer Voucher
(Used to make transfers between accounts.)
• EFT Payment Notification
(Used to notify Accounting Service that an electronic funds transfer has taken place and to expect a deposit.)

---

Fixed Asset Forms

• Equipment Transfer to Surplus Property Request
(Used to provide documentation of equipment transfers to surplus property.)
• Equipment Deletion Request
(Used to provide documentation of deleted equipment.)
• Equipment Loan Request
(Used to provide documentation of equipment loans during FY08.)
• Equipment Tagging Request
(Used to request Fixed Assets to tag newly purchased equipment.)
• Equipment Transfer Request
(Used to provide documentation of equipment transfers.)

---

AIS User Account Forms

• Temporary Delegation of Fiscal Officer Authority
(Used to authorize or revoke Fiscal Officer delegation for a budget purpose only. *Note - This does not grant authority to sign for a Fiscal Officer on anything other than the fiscal operation of a particular budget purpose. To help assist you with the completion of this form we have included detailed instructions.)
• Request for New User Access to AIS
(Used by new users only to request access to AIS.)
• Request for Change in Existing User AIS Responsibilities
(Used to request additional access or revoke access to the Administrative Information System (AIS) for employees with existing user ID’s only.)

---

Account Maintenance Forms

• Request New Budget Purpose or Unit / Change in Budget Purpose or Unit
(Used to request or discontinue a Budget Purpose Value or Unit, replace a Fiscal Officer or Unit officer, move a Budget Purpose to another Unit, change a Budget Purpose title, or change the name of an existing Unit. To help assist you with the completion of this form we have included detailed instructions.)