The Fiscal Officer Support section was created to present answers to many of the financial questions you will face as a fiscal officer. It will provide information regarding the establishment and maintenance of your account (Budget Purpose) as well as instructions to help you extract financial reports from AIS. An AIS Help area has also been included to assist you with training and other tasks performed using this system.

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 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 unit that applies to your area of responsibility. If after you've completed the courses and you still don't feel comfortable working with AIS, contact Loren Cook (lcook@siu.edu) and he will setup further training tailored to your specific needs.

Fiscal Officer / Delegate Inquiry & Reporting Guide

The Fiscal Officer / Delegate Inquiry & Reporting Guide was created as a training document for new fiscal officers and delegates. Through this course, staff should learn query and reporting methods integral to AIS core financial modules. This guide covers the following areas:

• AIS Overview
• Navigation Overview
• Supplier Inquiry
• Supplier Inquiry Scenarios
• Invoice Overview
• Invoice Inquiry
• Account Inquiry
• Funds Inquiry
• Introduction to GL Reports
• Oracle Standard GL FO Reports
• SIU Custom GL FO Reports

AIS User Account Information

e-Forms

Forms that are specific to AIS user accounts are listed as links below along with a short description of each. If you are new to AIS and would like to request an ID please complete the 'Request for New User Access to AIS' form. If you are dealing with an existing AIS user and would like to change or revoke their responsibilities, complete the 'Request for Change In Existing AIS Responsibilities' form. If you will be acting as a Fiscal Officer Delegate you must complete the form called 'Temporary Delegation of Fiscal Officer Authority'.

New User Access To AIS

New AIS users must complete the 'Request for New User Access to AIS' form. If the new user is going to be acting as a Fiscal Officer Delegate they must also complete the 'Temporary Delegation of Fiscal Officer Authority' form, which can be found below. Detailed instructions have been created to help you complete the form, and a table describing the different responsibilities is listed at the bottom of this page. Here are links to both the form and instructions.

Request for New User Access to AIS Form

Detailed Instruction for New User Access

Change or Revoke An Existing AIS User's Access

Changing or revoking an existing user's access to AIS can be done with the 'Request for Change In Existing AIS Responsibilities' form. Detailed instructions have been created to help with these processes, and a table outlining the different responsibilities is listed at the bottom of this page. Here are the links needed to access this form and instructions for changing or revoking AIS access.

Request for Change In Existing AIS Responsibilities Form

Detailed Instructions to Change User Access

Detailed Instructions to Revoke User Access

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.

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.

NOTE: The Financial Review Checklist is now available to assist departments with documenting the monthly review of financial records. New audit standards may result in departments being asked to provide evidence of their review of financial information. Departments need to ensure that they maintain sufficient evidence of review because if documentation cannot be provided to the auditors it may appear that a review has not been completed.

Cash Balance

None of the current reports provide an account's cash balance. Instructions for inquiring in AIS for an account's cash balance may be found under "How to look up a CASH BALANCE".

The Funds Available Report includes accrual entries for Purchasing and Accounts Payable transactions. These entries may increase or decrease an account's expenditures, but will not affect an account's cash balance.

How to run Fiscal Officer Reports

Detailed descriptions of all Fiscal Officer Reports:

• 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