FRIS INQUIRY

(Financial Reimbursement Information System)

Illinois State Board of Education

www.isbe.net

Updated April, 2017

Funding and Disbursement Services Division

Division Phone: 217/782-5256

Purpose:

The Financial Reimbursement Information System (FRIS) Inquiry is a view only system that contains state and

federal grant, expenditure and disbursement information for all local education agencies that receive funding

by the Illinois State Board of Education. The FRIS Inquiry system is updated in real-time and allows the general

public access to all education grants distributed by ISBE as well as the ability to run and extract reports.

Questions regarding the FRIS Inquiry system may be directed to Kim Lewis (klewis@isbe.net) in the Funding

and Disbursement Services Division at 217/782-5256.

Financial Reimbursement Information System (FRIS) Inquiry Quick Help How to Get There:

From ISBE Home Page: WWW.ISBE.NET FRIS Inquiry (see System Quick Links below State seal)

Instructions:

Choose Project Year (defaulted to current Fiscal Year) Contains Field: Enter RCDT Code (NO DASHES) or Entity Name

(If partial information entered – select appropriate entity from search results)

Project Information: -Click on “Display Projects” button to view all projects for selected entity -Search Results Screen: click on # column or program code of project you wish to view more detailed information

-Project Summary Screen: most current information on file at the Illinois State Board of Education for

the selected project -Click for Details: to view more details (if applicable)

Payment Information: -Choose: - Recipient: entity responsible for administrating project, or

- Payee: entity receiving funds for distribution to participating entities/recipients -Click on “Display Payments” to view entities receiving payments based on the information entered

above -Recipient/Payee Payment Screen: click on RCDT code of entity you wish to view more detailed

information -Voucher Search Screen: enter EITHER: Voucher Number, Date Range or Voucher Amount (see format)

-Date Range: Default sort order = by descending voucher date -Date Range: Sort by Program Code = sort by Program Code in descending voucher date order

-Date Range: Sort by Processed Date = sort by date processed by Comptroller in descending date

order -Voucher List Screen: list of vouchers based on the information entered above -Click on Voucher Number to view more detailed information

-Recipient/Payee Payment Screen: detailed payment information based on the information entered

above (Date payments released from the Comptroller's Office included) Reports:

-Click on “Project Based” to view reports based on project specific information -Click on “Summary Reports” to view reports based on program summary information

-select program -hover over Report Description to view detailed description

Click on HELP link for more detailed instructions, field descriptors and instructions on the Comptroller’s web site Click on Content Summary link for outline of all information included on this site Click on CONTACT US for comments/questions/issues regarding the content of FRIS Inquiry Information is updated instantaneously Information is view only Questions: Funding and Disbursement Services Division at 217/782-5256 or email Kim Lewis klewis@isbe.net

1. Project Year:

1. Choose a project year using the drop-down selection

2. History back to 1995

2. Contains:

1. Enter Region-County-District-Type (RCDT) Code or Entity Name

a. Do not use dashes if entering the Region-County-District-Type code

b. Entity name-not case sensitive

2. Not required if requesting Summary Reports

3. Display Projects button (see page 5):

1. Based on the information entered, all projects will be displayed

2. If multiple entities meet the criteria entered, multiple results will be displayed to narrow search

3. Click on red, underlined link for further information

4. Display Payments button (see page 13):

1. Choose recipient (defaulted) to see payments made to the fiscal agent

2. Choose payee to see payments made to an intermediate entity (treasurer, ROE)

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3. Payments will be displayed based on information entered (voucher number, date range or

voucher amount)

4. Click on red, underlined link for further information

5. Reports:

a. Project based button (5a): a list of reports will be displayed that pertain to the specific entity

entered (see page 16)

b. Summary Reports button (5b): a list of state-wide reports will be displayed based on program

requested (see page 19)

6. Contact Us:

Ask a question or report any problems with FRIS Inquiry

Display Projects Button – Item #3 From FRIS Inquiry home screen:

A. Project Year: Choose a project year using the drop-down selection

B. Contains: Enter RCDT Code (NO DASHES) or Entity Name

C. Click on Display Project Button

Search Results:

1. All projects that meet criteria entered will be displayed

2. Red, underlined items are a link to further information

3. Program codes that begin with “3” are state-funded programs

4. Program codes that begin with “4” are federally-funded programs

5. If there is a project description associated with a project, hovering over the red, underlined link to

display the project description

Project Summary Screen

A. Last Update Date: Most current date

B. Project Year: As chosen from the home screen

C. Program Code: As chosen from the search results screen

D. Region-County-District-Type code: Reflected from home screen

E. Sub Program code: Reflected from home screen

F. Sub-Program description: Reflects description if entered into the FRIS production system

G. Recipient Name: Reflected from home screen

H. Payee Name: Reflects the payee from FRIS production

I. Program Name: Reflects the program chosen from the search results screen

J. Contact Information: reflects contact information entered by the recipient

NOTE: If the Contact Information is incorrect, please contact Funding and Disbursement Services Division

at 217/782-5256 or via the Contact Us link on the home screen

General Information:

A. Project Begin Date: The calendar date at which a grant recipient may begin to conduct activities and

encumber obligations that will be charged to a state or federal grant

B. Project End Date: The calendar date at which a grant recipient must end all activities and encumber

obligations that will be charged to the state or federal grant

C. Adjusted Amount: Reflects any financial adjustment – primarily an audit

D. Refund Due: Amount due ISBE due to overpayment or financial adjustment

Allotment:

A. Prepayment: As applicable to the program chosen, these are funds that are received but not expended

at the end of the federal project grant period as calculated by the final expenditure report submitted

by the grant recipient. If permissible, a prepayment may be carried over into the next project year and

amended for by the grant recipient

B. Carryover Allotment: As applicable to the program chosen, these are funds that are not obligated or

expended by the grant recipient of a federal grant at the end of the project period. When permitted,

the grant recipient may apply to the ISBE to utilize these funds in the next project period

C. Current Year Allotment: As applicable to the program chosen, these are funds allocated to the entity

usually based on a formula and provided in the current fiscal year

D. Total Available: As applicable to the program chosen, these are the total funds available (i.e. Carryover

plus Current Year amounts) to the grant recipient to budget and/or expend for the specified project

Disbursement:

A. Net Disbursements: Net amount of funds disbursed to the specified project

B. Disbursement details of funds disbursed to the specified project

1. EFT: Indicates funds paid electronically to bank account specified by the fiscal agent2.

2. Voucher Date: Date the voucher was created at ISBE

3. State FY-Voucher Number: State fiscal year and voucher number

4. Grant Year: Applicable to Federal programs, it is the grant year used to disburse funds

5. Actual Disbursed: Amount originally disbursed

6. Recovered Funds: Amount returned to ISBE due to overpayment

7. Net Disbursed: Net disbursement amount which includes recovered funds

8. Processed by Comptroller*: Date the voucher was processed by the State Comptroller (Federal funds

are released within the next 2 business days)

State Comptroller’s Web Site: link to the State Comptroller’s web site for further voucher information (see

page 23 of instructions for Comptroller’s site instructions)

Budget:

A. Budget Submit Date: Date the most recently approved budget was submitted to ISBE

B. Budget Approved Date: Date the most recently submitted budget was approved at ISBE

C. Total Approved Budget: Total amount of the most recently approved budget

D. Budget details of funds budgeted to the specified project:

1. Use the drop-down list to see all approved budgets submitted to ISBE (the most current

approved budget is defaulted)

2. Return to Project Summary: link to return to the project summary screen

Expenditure:

A. Final Received: Yes/No – if a FINAL expenditure report has been received/approved at ISBE

B. Expenditure Submit Date: Date of the most currently submitted/approved expenditure report to ISBE

C. For Period Ending: Date of the period through which the most currently submitted/approved

expenditure report has been reported to ISBE

D. Total Approved Expenditures: Total amount of approved year-to-date expenditures reported through

the date indicated above to ISBE

E. Outstanding Obligations: Amount of outstanding obligations reported on the most currently

submitted/approved expenditure report sent to ISBE

F. Total Approved Expenditures/Obligations: Total amount of expenditures plus any outstanding

obligations reported on the most currently submitted/approved expenditure report sent to ISBE

G. Commitment Amount: Amount reported to be needed by the grant recipient for the next month’s

expenditures on the most currently submitted/approved expenditure report sent to ISBE

H. : Expenditure report details of all expenditure reports submitted/approved for the

selected project

1. Use the drop-down list to see all approved expenditure reports submitted to ISBE

(the most current approved expenditure report is defaulted)

2. Return to Project Summary: link to return to the project summary screen

Payment Schedule

A. Project Frozen: To see why a project is frozen, click on the PROJECT FROZEN link

B. Payment Schedule Submit Date: Date the most currently submitted/approved payment schedule was

submitted to ISBE or created by ISBE based on an approved expenditure report

C. Total Approved Payment Schedule: Total amount of the most currently submitted payment schedule

by the local education agency or payment scheduled created by ISBE

D. : Payment schedule details of most currently submitted payment schedule by the local

education agency or payment scheduled created by ISBE

1. Scheduled Date: Dates each payment is scheduled to be vouchered

2. Amount (Net): Net amount to be vouchered

3. Status:

a. Scheduled: Scheduled to be disbursed

b. Disbursed (date): Date payment was actually disbursed

c. Frozen: Payment frozen (click on the red, underlined FROZEN link to see why a payment

has been frozen)

4. Processed by Comptroller*: Date voucher was processed by the State Comptroller

(released within the 2 next business day)

State Comptroller’s Web Site: Link to the State Comptroller’s web site for further voucher information

(see page 23 of instructions for Comptroller’s site instructions)

Display Payments Button – Item #4

From FRIS Inquiry home screen:

A. Project Year: Choose a project year using the drop-down selection

B. Contains: Enter RCDT Code (NO DASHES) or Entity Name

C. Choose Payment User

1. Recipient: Entity to receive funding (defaulted)

2. Payee: Intermediate fiscal entity through which funding flows

D. Click on Display Payments button

E. Enter:

1. Voucher Number: (from bank deposit information) NOTE format: 00011111

(eight digits)

2. Voucher Date Range: NOTE format: MM/DD/YYYY

A. From: Date from which vouchers are to be displayed

B. To: Date to which vouchers are to be displayed (current date defaulted)

C. Sort by: (any or both methods can be checked)

a. Voucher date (defaulted) (descending date order)

b. Program Code

c. Processed Date (descending date order)

3. Voucher Amount: NOTE format: commas, decimals, cents acceptable

A. Click GO to see results of voucher search

CLEAR clears the screen of information entered

1. Voucher Number: Voucher number of funds disbursed (click on red, underlined voucher number to

see further information – see below)

2. Source of Funds: Revenue code for source of funds (Codes beginning with “3” are State funds and

those beginning with “4” are Federal funds)

3. Voucher Date: Date the voucher was created at ISBE

4. Actual Disbursed: Amount originally disbursed

5. Recovered Funds: Amount returned to ISBE due to an overpayment

6. Net Disbursed: Amount originally disbursed minus any recovered funds

7. Processed by Comptroller: Date voucher was processed by Comptroller’s Office* (funds are

released within the next 2 business days)

8. Voucher Search: Link to go back to the voucher search screen

9. State Comptroller’s Web Site: Link to the State Comptroller’s web site for further voucher

information (see page 23 of instructions for Comptroller’s site instructions)

10. Click on red, underlined link to see more information

Project Based Reports Button – Item #5a

From FRIS Inquiry home screen:

A. Project Year: Choose a project year using the drop-down selection

B. Contains: Enter RCDT Code (NO DASHES) or Entity Name

C. Click on Project Based button

1. List of reports available based on information from the home screen

2. Hovering over the report description, pops up an itemized listing of report fields

3. Click on the red, underlined report name to select report to the screen

4. For reports requiring a date range, a screen to enter a through date will pop up

Report example:

1. Report icons:

a. Export: Extract the report to Excel, Adobe Acrobat, Word or Crystal Reports

b. Print: Print report to specified printer

c. Directional arrows: Advances between pages

d. Search: Search document for specified data

e. Zoom: Adjust size of report

2. See below for report descriptions

Project Based Report Descriptions

Report Name Report Description Summary

FRISWeb 0002a Project Freeze Report Summary of all projects for entity through

yesterday - including payment/project freeze

status.

FRISWeb 0013a Project Status Report Summary of all projects for entity through

yesterday – including field descriptors and

payment/project freeze status.

FRISWeb 0039 Vouchers Awaiting Processing

at Comptroller’s Office

Summary of STATE grants ONLY (General

Revenue Funds -001 only) which includes

program name and number, voucher number,

voucher date, and amount that has been

disbursed from ISBE and awaiting release from

the State Comptroller’s Office including sub

totals by program and a grand total.

FRISWeb 053 Summary of Payments Summary of all payments (including all project

fiscal years) for designated date range.

FRISWeb 0076 Expenditure Reports Due Summary of projects that require an

expenditure report through a specified date –

includes report status

FRISWeb 107 Budget Historical Summary Summary of historical budget/budget

amendments including date submitted, approval

status, program approval date, approved

budget total amount and last action date.

FRISWeb 0108 Expenditure Reports Historical

Data

Summary of historical expenditure reports

including expenditure amounts and outstanding

obligations.

FRISWeb 0160 District Wide Summary Summary of allotment, budget, disbursements

and scheduled payments (if applicable) for

entity.

FRISWeb 0550 Project Expenditure Summary Summary by project – by function/object.

Summary Reports Button – Item #5b

From FRIS Inquiry home screen:

A. Project Year: Choose a project year using the drop-down selection

B. Click on Summary Reports button

These reports include all participants within the chosen program (state-wide)

C. From the Program Selection list (drop-down), choose a program in which to view

D. Click Go

E. Depending upon which program is selected, the appropriate report(s) will be available for selection

1. Hovering over the report description, pops up an itemized listing of report fields

2. Click on the red, underlined report name to select report to be sent to the screen

3. For reports requiring a date range, a screen to enter a through date will pop up

4. See below for report descriptions

State Wide Summary Report Descriptions

Report Name Report Description Summary

FRISWeb 0002 Program Freeze Listing Summary projects in a selected program - including

payment/project freeze status.

FRISWeb 0003 Project Listing Summary of all projects in a selected program –

includes total funds available, budget, disbursed,

expended, and obligated.

FRISWeb 0008 Total Allotment/Budget Comparison Summary of all projects in a selected program –

compares total funds available to budget with

difference.

FRISWeb 0018 Project Start/End Date and Budget Summary of all projects in a selected program –

includes project start/end dates and budgets.

FRISWeb 0018g Project Start/End Date and Allotments

(NB)

Summary of all projects in a selected program –

includes project start/end dates and allotments.

FRISWeb 0056 Program Expenditure State Wide

Summary

State wide summary – by function/object-compares

budget to expenditures, difference and percent of

difference. Includes state wide cash summary.

FRISWeb 0056g Program Expenditure State Wide

Summary (NB)

State wide summary – by function/object-compares

allotment to expenditures, difference and percent of

difference. Includes state wide cash summary.

FRISWeb 0060 Project Budget/Expenditure Comparison Summary of all projects in a selected program –

includes total funds available, compares budget to

expenditures with difference.

FRISWeb 0061 Net Disbursement/Expenditure

Comparison

Summary of all projects in a selected program –

compares total net disbursements to expenditures

with difference.

FRISWeb 0061d Actual Disbursement/Expenditure

Comparison

Summary of all projects in a selected program –

compares total actual disbursements to expenditures

with difference.

FRISWeb 0063 Net Disbursement/Budget Comparison Summary of all projects in a selected program –

compares budget to net disbursements with

difference.

FRISWeb 0063d

Actual Disbursement/Budget

Comparison

Summary of all projects in a selected program –

compares budget to actual disbursements with

difference.

FRISWeb 0063g Net Disbursement/Allotment

Comparison (NB)

Summary of all projects in a selected program –

compares allotment to net disbursements with

difference.

FRISWeb 0064 Project Funds Available with $0 Budget Summary of all projects in a selected program –

includes only projects with allotment available with no

budget on file.

FRISWeb 0090 Program Summary State Wide Summary – includes general information,

expenditure edits, program allotment information,

budget template, pay schedule dates, expenditure

reports required, and MIDAS activities.

FRISWeb 0099 Program Allotments Summary State Wide Summary – includes program allotment

information, and program grant year information.

FRISWeb 107 Budget Historical Summary Summary of historical budget/budget amendments by

program including date submitted, approval status,

program approval date, approved budget total

amount and last action date.

FRISWeb 0201 CFDA-Catalog of Federal Domestic

Assistance

Summary of the Catalog of Federal Domestic

Assistance numbers and the federal award numbers

for the selected Fiscal year.

(NB) = Non-Budget Program Type.

State Comptroller Web Site

http://illinoiscomptroller.gov/

Have available:

1. Required: Vendor Taxpayer Identification Number (TIN) of entity

receiving funds - optional: 10-digit voucher number (invoice #)

a. Enter: Vendor TIN number

b. Enter: Vendor Name

c. Click on assigned image

d. Click on Submit button

e. Click on Payments Details

f. Select:

1. Required: Fiscal Year

2. Optional: Select an agency (586 = Illinois State Board of Education)

3. Optional: date range

4. Optional: sort criteria

g. Click on Find Warrants button

h. Click on Warrant/EFT # for more information

i. Comptroller’s Help Desk: 217/782-6000