MSDE Annual Financial Report

Maryland School Districts must provide financial information each year to the Maryland State Department of Education (MSDE) in the electronic file format defined by the state.

Menu Path

Choose Fund Accounting from the main navigation menu, then choose State. Click MSDE Annual Financial Report.

Submission Period

The Annual Financial Report (AFR) has three sections:

Selection Rule

Financial information is extracted based on the Crosswalks set up for the selected reporting year.

Setup

Use the MD MSDE Annual Financial Report - Setup - Data Crosswalk page to crosswalk local accounting codes to MSDE account codes. For each budget unit and account combination, there needs to be a record added to indicate the MSDE Account Code, Local Grant Code, MSDE Grant Code, and Fund Source.

Data Crosswalk

1. Choose Setup, then Data Crosswalk.

2. Filter records using the filter criteria.

3. To add a record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.

4. To edit or delete a record, click the ellipsis in the Actions column, and select the appropriate option.

5. To download the information, click Download, then select Download PDF or Download as an Excel Document.

Load

Use the Load option to upload crosswalk information to the crosswalk table from a .csv file. The file must contain the following fields, in order:

• Budget Unit

• Account

• MSDE Account

• Local Grant

• MSDE Grant

• Fund Source

1. Choose Load.

2. Select the crosswalk year to create.

3. Click Choose File.

4. Select the .csv file and click Open.

5. Click Load.

Copy

Use the Copy option to copy crosswalk information from one year to another.

1. Choose Copy.

2. Select the Year to Copy and Year to Create.

3. Specify the following:

   • Local Grant

   • New Local Grant

   • MSDE Grant

   • Fund Source

4. Click Copy.

Verify

Use the Verify option to generate a report of Local Grants assigned to more than one MSDE Grant and Fund Source.

1. Choose Verify.

2. Select the Year and File Format.

3. Click Verify.

Load Data

Use the Create option to generate the MSDE Annual Financial Report data. This option creates a record for each expenditure, revenue, and balance sheet account in the MSDE Annual Financial Report crosswalk for the specified year. If there is no record in the crosswalk for an account, it is reported in the error log. You can add missing accounts to the crosswalk and rerun the create option, or the data can be manually entered using the maintenance option.

Select the year for which to create the MSDE Annual Financial Report data. If data for that year exists, the user can delete these records and recreate the data or cancel the process.

Records are written to the error log file if an account is found that does not exist in the crosswalk during the creation. You can then use the error log to add any missing crosswalk entries. When errors are found, the user receives an error message notifying them that errors occurred and the location of the error log.

You can load data based on the Fiscal Year.

1. Choose Create.

2. Select the Year.

3. Click Create, then Yes.

4. Save the Load Summary report, then click OK.

5. Navigate to the folder containing the summary report file.

6. Inspect the file. Update data if needed.

7. Repeat these steps until all data is loaded.

Maintain Data

You can correct loaded data before submitting the report. However, any corrections to information must also be updated in the source data.

1. On the MD MSDE Annual Financial Report page, choose a filter criterion from the list, and enter a keyword or select an option in the following field.

2. To add a record, click Add Record. Specify valid information and click Save. Click Yes.

3. To edit or delete a record, click the ellipsis in the Actions column, and select the appropriate option.

4. To download the information, click Download, then select Download PDF or Download as an Excel Document.

Create Files

AFR Verification Report

1. Choose Reports.

2. Select the Year.

3. Select AFR Verification Report.

4. Under File Format, select PDF or Excel.

5. Under Report Sort, select an option.

6. Select or enter the Selection Criteria.

7. Click Create, then Yes.

8. Save the report file and navigate to the folder containing the file.

9. Inspect the file. Update data if needed.

10. Repeat these steps until all data is included.

Follow the state's submission procedures.

AFR File

1. Choose Reports.

2. Select the Year.

3. Click Create, then Yes.

4. Save the report file and navigate to the folder containing the file.

5. Inspect the file. Update data if needed.

6. Repeat these steps until all data is included.

Follow the state's submission procedures.

Refer to MSDE Annual Financial Report - Data Definitions for more information about the data items, database fields, type, size, and from where the data is retrieved.