MSDE Period Balances Report

The Maryland State Department of Education (MSDE) requires the following data in .tsv format:

• Entity data for unique entities such as school buildings with an assigned National Center for Education Statistics (NCES) ID

• General Ledger Accounts

• Transaction details

• Period Balances

The MSDE uses this data to determine the amount spent per student.

Use the MD MSDE Period Balances Report page to report the period balance details for the fiscal year.

Menu Path

Select Fund Accounting from the main navigation menu, and then select State. Select MSDE Period Balances Report.

Submission Period

Monthly.

Selection Rule

Period balance details for the School Year and Period on the MD MSDE Period Balances Report - Load page are selected and reported.

The load is cumulative. For example, Period 3 loads the data for periods 1, 2, and 3 for the selected year.

Prerequisites

• If the Use GL Account Crosswalk option is selected on the Human Resources Profile - State page, ensure that the following are set up:

  • Reporting Structure

  • GL Account Crosswalk

• If the Use GL Account Crosswalk option is not selected on the Human Resources Profile - State page, ensure that the following are set up:

  • Reporting Structure

  • Exclusions are required if State Level Title codes need to be excluded.

  • Level Crosswalks are required if the Local Code differs from the State Code.

• Load data for the MD MSDE Entities report.

Setup

Reporting Structure

You can set up the accounting structure before creating the MSDE Period Balances report. For each level of accounting, you need to specify the level and the starting and ending positions.

Reporting Structure is required even if the Use GL Account Crosswalk option is selected on the Human Resources Profile - State page.

1. On the MD MSDE Period Balances Report page, select Setup and then select Reporting Structure.

2. Filter records by the appropriate criteria. To enter filter criteria, select an option from the list, enter a keyword or select an option in the following field, and select Add. The filter is added.

3. Add or manage records as needed:

   • To add a record, select Add Record. Refer to the Field Descriptions and enter valid information. Select Save, and then select Yes.

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

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

Field Descriptions

Level Crosswalk

You can set up level crosswalks for the following district codes that do not match those used by the state of Maryland:

• Fund

• Class

• Category

• Program

• Activity

• Object

• Sub Object

• Grant Number

• Revenue Source

• School Code

If the Use GL Account Crosswalk option is selected on the Human Resources Profile - State page, Level Crosswalks are needed if the Local Code differs from the State Code.

1. On the MD MSDE Period Balances Report page, select Setup and then select Level Crosswalk.

2. Select the Crosswalk Type and then select a Fiscal Year.

3. Filter records by the appropriate criteria. To enter filter criteria, select an option from the list, enter a keyword or select an option in the following field, and select Add. The filter is added.

4. Add or manage records as needed:

   • To add a record, select Add Record. Refer to the Field Descriptions and enter valid information. Select Save, and then select Yes.

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

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

Field Descriptions

GL Account Crosswalk

The GL Account Crosswalk option displays and is used when the Use GL Account Crosswalk option is selected on the Human Resources Profile - State page.

You can set up crosswalks for the Organization Levels that do not match those used by the state of Maryland.

1. On the MD MSDE Period Balances Report page, select Setup and then select GL Account Crosswalk.

2. Filter records by the appropriate criteria. To enter filter criteria, select an option from the list, enter a keyword or select an option in the following field, and select Add. The filter is added.

3. Add or manage records as needed:

   • To add a record, select Add Record. Refer to the Field Descriptions and enter valid information. Select Save, and then select Yes.

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

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

Field Descriptions

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. On the MD MSDE Period Balances Report - Setup - GL Account Crosswalk page, select Load.

2. Select the crosswalk year to create.

3. Select Choose File.

4. Select the .csv file and select Open.

5. Select Load.

Copy

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

1. On the MD MSDE Period Balances Report - Setup - GL Account Crosswalk page, select Copy.

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

3. Enter the following:

   • Local Grant

   • New Local Grant

   • MSDE Grant

   • Fund Source

4. Select Add Row to add more data to the new year.

5. Select Copy.

Verify

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

1. On the MD MSDE Period Balances Report - Setup - GL Account Crosswalk page, select Verify.

2. Select the Year and File Format.

3. Select Verify.

Exclusions

You can exclude accounts from the MSDE Period Balances report.

If the Use GL Account Crosswalk option is selected on the Human Resources Profile - State page, Exclusions are not required.

1. On the MD MSDE Period Balances Report page, select Setup and then select Exclusions.

2. Select a Fiscal Year.

3. Add or manage records as needed:

   • To add a record, select Add Record. Refer to the Field Descriptions and enter valid information. Select Save, and then select Yes.

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

Field Descriptions

Copy Setup

You can copy setup information from one year to another.

The Copy Setup option copies only the Reporting Structure, Level Crosswalks, and Exclusions. It does not copy the GL Account Crosswalks. To copy GL Account Crosswalks, use the Copy option on the MD MSDE GL Accounts Report - Setup - GL Account Crosswalk page.

1. On the MD MSDE Period Balances Report page, select Setup and then select Copy Setup.

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

3. Select Copy.

Load Data

1. On the MD MSDE Period Balances Report page, select Load.

2. Select the School Year and Period.
   The load is cumulative. For example, Period 3 loads the data for periods 1, 2, and 3 for the selected year.

3. Select Load, and then select Yes.

   If data was already loaded, you are prompted to delete the loaded records or cancel the load process. Select the appropriate option.

4. Save the load summary report, and then select OK.

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

6. Inspect the file. Update data if needed.

7. Repeat these steps until all data is loaded.

• If the mapping result for the School Code’s Reporting Structure does not find a valid School Number on the General tab of the Location Table page, the following message displays:
  GL Accounts does not attribute to the list of reportable Entities

• If the Use GL Account Crosswalk option is selected on the Human Resources Profile - State page, and the crosswalk is not set up, the following message displays:
  Expenditure / Revenue Ledger Account does not exist in the crosswalk

After the data for a school year is loaded, the records are listed on the MD MSDE Period Balances Report page.

Maintain Data

You can correct loaded data before submitting the report. However, you must also update the corrected information in the source data.

1. On the MD MSDE Period Balances Report page, filter records by the appropriate criteria. To enter filter criteria, select an option from the list, enter a keyword or select an option in the following field, and select Add. The filter is added.

2. Add or manage records as needed:

   • To add a record, select Add Record. Refer to the Field Descriptions and enter valid information. Select Save, and then select Yes.

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

3. To download the information, select Download, and then Download PDF or Download as an Excel Document.

Field Descriptions

Create File

1. On the MD MSDE Period Balances Report page, select Reports.

2. Select the School Year and Period.

3. Create a hard copy of the report to verify data before you create the electronic file:

   1. Select Hard Copy.

   2. Select Create, and then Yes.

4. Save the file and select OK.

5. Inspect the file. Update data if needed.

6. Repeat these steps until all the required data is included.

7. Create the electronic file:

   1. Select Electronic File.

   2. Select Create, and then Yes.

   3. Save the file and select OK.

In the electronic file, period 13 is considered period 12, and the Period Balances Date is 30 June, year.

The default file name is PERIOD_BALANCES_XX.tsv
where
XX is the two-digit LEA number.

Follow the state's submission procedures.

Purge Data

If you need to correct setups or employee data, purge the existing records and reload the data.

1. On the MD MSDE Period Balances Report page, select Purge.

2. Select the School Year and Period.

3. Select Submit.

4. Select Yes, and then select OK.