How to Correct Errors in AFRs and School-Level AFRs

Data submitted through the Annual Financial Report (AFR) and School-Level AFR is used to meet various state and federal reporting requirements. School Finance has been made aware of values that appear to have been reported incorrectly by certain districts and charters. It is possible to submit corrections to the AFR and School-Level AFR by following the appropriate process below. Revisions that only affect the Additional Information for NPEFS Reporting (page 9 in the AFR) or to the School-Level AFR file may follow the first process defined below.

AFR Revisions that do not include changes in actual expenditures or adjustments to state aid:

AFR revisions that do not include changes in actual expenditures or adjustments to state aid are not required to follow the process defined in ARS 15-915, but need approval from the School Finance Budget Team prior to submitting changes.  Additionally, revisions to the School-Level AFR are not required to follow the process defined in ARS 15-915. 

Prior to a district or charter submitting a revision, School Finance requires an email from the district or charter requesting that the previously-submitted file(s) be archived. The email must contain the following items:

1. AFR submission reference # (corrected file)
2. Indicate page numbers, columns, rows, current amount reported, corrected amount, and an explanation is required.

• Example: Page 2, Column E, Row 7, change from $58,456 to $56,285, Input wrong amount from records.

After emailing the Budget Team, districts and charters can submit revised files through ADE Common Logon and select School Finance File Upload (Budget/AFR). The new AFR requires approval and signatures, however, a new hearing notification is not required.  

Note: When resubmitting AFR files you will get a message stating “The submitted Budget/Version has already been submitted this Fiscal Year” or that the “file is being held for processing”; either message is expected.

AFR Revisions that include changes in actual expenditures or adjustments to state aid:

AFR revisions that include changes to actual expenditures and/or adjustments to State Aid, require a request pursuant to ARS 15-915 (please see guidelines page 4).  A request letter on district or charter letterhead must include the following:

1. Date
2. LEA Name and CTDS Number
3. Contact name, title, telephone number (including extension if applicable) and the email address of the individual making corrections
4. The fiscal year the change(s) will affect
5. The budget form(s) that will be adjusted (e.g., expenditure budget, AFR)
6. List of the specific changes (e.g., the page number, the current amount reported, the corrected amount, the reason for the changes). NOTE: additional documentation may be required after request is reviewed
7. The letter must be signed by the Business Manager

After submitting the request letter, a district or charter can make all necessary revisions and then submit the revised file(s) through ADE Common Logon and select School Finance File Upload (Budget/AFR).  Lastly, email [email protected] the ARS 15-915 request letter, corresponding documentation, and provide the file submission reference numbers.  

Note: When resubmitting AFR files you will get a message stating “The submitted Budget/Version has already been submitted this Fiscal Year” or that the “file is being held for processing”; either message is expected.

The School Finance Budget Team will perform a verification on submitted changes, archive the previous version, process the revised version, and email you upon completion.  If required, the School Finance Payment Team will make any necessary adjustments to payments and payment reports.        

If you have any questions about correcting Annual Financial Reports (AFRs) or School-Level AFRs, please email [email protected].

In accordance with A.R.S. §15-905(E), the FY 2023 BUDG-25 Budget Verification Letters are now published. Letters are based on the most recent BUDG-25 Budget Verification reports, which have been calculated using the September BSA 55-1 information.  These letters contain the official notification if a FY 2023 December revision is required as of the date of the letter.

• District BUDG-25 Budget Verification Letters are available to download from the School Finance website:
  • First, select a school district and then click “Go!”
  • Next, click “Switch to Budgets” from the top right corner of the menu bar and then click “Reports” from the middle of the menu bar.
  • Finally, select fiscal year 2023 and then click “Go!”. The BUDG-25 Budget Verification Letter will appear.

• District BSA 55-1 reports are available to download from the School Finance website:
  • First, select a school district and then click “View Reports”
  • Next, scroll down the page to the “School District Reports” section.
  • Finally, click the September “PDF” button. The September BSA 55-1 report will appear.

The budget verification letters are addressed to the district's governing board in care of the district superintendent. Therefore, it is the responsibility of the district to inform the district's governing board members accordingly. 

Reminder: the district's budgeted FY 2023 K3 Reading amount is added to the district's BSL and RCL until the district is approved for the K3 Reading support level weight by the State Board, or December 15th, whichever occurs first.

Please contact the Budget Team ([email protected]) if you have any questions.

Thank you!

The FY2023 Early Literacy Payment has been distributed November 4, 2022. A list of payments by LEA can be seen in the file linked below; Districts are listed by county and Charters are listed alphabetically. For questions about the payment amounts, please contact [email protected]. For all other questions please contact [email protected].

FY2023 Early Literacy Payment Amounts

Thank you!

BUDG-75 reports for all school districts have been posted to the School Finance website.

BUDG-75 reports for all school districts have been posted to the School Finance website.  FY 2022 BUDG-75 reports have been calculated using the FY 2022 BSA55-1 SRC information.  As a reminder, districts automatically receive a budget balance carryforward adjustment for any under-budgeted RCL in M&O due to the FY 2022 statewide recalculation.

• District BUDG-75 reports are available to download from the School Finance website:
  • First, select a school district and then click “Go!”
  • Next, click “Switch to Budgets” from the top right corner of the menu bar and then click “Reports” from the middle of the menu bar.
  • Finally, select fiscal year 2022 and then click “Go!”. The BUDG-75 report will appear.

• District BSA 55-1 reports are available to download from the School Finance website:
  • First, select school district and then click “View Reports”
  • Next, scroll down the page to the “School District Reports” section.
  • Finally, click the FY22 SRC “PDF” button. The FY 2022 BSA55-1 SRC report will appear.

Please contact the Budget Team ([email protected]) if you have any questions.

Thank you!

BUDG-AGD reports for all school districts have been posted to the School Finance website. ARS 15-911 requires a report on the aggregate expenditures of local revenues by November 1^st each year. 

Individual district BUDG-AGD reports detail the expenditures and funding sources that have been included in or excluded from the calculation based on the most recently submitted district budget as of 10/24/2022. 

• • District BUDG-AGD reports are available to download from the School Finance website: 
    • First, select a school district and then click “Go!” 
    • Next, click “Switch to Budgets” from the top right corner of the menu bar and then click “Reports” from the middle of the menu bar. 
    • Finally, select fiscal year 2023 and then click “Go!”. The BUDG-AGD report will appear. 

BUDG-25 reports for all school districts have been posted to the School Finance website.  FY 2023 September BUDG-25 reports have been calculated using the FY 2023 September BSA 55-1 information. 

• District BUDG-25 reports are available to download from the School Finance website:
  • First, select a school district and then click “Go!”
  • Next, click “Switch to Budgets” from the top right corner of the menu bar and then click “Reports” from the middle of the menu bar.
  • Finally, select fiscal year 2023 and then click “Go!”. The BUDG-25 report will appear.

• District BSA 55-1 reports are available to download from the School Finance website:
  • First, select a school district and then click “View Reports”
  • Next, scroll down the page to the “School District Reports” section.
  • Finally, click the September “PDF” button. The September BSA 55-1 report will appear.

BUDG-25 reports will be available until the Budget Team performs the next update (typically after each State Aid distribution). Once the updating process has begun, all BUDG-25 reports will become unavailable at that time.  Please save a copy for future reference.

Please contact the Budget Team ([email protected]) if you have any questions.

Thank you!

School Finance is aware of system issues over the weekend that prevented student data from being processed successfully for the scheduled data capture date (10/15). ADE IT is working to resolve the issues and expects the process to run successfully tonight (10/17).

As long as the process runs successfully tonight, the data capture date for the November state aid payment will be Monday, October 17^th. School Finance will send preliminary payment information later this week and LEAs will have the opportunity correct data in advance of the payment, if necessary.

For further assistance with Student Data, please submit a School Finance HelpDesk ticket

October's data capture for the November 22^nd payment is 10/15/22 at 5pm.

Although the data capture date falls on a weekend, it does not affect or change the date of the data capture.

Please ensure data is reconciled and free of integrity errors prior to the data capture date. Review the following reports in AzEDS:

• INTEG15 – ensure data is free and clear of membership ADM Integrity errors
• STUD10 – validate all students are listed in AzEDS
• ADM15 – ensure all students expected to generate funding are indicated as fundable
• ADM20, SPED20, and EL20 – ensure ADM amounts for each ADM type 

Important Note: FY23 Calendars need to be submitted, approved, and certified for ADM and funding to be generated.

The following videos provide general information related to the data reconciliation process:

• Introduction to Data Verification Reports: https://youtu.be/ou9Jst9qnsg
• Introduction to Data Verification Reports 2: https://youtu.be/_m3uEo3OGRI
• Introduction to Integrity: https://youtu.be/PYzBAEZmiSs

Prior payment reports can be found here: https://schoolfinancereports.azed.gov/.

Please submit a School Finance HelpDesk ticket if data assistance is needed.

AzEDS will begin implementing the following CTED Integrity Rules tonight, September 27, 2022.  These new rules are a continuation of the agency’s effort to ensure clean and accurate data for the state. 

Integrity Rule 10141
Total community college enrolled credits are missing. Students enrolled in CTED community college school sites will not generate ADM if total community college enrolled credits are not submitted.

Integrity Rule 10142
Both total community college enrolled credits and total planned instructional hours have been reported for this student. CTED – Community College memberships do not report Planned Instructional Hours.

Integrity Rule 10143
Total planned instructional hours are missing. CTED students will not generate ADM at centralized, leased centralized, or satellite sites if total planned instructional hours are not submitted.

Integrity Rule 10144
Both total community college enrolled credits and total planned instructional hours have been reported for this student. CTED – Satellite, Central Owned and Central Leased memberships do not report Community College Enrolled Credits.

Integrity Rule 10145
More than 1,000 total planned instructional hours submitted. Reported total planned instructional hours should equal total planned instructional time during the student's enrollment.

Integrity Rule 10146
More than 36 total community college enrolled credits submitted. Reported credits should equal total community college enrolled credits during the student's enrollment.

The ADE IT department has also posted a blog regarding these new CTED Integrity Rules.  You can view the blog post here.

For more information regarding CTED reporting, please see our 2022 CTED Draft Guidance. 

In addition to our draft guidance, a CTED FAQ will be posted soon.

Please note these new CTED integrity rules are active from FY23 forward and do not apply to A.R.S. § 15-915 requests. 

We are aware that some LEAs are experiencing formatting errors when uploading their School-Level AFR files.  If your LEA is receiving errors related to the Totals tab, please follow the steps below:

1. Open your School-Level AFR file
2. Copy all information on the Totals tab
3. Paste all information back on the Totals tab as a value
4. Save your School-Level AFR file
5. Using Common Logon, upload your file.

We apologize for the inconvenience.