Annual Financial Report, Long Form, User's Guide

National Park Service
Annual Financial Report (AFR) Long Form
User’s Guide
Version 2.0
March 1, 2010

Copyrights and Proprietary Notices
The information in this document is subject to change without notice.
This document contains material that is proprietary of and confidential to Department of Interior (DOI). Disclosure outside DOI is prohibited
except by written permission, license agreement, or other confidential agreement. This document may not be reproduced in any form or by
an electronic or mechanical means.
The information contained herein is prepared by DOI solely for use by DOI employees, agents, and customers. Dissemination of the
information and/or concepts contained herein to other parties is prohibited without DOI prior written permission. Disclosure outside DOI is
prohibited except by license agreement or other confidentiality agreement.

1

T ABLE
1

C ONTENTS

INTRODUCTION ........................................................................................................................................................ 3
1.1
1.2

2

OF

TECHNICAL REQUIREMENTS .................................................................................................................................... 3
QUESTIONS AND SUPPORT ....................................................................................................................................... 4

AFR WEB SUBMISSION ACCOUNT ....................................................................................................................... 5
2.1
2.2

REQUEST AN ACCOUNT ONLINE ............................................................................................................................... 5
CHANGING ACCOUNT INFORMATION ....................................................................................................................... 7

3

DOWNLOADING THE AFR USER GUIDE AND FORMS ................................................................................... 8

4

MACRO SETTINGS MUST BE CHANGED BEFORE COMPLETING THE NPS AFR LONG FORM ......... 9

5

WORKING ON THE AFR IN MICROSOFT EXCEL - GENERAL INFORMATION ..................................... 12
5.1
5.2
5.3
5.4
5.5
5.6
5.7

6

NPS LONG FORM SUPPLEMENTAL FILE ......................................................................................................... 19
6.1
6.2

7

SYNCHRONIZE WITH THE AFR LONG FORM .......................................................................................................... 19
SAVE THE AFR SUPPLEMENTAL PREPARED DATA FILE ........................................................................................ 20

SUBMITTING THE NPS AFR LONG FORM........................................................................................................ 21
7.1
7.2
7.3
7.4
7.5

8

CELL FORMAT GUIDANCE ..................................................................................................................................... 12
INFO BUTTON ........................................................................................................................................................ 12
USING THE TABLE OF CONTENTS ........................................................................................................................... 13
CONCESSIONER INFO PAGE .................................................................................................................................... 14
SPECIAL GUIDANCE FOR SCHEDULE D .................................................................................................................. 16
SPECIAL GUIDANCE FOR SCHEDULE M .................................................................................................................. 17
SPECIAL GUIDANCE FOR SCHEDULES F, K, L AND O ............................................................................................. 18

CREATING AND SAVING PREPARED DATA FILE ..................................................................................................... 21
PRINTING HARD COPIES OF THE ANNUAL FINANCIAL REPORT .............................................................................. 22
ACCESSING NPS AFR WEBSITE ............................................................................................................................ 23
UPLOADING THE AFR REPORT AND SUPPLEMENTAL FILES ................................................................................... 24
SUBMITTING ADDITIONAL FILES AFTER THE AFR UPLOAD IS COMPLETE ............................................................ 26

WRAP UP .................................................................................................................................................................... 26

2

1 Introduction
This manual will guide you through the process of completing the Annual Financial Report (AFR)
Long Form for the National Park Service (NPS). You are encouraged to read through this Guide
before you start to complete your electronic AFR. The Guide provides general information on
correctly completing the form, as well as guidance for changing the security levels setting in your
Excel program, so that the macros in the files will work.
NPS Concession Program (NPSCP) has used a Microsoft Windows based application, Microsoft
Excel (Excel), to develop the electronic AFR Forms. This document assumes you are familiar with
basic uses of Microsoft Windows. If you are not, please consult an individual within your organization
or park that is familiar with Microsoft Windows. The AFR Excel Guide, available on the AFR website
is an additional resource available for those who are unfamiliar with Excel.
NPSCP has designed the AFR Forms in Excel so that concessioners can easily enter and submit
financial reporting data to the National Park Service. If you are familiar with Excel, you will find that
the application is much more than an ordinary spreadsheet; it is highly automated and controlled,
facilitating efficient and accurate data entry and submission. Once you have entered your financial
reporting data, you will be able to electronically save and submit the AFR data to NPS from within the
Excel application. You will also be able to print paper copies of the AFR spreadsheet to save for your
own records.
There is no need for you to complete the AFR Long Form in one sitting. Excel allows you to save your
work in progress and pick it up again at any time.

1.1 Technical Requirements
To complete the AFR Long Form you will need a licensed copy of Microsoft Excel 2000 or later.
Your computer will also need to meet the following minimum requirements in order to support Excel:
Component
Computer & processor
Memory
Hard disk
Screen Resolution
Operating System
Internet Connection

Requirement
Intel Pentium 233-MHz or faster processor
128 megabytes (MB) of RAM
150 MB of available hard-disk space
800 × 600 pixels or higher
Microsoft Windows® 2000 with Service Pack 3, Windows XP or later
Internet functionality requires dial-up or broadband Internet access

The electronic AFR submittal process is designed to work using Microsoft Windows on a Windows
based computer. Even though the forms may be downloaded onto a Mac computer, the submittal
process will not work with Mac computers. If you will be using a Mac computer to complete your
AFR, please contact your park for permission to file a paper copy of the AFR and for a copy of the
AFR form.

3

1.2 Questions and Support
If you have questions related to completing the AFR form or on the use of the electronic version,
please do not hesitate to contact the park individual responsible for concession matters. The AFR
Excel Guide, “10 easy steps to completing and AFR” and “Frequently Asked Questions” documents on
the AFR website, http://www.nps.gov/commercialservices/tools_afr.htm, can answer many common
questions. You can also email questions to [email protected], which will put you in touch with
someone from the Washington office.

4

2 AFR Web Submission Account
It is necessary to request an account online to submit your completed AFR forms. It is recommended
you request your account before you complete your AFR Forms. After you submit your request,
NPSCP personnel will have to activate your account; the process of activating your account by NPSCP
personnel may take several days.
Before you can request an account online, you will need to know your individual ConcID
(Concessioner Identification). Every concession operation has its own unique ConcID that is used to
track their concession information in the National Park Service System, it is actually part of your
contract or permit number.
•

If you have a concession contract, look at the cover sheet to find your contract number; it
should look similar to this example: CC-ACAD019-06. The middle 7 characters are your
ConcID; in this example the ConcID would be ACAD019.

•

If you have a concession permit, your permit number should be in the upper left hand corner of
your permit and should look like the example given above: CP-ACAD019-06. Your ConcID
would also be the middle 7 characters of your permit number: ACAD019. If you have a
problem identifying your ConcID, please contact your park, they will be able to help you.

2.1 Request an account online
Go to the NPS Concession AFR webpage at http://www.nps.gov/commercialservices/tools_afr.htm.
Once the website opens, click “Request an Account”.

(Alternately, you can go to http://home.nps.gov/afr/ and click “Request an Account”; both websites will
take you to the same place.)
Once the “Request an Account” page opens, you need to provide some information. First, make sure
“Concession” is selected for User Type. In the top field type your ConcID (after typing your ConcID,
click
to add the ConcID), then provide the remaining information: Company Name, First Name,
Last Name, Email Address, Phone Number, Password (password should have at least 6 characters),
then click “Submit”.
Note: If you are responsible for submitting AFRs for multiple ConcIDs, enter each additional ConcID
in the first field one at a time, click the ‘Add’ button after each ConcID, when all of the ConcIDs have
been added, complete the rest of the information and click “Submit”.
5

Write down your password and keep in a safe place; you will need to know it for all future submittals.

If your ConcID is not on the list, or has the wrong company name, please email
[email protected] for assistance.
Once the System Admin (NPSCP Personnel) activates your account, the system will automatically
send an email to the email address on the account verifying that your account has been activated. If
you do not receive an email (check your spam box first), please send an email to
[email protected]. You will not be able to submit your AFR Form until your account is
activated.
6

2.2 Changing Account Information
Once an AFR account has been created, it remains in the system; you can use the same account year
after year. However, sometimes it may be necessary to update an account; for example if a new person
becomes responsible for submitting the AFR or if your phone number changes. First, login to the AFR
website (http://home.nps.gov/afr/) with your email address and password.

Then click “User Profile” on the left side of the menu. Enter your new information in the boxes, then
click “Submit” to complete the update.

If you no longer have the password for your AFR account, send an email to [email protected].
You will receive an email back with a temporary password. Login with your email address and the
temporary password, then proceed with the above steps to change your password and update your
information.

7

3 Downloading the AFR User Guide and Forms
You can download the following NPS AFR forms, User’s Guides and other documents on
http://www.nps.gov/commercialservices/tools_afr.htm:
•
•
•
•
•
•
•

AFR Electronic Long Form
AFR Electronic Short Form
Supplemental Schedules
AFR User’s Guides
AFR Excel Guide
Frequently Asked Questions
10 Quick Steps to Completing and Submitting the AFR

Click on the green file name to download the file; a box will open asking if you want to save or open
the file, choose save. Do not choose “open” or the AFR forms will not work correctly.
Save the files you need to a folder where you can easily access them. If you are unfamiliar with how to
download and save documents from the website using Microsoft Excel, please refer to the AFR Excel
Guide before proceeding.

8

4 Macro settings MUST BE CHANGED Before Completing the
NPS AFR Long Form
If you are unfamiliar with the basic uses of Excel, you are encouraged to review the AFR Excel Guide
before proceeding with this section.
After you have downloaded and saved the AFR form to your computer and are ready to start filling in
your AFR, BEFORE you open the NPS AFR Long Form, you need to change the Excel security
settings first to enable the macros built in to the form.
How to Change Excel Security Settings for Excel 2003:
First, open Excel and select “Tools” from the menu, select “Macro” then “Security” from the
dropdown menu.

Note the level the macros are set now so you can return the settings to the original position after
completing your AFR. Then, change the Security Settings to “Low” and click “OK”.
When you open the NPS AFR Long Form a Security Box may appear warning you that 'Macros may
contain viruses.' However, the macros contained within the NPS AFR Short and Long Forms
enhance the worksheets and do not contain viruses – this is simply a standard warning issued by
Microsoft Excel for any file that contains advanced coding. To proceed, select the 'Enable Macros'
button. Once macros have been enabled, the worksheet will continue to open.
How to Change Excel Security Settings for Excel 2007:
If you are using Microsoft Excel 2007, there are two settings that must be changed in order for the
electronic AFR to work; Macro settings and ActiveX settings.
First, click the Microsoft Office Button

, and then click Excel Options.

9

Then, click Trust Center, click Trust Center Settings, and then click Macro Settings.

Click the option “Enable all macros;” selecting this option to allow all macros to run. Even though
the message for this option states that it is not recommended, and that potentially dangerous code can
run, this option must be selected for the electronic AFR process to work. After you finish working on
your AFR, you can return your macro settings to their original setting to keep your computer protected.

10

Then click ActiveX Settings on the left side of the Trust Center window.
Select Enable all controls without restrictions and without prompting (not recommended,
potentially dangerous controls can run) to enable all ActiveX controls in documents with minimal
restrictions. Again, this option must be selected for the electronic AFR process to work. You may
return the ActiveX settings to their original position after you complete the AFR.
Click on OK and OK again to get back to the Excel screen.

You are now ready to open the NPS AFR Long Form and begin filling it out.

11

5 Working on the AFR in Microsoft Excel - General Information
5.1 Cell Format Guidance
Cells that are designed to accept dollar amounts only allow whole dollar amounts. When entering your
data, please round cents to the nearest dollar.
Cells that are designed to accept percentages only allow valid percentages. Please enter a percentage
between 0 - 100%. You do not need to type the '%' symbol as it will already be provided within the
cell.
You should format dates as mm/dd/yyyy in any cells that require the entry of a calendar date. Where,
mm = month, dd = day and yyyy = four digit calendar year.
Some cells do not require data entry; they contain formulas that calculate a value based on data you
entered into prior cells. These cells are shaded either tan or light grey. You cannot alter these cells.
If you are unfamiliar with Excel and need more guidance on cell formatting, see the AFR Excel Guide,
page 17.

5.2 Info Button
Many schedules within the NPS AFR Long Form include additional user instructions. If the schedule
includes extra guidance, an 'Info' button will display in the top left corner of the spreadsheet. Simply
click on the button and the information will appear on your screen. If nothing pops up when you click
the Info button, the macro security level is not set properly. Refer to pages 7-9 for more information.

Read the instructions, and click the 'OK' button to close the instruction box.
12

Pop-Up Boxes
Most fields within the AFR Long Form include pop-up boxes that will appear once
you have selected a cell. These pop-up boxes offer helpful instructions for
completing the data entry associated with the cell.
Occasionally the pop-up boxes will cover the cell into which you are trying to enter information. If
this happens, simply click on the box and drag it to another spot on the screen. Once you have moved
the box, it will remain in the same spot until you move to the next spreadsheet.

5.3 Using the Table of Contents
Once you have opened the NPS AFR Long Form file, ensure the 'Table of Contents' tab is selected.
To select the tab, click on the tab titled 'Table of Contents' at the bottom of the screen.

There are two ways to access Schedules within the Long Form. You can use the tabs at the bottom of
the screen to move from one Schedule to another, or you can use the links provided to the right of the
Table of Contents. To use the links, simply click on a Schedule's corresponding 'Link (X)' title.

Column of Links.
Simply click on the
link to go to the
corresponding
schedule's
spreadsheet

Row of tabs.
Simply click on a
tab to go to the
corresponding
spreadsheet

13

5.4 Concessioner Info Page
The first page you should complete is the Concessioner Info worksheet. Once you have clicked on the
'Concessioner Info' tab or 'Link ID,' you will see the screen shown below.

The 'Concessioner Info' sheet is unique because it includes a drop down box that contains
Concessioner IDs. A small arrow box will appear when you select the 'Concessioner ID' cell. Click
on the arrow and a drop down menu will appear.

14

You can then use the arrows on the right of the menu to scroll to your Concessioner ID and Name.
Once you have found the correct ID and Name, select the information by simply clicking on the line.

Excel will automatically fill the 'Concessioner ID,' 'Concessioner' and 'Contract or Permit No.'
cells with the information you selected

It is important that the information in the 'Concessioner ID' cell and the Concessioner cell appear
exactly the way it looks in the box above. The only information that should be in the cell for
'Concessioner ID' is the concid. If for some reason when you select your concid from the drop-down
box both the concid and the Concessioner name appear in the 'Concessioner ID' cell, the AFR will not
be able to be submitted. If this happens,your macro security levels are not set correctly, see pages 1012 for instructions. After resetting your macro security levels, click the down arrow and make the
selection again.
If your Concessioner ID is not listed in the drop down menu, you can enter the information manually.
Simply click on the 'Concessioner ID' cell and begin typing your ID. Once you have entered your ID
and attempt to move to the next cell a warning message will appear.

If you correctly entered your Concessioner ID number and would like to continue entering
information, simply click the 'Yes.' Otherwise, click 'No' to return to the cell to select an ID from the
drop down menu. Once you have completed Concessioner Info, continue to the other spreadsheets by
clicking on tabs at the bottom of the screen or returning to the 'Table of Contents' tab and clicking on
a desired link.

15

5.5 Special Guidance for Schedule D
Schedule D includes a feature that allows you to choose whether to complete the 'Schedule D for
Possessory Interest' (DPI) or the 'Schedule D for Leaseholder Surrender Interest' (DLSI).
Before completing Schedule D, you must determine which version of the schedule is appropriate for
your concession. If you are not sure which Schedule D you should use, please contact your park. The
Excel NPS Long Form file you receive will contain a tab labeled either 'DPI' or 'DLSI.' Regardless
of which schedule you need to complete, click on the worksheet tab at the bottom of your screen that
says either ‘DPI” or “DLSI’. Within the Schedule D spreadsheet, there is a green button that allows
you to switch between DPI and DLSI. Choose the appropriate Schedule D and then begin to complete
the necessary data entry. Once you have started entering data you should not switch between the two
versions because it will cause the Schedule D spreadsheet to 'reset' itself. You will lose any
information entered into the other version of Schedule D.

16

5.6 Special Guidance for Schedule M
By default, the AFR Long Form includes one 'Schedule M - Operational Statistics'. Some
concessioners however, may need to complete multiple instances of this Schedule, if there multiple
instances of the same type of operation within the park (e.g. 2 gift shops and 3 snack bars.) A
maximum of seven Schedules M are allowed. If you feel that more than seven Schedules are needed,
please work with your Park’s concessions contact to consolidate your information. To insert additional
Schedules, click on the drop-down menu arrow, located in the top right corner of the Schedule.

A menu will appear that gives you the option of inserting up to seven copies of the Schedule. Select
the number of Schedules you would like inserted and then click the 'Add/Drop Schedules' button to
complete the process.

Once the Schedules have been successfully inserted, additional tabs will appear at the bottom of the
screen. Any time the user elects to complete more than one Schedule M, a tab titled 'M-total' is
inserted. This tab does not require any user input, but simply provides a summary of all Schedules M
completed.

Users can reduce the number of Schedules M at any
time. If you decide additional Schedules M are
unnecessary, select the tab 'M1' and use the drop
down menu, located in the top right corner of the
Schedule, to select the appropriate number of
Schedules M. Click the 'Add/Drop Schedules'
button to complete the process. Before the additional
Schedules are deleted, a warning box will appear
verifying you wish to proceed. To delete the
additional Schedule M, click 'OK,' to discontinue the process, click 'Cancel'.
Once all of the spreadsheets have been completed, select the 'Submit' tab and continue to Section 7,
Submitting the NPS AFR Short & Long Forms, of this document.

17

5.7 Special Guidance for Schedules F, K, L and O
Some concessioners will have a large amount of information to report in Schedules F, K, L or O that
will not fit in the regular AFR Long Form. There are four options for submitting longer versions of
these Schedules to the NPS:
1. Use the Supplemental Schedule File provided on the AFR website (Schedules K & O only)
2. Create a document in Microsoft Word 2003 or 2007 and upload it to the AFR website when
you submit your AFR (see pages 24-25)
3. Create a spreadsheet in Microsoft Excel 2003 or 2007 and upload it to the AFR website when
you submit your AFR (see pages 24-25)
4. Create a PDF document in Adobe Acrobat (see Excel Guide for assistance) and upload it to the
AFR website when you submit your AFR (see pages 24-25)
For Schedules K and O, this information can be reported in the Long Form Supplemental File (see
section 6) or as a separate document. Any concessioner can choose to upload these schedules as a
separate file; those who have more than 100 lines of information on Schedules K and O must do so
since the supplemental Schedules are limited to 100 lines.
Schedule F (Notes to the Financial Statements), other financial documents/notes, and the CPA Audit or
Review letter should be saved and uploaded as a separate PDF, Word or Excel File. Additional files
should be saved in the same location as the AFR and must be named
“CONCID_FiscalYear_documentname.” For example, BUIS001_2009_CPAReview.
Creating a PDF of Schedules F, K or O can be helpful for concessioners who use their own accounting
software to keep track of these items. Instead of inputting all of the data into the AFR worksheets, it
can simply be saved as is and uploaded. However, it is vital that all of the information required on
these schedules is reported, even if the formatting is different. For more information how to create a
PDF, see the AFR Excel Guide, page 20.

18

6 NPS Long Form Supplemental File
Concessioners who need additional space to enter their depreciable fixed assets (Schedule K) or special
account project expenditures (Schedule O) may download the optional Supplemental Schedule File,
which provides an additional 100 lines for each schedule, or they may use additional PDF files, as
detailed in the previous section. The supplemental file should be downloaded into the same file folder
the long form was downloaded to.
Please complete the Long Form before starting a Supplemental file, because the Supplemental file
needs to synchronize with the Long Form. Note: If you are using a Supplemental File, do not
submit the Long Form until you complete the Supplemental File and synchronize it with the long
form.

6.1 Synchronize with the AFR Long Form

After you have opened and filled in all of the Schedule K and/or Schedule O information, go the
‘Submit’ tab.
1.Click on the ‘Browse’ button to the right of the AFR Path box to locate your completed copy of the
NPS AFR Long Form.
2.Click on the ‘Sync’ button. This will pull in important information, including the CONCID, Date,
and Contract Number which has already been entered from the Long Form. When you upload your
AFR Long form, the supplemental file will be automatically uploaded. The Supplemental file must
be synchronized with a Long Form before it can be submitted.

19

6.2 Save the AFR Supplemental Prepared Data File
Click the 'Browse' button to pick a File Path.

A small menu will appear in the top left corner of your
screen. Browse to the folder where your other AFR files
are saved, or if you followed the instructions in the AFR
Excel Guide, select the 'My Documents' folder by clicking
on the '+' symbol.
Once you've clicked the '+' symbol, a list of folders and
documents in your 'My Documents' folder will appear,
including the 'Annual Financial Reports' folder.

Click on the 'Annual Financial Reports' folder and then
click 'OK,' to select a location to save the Prepared Data
File. Then click the 'Create Prepared Data File' button
on the submittal page to save the Prepared Data File.

If you would like a paper copy for your records, click the
‘Print Paper Copies’ button.
When you upload the long form, the supplemental form(s)
will automatically be uploaded as part of the AFR file. If you have additional files, such as a CPA
audit letter, Schedule K in an Excel spreadsheet, or financial notes to submit along with your AFR,
proceed to the next section for more instructions.
20

7 Submitting the NPS AFR Long Form
The NPS AFR Long Form should be submitted via NPS AFR website using the internet. Once you
have finished entering all data in each worksheet of the NPS AFR Long Form, and have synced the
Supplemental File if necessary, select the 'Submit' tab at the bottom of the AFR Long Form.
Submitting your AFR forms via the NPS AFR website is a simple process that can be completed using
your web browser. Before you begin ensure that your computer is connected to the internet and that
you have an activated AFR Web submission account. If you have not set up your account, please see
pages 4-6 of this guide. Also, be sure to do a "quick save" to ensure all of your work has been saved.

7.1 Creating and Saving Prepared Data File
Step 1: Select a Location to Save the Prepared Data file
In order to submit financial reporting data to NPS, you will need to prepare your data to be sent to
NPS. When the AFR information is submitted, the actual data that was input into the form is the only
information that is sent, the entire form is not submitted. Therefore a new file with only the AFR data
needs to be created for the submission process to work. This new file is called the Prepared Data File.
Begin this process by selecting the 'Submit' tab, then clicking the 'Browse' button.

A small menu will appear in the top left corner of your screen. Navigate
to the folder where you saved your AFR. For those who saved their AFR in a folder of their choice,
click on the appropriate folder and then click 'OK,' to select a location to save the Prepared Data File.
For those who followed the saving instructions in pages 10-12 of the AFR Excel Guide, select the ‘My
Documents’ folder by clicking on the + symbol. Then click on the ‘Annual Financial Reports’ folder
and click ‘OK’ to select a location to save the Prepared Data File.
It is important to note that the Prepared Data File is separate from the Excel file you have been using to
enter your AFR information; it is a special extract that is automatically generated in a required format.
21

Step 2: Create the Prepared Data File
Once you have selected a location to save the Prepared Data File, click the ‘Create Prepared Data File'
button.

If the Datafile creation was successful, the box
shown at right will pop-up:
If there is an error in your AFR, a box will popup requesting that changes be made. Go back to
the worksheet(s) indicated, make the changes, and
click the ‘Create Prepared Datafile’ button again.
Your Prepared Data File has now been created and saved. This is the file you will upload to the AFR
website. The filename will look like “PreparedData-L_(BADL001_2009-07-23).,xml”. Make a note of
this filename so you will easily be able to locate the correct file when you upload to the AFR website.

7.2 Printing Hard Copies of the Annual Financial Report
You can use the 'Print Paper Copies' button to print hard copies of the Annual Financial Report.
Printing and maintaining a hardcopy of the AFR Long Form is suggested in the event that NPS should
have questions about your data. The print button is located at the bottom of spreadsheet named
'Submit.' Simply click the 'Print Paper Copies' button.

Once you have clicked the 'Print Paper Copies' button, the print menu will appear. Choose how many
copies of the report you would like to print and click the 'OK' button.
For more help with printing, see the AFR Excel Guide.
Now you are done with this section and are ready to upload to the AFR website.

22

7.3 Accessing NPS AFR Website
There are 3 ways to access the AFR Website:
1. Click on the blue link at the bottom of the submit page in your AFR
2.

Use your web browser to access the NPS AFR website using this link
http://home.nps.gov/afr/

3. Click on the “Login” link from the Concessions AFR webpage where
you downloaded your forms.
In the menu on the left side, click “Login.” You must have received an email notification from the NPS
letting you know your account has been activated before you can submit your AFR files. If you have
not created your AFR website account yet, see page 5 of this guide. Enter your email address and
password to login; see below.

23

7.4 Uploading the AFR Report and Supplemental Files
1. Once you login, you will see a screen that shows your previous AFR Submissions. To upload the
AFR Prepared Data file and other files you generated previously, click either “New Financial Report”
at the top of the page or “Submit AFR” on the left.

2. To upload your AFR, click the "Browse" button and navigate to the folder where you saved your
AFR Prepared Data file.

3. Open the folder,
select the prepared
data file [looks like
“PreparedDataS_(BUFF009_200907-23).xml”], and
click “Open.”

24

4. If there are additional files that you would like to upload (like a CPA letter, audited or reviewed
financial statements, extended Schedule K or Financial Notes), click the “More” button. (If you are
ready to send the AFR to the NPS without additional documents, skip to step 5.) When you click the
“More” button, information about the first file you uploaded will appear and the text “Upload
Schedule K, Schedule F, Opinion Letter, Financial Statements, or other supporting documents” will
show in bold.
To upload another document, click “Browse” again and repeat step 3. Repeat these steps for each
additional document you need to upload, then move on to step 5.

5. After adding each document that you need to upload, click the “Finished” button to complete the
upload. If the upload was successful you should see the message: "Your Annual Financial Report has
been submitted. Thank you for your submission. You should receive an email confirming your
submittal within 48 hours. If you do not receive it, please send an email to [email protected]
and let them know.”

25

7.5 Submitting Additional Files After the AFR Upload is Complete
The AFR website allows you to upload additional files after your AFR has been uploaded, which can
be helpful if you’ve forgotten to submit something or the NPS requests additional supporting
information. To do so, first login to the AFR website as detailed in section 7.3 above. You will see the
Submission Log:

Edit Button

Click on the Edit button to the right of the Annual Financial Report that corresponds with the
additional documents you are uploading. The same uploading screen will appear as when you
originally uploaded your AFR. Follow steps 4 and 5 above to complete the upload of the additional
files.

8 Wrap Up
Once you have saved and submitted your completed AFR Long Form, it is recommended you create a
backup file of your data. You can use either data diskettes or CD-ROM to archive your Long Form.
Generally, you simply insert either the diskette or CD and save the AFR Long Form or Long Form to
the new location.
The National Park Service is committed to the development of a streamlined AFR reporting process.
Your feedback is an important part of this effort. If you encounter difficulties in completing the AFR
Long Form, or would like to provide feedback, please do not hesitate to contact the park individual
responsible for concession matters. If necessary, the regional or Washington office will also be
available.

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