DEPARTMENT
OF EDUCATION
P.O.
SUPTS. MEMO
NO. 004
July 27,
2007
REGULATORY
|
TO: |
Division Superintendents |
|
FROM: |
Billy K. Cannaday, Jr. Superintendent of Public
Instruction |
|
SUBJECT: |
2006-2007 Annual School Report -
Financial Section Due Date: September 15, 2007 (or next business day)
|
Attached are the
instructions and forms for completing the 2006-2007 Annual School Report
Financial Section (ASRFIN). The
2006-2007 ASRFIN must be submitted to the Department of Education by September
15, 2007 (or next business day),
as required by Section 22.1-81, Code of Virginia. Similar to last year’s ASRFIN, school divisions
and regional programs must submit the ASRFIN electronically using the Excel
reporting template provided. The ASRFIN
Excel template and instructions for the 2006-2007 ASRFIN are located on the
department’s Web site at the following address:
http://www.doe.virginia.gov/VDOE/Finance/Budget/cdc/index.html
Each school division and
regional program will use the Web-based Single Sign-on for Web Systems (SSWS)
application in submitting the 2006-2007 ASRFIN to the department. School divisions and regional programs may
begin submitting the 2006-2007 ASRFIN text and Excel files through the SSWS
application beginning August 20, 2007.
(See the “Text File Generation and Submission” section of Attachment C
for detailed instructions.)
The following attachments
to this memorandum provide important information for working with the Excel template
and completing the 2006-2007 ASRFIN:
·
Attachment A
provides instructions for accessing and downloading the Excel file from the
department’s Web site;
·
Attachment B provides a review of
changes, clarifications, and highlights of the 2006-2007 ASRFIN;
·
Attachment C provides detailed
instructions for completing the 2006-2007 ASRFIN including a description of
each section of the Excel template, important reminders, and tips for
troubleshooting problems; and,
·
Attachment D provides the
2006-2007 ASRFIN coding structure and definitions of expenditure functions,
cost centers, programs, object codes, and revenue source codes.
The following additional reports, which are needed to complete
the 2006-2007 ASRFIN, may be downloaded from the same Web site noted on the
preceding page:
1. Cash Basis
Locality Ledger Report (fiscal year 2007 cash payments made by the Department
of Education to school divisions);
2. Adjusted
Locality Ledger Report (fiscal year 2007 receipts paid by the Department of
Education shown on a cash basis, except for sales tax which is shown on an
accrual basis and Basic Aid which is shown where applicable with the year-end
reduction of per pupil driver’s education funding due to non-compliance with
the driver’s education requirements in Section 22.1-205 C., Code of Virginia);
3. Sales Tax
Revenue Reports
a. One-month
accrual basis
b. Two-month
accrual basis; and
4. Basic Aid
End-of-Year Adjustments Report.
The locality ledger reports (items one and two above) are Excel
files that provide a listing of all fiscal year 2007 state and federal payments
made by the Department of Education to school divisions. The Cash Basis Locality Ledger Report contains
actual cash payments made by the department in fiscal year 2007 with no accrual
adjustments for sales tax and with all end-of-year Basic Aid adjustments. The Adjusted Locality Ledger Report contains
actual cash payments made by the department for all accounts, except sales tax and
Basic Aid. Sales tax is shown in the
adjusted locality ledger on a one-month accrual basis and Basic Aid is shown in
the adjusted locality ledger with the year-end reduction of per pupil driver’s
education funding due to non-compliance with the driver’s education requirements
in Section 22.1-205 C., Code of Virginia. The amount shown for Basic Aid in this report
is the amount to be reported on the fiscal year 2007 ASRFIN.
The revenues that are pre-loaded in the ASRFIN Excel template
are based upon the figures shown in the Adjusted Locality Ledger Report. Please use the reports noted in items one
through four above to reconcile the ASRFIN pre-loaded revenues to your
financial records. Please note that for
federal funds, accrual amounts may be reported on the 2006-2007 ASRFIN if
reimbursement requests were submitted to the department on or before June 30,
2007, even if the school division did not actually receive the funds until after
that date.
The 2006-2007 ASRFIN is to
be submitted using the Excel template file and the Web-based SSWS application
unless prior approval is obtained from the department.
Upon completion of the
2006-2007 ASRFIN, please mail a hard copy of the signed superintendent’s
certification report to:
Attn: Brian Logwood, Budget Director
Please note that access to
the SSWS application for submission of the 2006-2007 ASRFIN will begin on
August 20, 2007, and will close on October 2, 2007. In order to submit an ASRFIN after October 2,
2007, you must contact the Budget Office for system access.
Questions concerning the
2006-2007 ASRFIN may be addressed to budget office staff at (804) 225-2025.
BKCJr/cps
Attachments
http://www.doe.virginia.gov/VDOE/suptsmemos/2007/reg004a.pdf
http://www.doe.virginia.gov/VDOE/suptsmemos/2007/reg004b.pdf
http://www.doe.virginia.gov/VDOE/suptsmemos/2007/reg004c.pdf
http://www.doe.virginia.gov/VDOE/suptsmemos/2007/reg004d.pdf