COMMONWEALTH OF VIRGINIA
DEPARTMENT OF EDUCATION
P. O. BOX 2120
RICHMOND, VIRGINIA 23218-2120

SUPTS. MEMO. NO. 16
April 14, 2000

ADMINISTRATIVE

TO: Division Superintendents
FROM: JoLynne DeMary
Acting Superintendent of Public Instruction
SUBJECT: New Reimbursement Form for VPSA School Equipment Financing Notes Educational Technology Issue VI (Spring 2000 Notes)


 Administrative Supts. Memo. No. 26, dated April 30, 1998, (actually issued 
April 30, 1999), informed school divisions of the upcoming spring 2000 Virginia 
Public School Authority (VPSA) Equipment Financing Notes Educational Technology 
Issue VI.  More specifically, it set forth the purpose of the spring 2000 technology 
program and the permitted uses of the estimated $67 million in note proceeds.  
Please refer to Administrative Supts. Memo. No. 26 for more detailed information on 
permitted uses of the proceeds from the notes and requirements for reimbursement of 
previously incurred expenditures.

As described in Administrative Supts. Memo. No. 26, the VPSA is authorized to 
conduct an education technology grant program in the spring of 2000.  The VPSA plans 
to sell the equipment notes on May 3, 2000, and has tentatively scheduled the 
closing for May 23, 2000.  Note proceeds will be available for reimbursement to 
localities on and after the May 23, 2000, closing date.  

Attachment A lists the grant totals for both the regular VPSA note issue 
(components "a", "b", and "c" of Administrative Supts. Memo #26) and the grant 
total for those localities receiving grants for the replacement of their Student 
Management Information Systems (component "d").  As in the case of previous VPSA 
note issues, payment will be on a reimbursement basis only.  Localities must first 
make payments for the equipment purchased and then file a reimbursement requisition 
with the Department of Education.  The department will review the requisition forms
and, when approved, request reimbursement on your behalf with the Virginia State 
Non-Arbitrage Program (SNAP), which acts as investment manager for the note proceeds.

In response to questions regarding qualifying reimbursements, we have revised the 
Request for Reimbursement Form applicable to the Spring 2000 Technology Issue VI 
(Attachment B).  The attached requisition form includes a certification which 
incorporates federal and state requirements regarding capital expenditures that 
qualify for reimbursement.  With this revised reimbursement form, school divisions 
are primarily responsible for determining whether requests for reimbursement are 
permissible under federal and state requirements.  Localities should carefully read 
the certification to ensure that none of their reimbursement requests violate any of 
the stated provisions.  

Because the request for reimbursement has been revised to incorporate the 
certification provisions, localities are no longer required to submit copies of 
supporting documentation to the department.  However, copies of all supporting 
documents (invoices, work orders, statements, etc.) for which reimbursement is to 
be made must be retained by the locality for at least five years.  As of the date 
of this memo, all reimbursement requests for the VPSA Educational Technology Issue 
VI must be made using the attached form.

If you have questions relating to the financing, revised requisition form or 
determination of qualifying reimbursements, please call the budget staff at 
(804) 225-2025.  If you have questions relating to qualifying equipment that may be 
purchased from the note proceeds (i.e., hardware, software) please call 
Richard Schley in Instructional Media and Training at (804) 371-6882.

JLD/bkl

Attachments