COMMONWEALTH OF VIRGINIA
DEPARTMENT OF EDUCATION
P.O. BOX 2120
RICHMOND, VIRGINIA 23218-2120
SUPTS. MEMO NO. 51
July 26, 2002
ADMINISTRATIVE
|
TO: |
Division Superintendents |
|
FROM: |
Jo Lynne DeMary Superintendent of Public Instruction |
|
SUBJECT: |
2001-2002 Annual School Report - Financial Section Due: September 15,
2002 (or next business day) |
Attached
are the instructions and forms for completing the financial section of the
2001-2002 Annual School Report (ASR).
Similar to last years ASR, divisions and regional centers must submit
the financial section electronically using the Excel reporting template
provided. The Excel template for the
2001-2002 ASR is located on the departments website at the following address:
http://www.pen.k12.va.us/VDOE/Finance/Budget/cdc/index.html
As noted in Administrative
Superintendents Memorandum No. 43, dated June 28, 2002, the department is
providing four workshops on the 18th floor of the James Monroe Building in
Richmond as follows:
Wednesday, August 7, 2002, 9 a.m.-12
p.m. (Session Full)
Wednesday, August 7, 2002, 1-4
p.m.
Tuesday, August 13, 2002, 9 a.m.-12
p.m. (Session Full)
Tuesday, August 13, 2002, 1-4 p.m.
Although
two of the four sessions are currently full, if you would like to attend,
please contact budget office staff at (804) 225-2025 by Friday, August 2, 2002,
to determine if cancellations have occurred or if other training times are
available.
The
following attachments to this memorandum provide important information for
working with the Excel template and completing the financial section of the
2001-2002 ASR:
Attachment A provides instructions for accessing the Excel file from
the departments website.
Attachment B provides information on
changes and clarifications, including new features, additional items, and
deleted items in the 2001-2002 Excel template as well as proposed changes for
the 2002-2003 Annual School Report.
Attachment C provides detailed
instructions for completing the 2001-2002 ASR including a description of each
section of the Excel template, important reminders, and tips for
troubleshooting problems.
Attachment D provides the current coding
structure and definitions of expenditure functions, programs, object codes,
cost centers, and full-time equivalent (FTE) position classifications.
The following additional reports required to complete the 2001-2002 ASR may be downloaded from the same website noted on the preceding page:
1. Locality Ledger (fiscal year 2002 receipts paid by the Department of Education)
2. Sales Tax Revenue Reports (will be posted in mid-
August)
a. One and Two-Month Accrual
Basis
b. Cash Basis
3. Fringe Benefits Accruals
4. Basic Aid End-of-Year Adjustments Report
Each school
divisions fiscal year 2002 allocation of the Retiree Health Care Credit fringe
benefit is also needed to complete the revenue section of the 2001-2002
ASR. This information will be sent to
school divisions in mid-August after it is received from the Virginia
Retirement System (VRS).
The Locality Ledger is an Excel file that provides a listing of all fiscal year 2002 state and federal payments from the Department of Education. The revenue provided in the Excel file should be used to reconcile to the revenues that are pre-loaded in the ASR template with the exception of Fringe Benefits, Sales Tax, Basic Aid, and Retiree Health Care Credit. Please use the reports noted in items 2 through 4 above and the Retiree Health Care Credit Allocation report for reconciling the revenues pre-loaded for Fringe Benefits, Sales Tax, Basic Aid, and Retiree Health Care Credit. If you would like to receive a hard copy of your Locality Ledger report, please contact the budget office at (804) 225-2025. For federal funds, accrual amounts may be reported if reimbursements were submitted on or before June 30, 2002, but the funds were not received by the school division until after June 30, 2002.
The
financial section of the 2001-2002 ASR should be submitted to the Department of
Education by September 15, 2002 (or next business day), as required by Section
22.1-81, Code of Virginia. The
report must be submitted using the Excel format provided unless prior approval
is obtained from the department.
Using
the instructions at the end of Attachment C, please e-mail the completed Excel
file to(mailto:k12budget@mail.vak12ed.edu) after you have
successfully submitted your ASR text file to the departments Web-enabled
database. Also, please mail a hard copy
of the final report and the signed
superintendents
certification form to:
Virginia Department of Education
Attn: Budget Office
P.O. Box 2120
Richmond, Virginia 23218-2120
Questions
concerning the 2001-2002 ASR Financial Section may be addressed to budget
office staff at (804) 225-2025.
JLD/bl
Attachments
/administrators/superintendents_memos/2002/adm051a.pdf
/administrators/superintendents_memos/2002/adm051b.pdf