COMMONWEALTH OF VIRGINIA

DEPARTMENT OF EDUCATION

P.O. BOX 2120

RICHMOND, VIRGINIA 23218-2120

 

SUPTS. MEMO NO. 13

March 14, 2003

ADMINISTRATIVE

TO:

Division Superintendents

 

FROM:

Jo Lynne DeMary

Superintendent of Public Instruction

 

SUBJECT:

March 31, 2003, Average Daily Membership (ADM)

 

Due: April 14, 2003

 

Final entitlements for Standards of Quality accounts (Basic Aid, fringe benefits, etc.) and several other Direct Aid to Public Education accounts for fiscal year 2003 will be based on average daily membership (ADM) as of March 31, 2003. A downloadable Excel template is provided to facilitate the collection of data used to compute ADM. The Excel template is located on the Department of Educations website and can be downloaded from the following address:

 

http://www.pen.k12.va.us/VDOE/Finance/Budget/cdc/index.html

 

Attachment A to this memorandum provides general instructions for accessing and using the Excel template. Please note that in order to minimize duplicate or erroneous file submissions, the department has implemented an automatic file-naming process that includes date and time identifiers in the names of files that are to be returned to the department via e-mail. Please read carefully the instructions provided in Attachment A because the department will only accept Excel files that have the proper file names.

 

Attachment B to this memorandum provides instructions on reporting the data used to calculate ADM and should be read thoroughly before preparing the report. Please be aware that appropriate supporting documentation must be maintained for each portion of the report in the event a subsequent ADM audit or review is needed.

 

Attachment C to this memorandum provides the pertinent sections from the 2002-2004 appropriation act, Board of Education regulations, and the Code of Virginia that govern the calculation of ADM. Please read all sections carefully to ensure that data for your division is reported accurately.

 

In order for the May and June electronic fund transfers (EFT) to reflect school division payments based on final March 31, 2003, ADM, it is important that all school divisions complete the Excel template and return it via e-mail to the department no later than April 14, 2003. A hard copy signed by the division superintendent must also be submitted by that date. Questions concerning these submissions may be directed to budget office staff at (804) 225-2025.

 

JLD/bkl

 

Attachments

 

/administrators/superintendents_memos/2003/adm013a.pdf

/administrators/superintendents_memos/2003/adm013b.pdf

/administrators/superintendents_memos/2003/adm013c.pdf