COMMONWEALTH OF VIRGINIA

DEPARTMENT OF EDUCATION

P.O. BOX 2120

RICHMOND, VIRGINIA 23218-2120

SUPTS. MEMO NO. 46

August 8, 2003

ADMINISTRATIVE

TO:

Division Superintendents

 

FROM:

Jo Lynne DeMary

Superintendent of Public Instruction

 

SUBJECT:

2002-2003 Annual School Report - Financial Section

 

Due: September 15, 2003 (access to the Web-enabled file submission process is available on August 25, 2003)

 

Attached are the instructions and forms for completing the financial section of the 2002-2003 Annual School Report (ASR). Similar to last years ASR, school divisions and regional programs must submit the financial section of the ASR electronically using the Excel reporting template provided. The Excel template and instructions for the 2002-2003 ASR are located on the departments website at the following address:

 

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

 

Each school division and regional program will continue to use the Web-enabled submission process that was introduced for the 2001-2002 ASR. Beginning August 25, 2003, school divisions and regional programs may begin using the Web-enabled process to submit the 2002-2003 ASR Financial Section. (See Final Error Check 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 financial section of the 2002-2003 ASR:

 

       Attachment A provides instructions for accessing the Excel file from the departments website;

 

       Attachment B provides a summary of changes to the 2002-2003 ASR including new features, items that have been added or deleted, and proposed changes for the 2003-2004 ASR;

 

       Attachment C provides detailed instructions for completing the 2002-2003 ASR including a description of each section of the Excel template, important reminders, and tips for troubleshooting problems; and

 

       Attachment D provides the 2002-2003 ASR coding structure and definitions of expenditure functions, programs, object codes, cost centers, and full-time equivalent (FTE) position classifications.

 

The following additional reports, which are needed to complete the 2002-2003 ASR, may be downloaded from the same website noted on the preceding page:

 

1.  Cash Basis Locality Ledger Report (fiscal year 2003 cash payments made by the Department of Education to school divisions);

2.  Adjusted Locality Ledger Report (fiscal year 2003 receipts paid by the Department of Education using both cash and accrual methods);

3.  Sales Tax Revenue Reports

a.  one-month accrual basis (the two-months accrual basis report will be posted when the source data are received from the Department of Accounts)

b.  cash basis;

4.  Fringe Benefit Accruals; and

5.  Basic Aid End-of-Year Adjustments Report.

The Locality Ledger Reports (items 1 and 2 above) are Excel files that provide a listing of all fiscal year 2003 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 2003 with no accrual adjustments for sales tax or fringe benefits and with no 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, fringe benefits, and basic aid. Sales tax and fringe benefit amounts are shown in the adjusted locality ledger using the accrual method and basic aid is shown in the adjusted locality ledger with end-of-year adjustments.

The revenues that are pre-loaded in the ASR template are based upon the figures shown in the Adjusted Locality Ledger Report. Please use the reports noted in items 1 through 5 above to reconcile the ASR pre-loaded revenues to your financial records. Please note that for federal funds, accrual amounts may be reported on the 2002-2003 ASR if reimbursement requests were submitted to the department on or before June 30, 2003, even if the school division did not actually receive the funds until after that date.

 

The financial section of the 2002-2003 ASR should be submitted to the Department of Education by September 15, 2003, as required by Section 22.1-81, Code of Virginia. The report must be submitted using the Excel template and through the Web-enabled submission process unless prior approval is obtained from the department for an exception to this requirement.

 

Completed Excel templates should be e-mailed to 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 forms to:

 

Virginia Department of Education

Attn: Budget Office

P.O. Box 2120

Richmond, Virginia 23218-2120

 

Please note that access to the Web-enabled ASR submission process is available on August 25, 2003, and will close on October 1, 2003. In order to submit an ASR after October 1, 2003, you must contact the Budget Office for system access.

 

Questions concerning the 2002-2003 ASR Financial Section may be addressed to budget office staff at (804) 225-2025.

 

JLD/mmv

 

Attachments

 

/administrators/superintendents_memos/2003/adm046a.pdf

/administrators/superintendents_memos/2003/adm046b.pdf

/administrators/superintendents_memos/2003/adm046c.pdf

/administrators/superintendents_memos/2003/adm046d.pdf