November 21, 2003

ADMINISTRATIVE

TO:

Division Superintendents

FROM:

Jo Lynne DeMary

Superintendent of Public Instruction

SUBJECT:

Changes in Grant Reimbursement Request Processing

The Department of Education has begun development of an automated system to receive and process federal grant reimbursement requests from all grant award recipients. Currently, school divisions, state agencies, institutions of higher education and other entities submit such requests via paper forms with varying amounts of documentation supporting their claims.

Our automated system implementation timetable calls for piloting special education grant reimbursement claims beginning July 1, 2004. Please alert your special education and fiscal management staff members to this pending change, and advise them that additional information will be provided on the departments website on a regular basis at the following URL:

http://www.pen.k12.va.us/VDOE/spedfinance/

Additionally, please use the new simplified paper forms and procedures (attached) for submission of special education grant reimbursement requests during this interim period. You may expect the new automated submission process to resemble these new forms and procedures.

Other program area reimbursement request processing (e.g. vocational education, adult education, etc.) may be included in the pilot phase of implementation, or be brought online soon after July 1, 2004. We expect all reimbursement request processing to be automated no later than July 1, 2005.

Should you have any questions, or desire to participate with us in the testing phase of this system, please do not hesitate to contact Marie Williams, 804-225-2040. Specific questions regarding special education reimbursement procedures should be directed to Jerry Mathews, 804-225-2704.

JLD:jm

Attachment

/administrators/superintendents_memos/2003/adm062a.doc

/administrators/superintendents_memos/2003/adm062a.pdf