COMMONWEALTH OF VIRGINIA

DEPARTMENT OF EDUCATION

P.O. BOX 2120

RICHMOND, VIRGINIA 23218-2120

 

SUPTS. MEMO NO. 9

July 29, 2005

 

REGULATORY


TO:

Division Superintendents

 

FROM:

Jo Lynne DeMary

Superintendent of Public Instruction

 

SUBJECT:

2004-2005 Annual School Report - Financial Section

 

Due Date: September 15, 2005
(access to the Web-based file submission application will begin on August 15, 2005)

 

Attached are the instructions and forms for completing the 2004-2005 Annual School Report Financial Section (ASRFIN). Similar to last years ASRFIN, school divisions and regional programs must submit the ASRFIN electronically using the Excel reporting template provided. The ASRFIN Excel template and instructions for the 2004-2005 ASRFIN are located on the departments website at the following address:

 

http://www.doe.virginia.gov/VDOE/Finance/Budget/cdc/index.html

 

Each school division and regional program will use the Web-based Single Sign-on for Web Systems (SSWS) application in submitting the 2004-2005 ASRFIN to the department. School divisions and regional programs may begin submitting the 2004-2005 ASRFIN text and Excel files through the SSWS application beginning August 15, 2005. (See the Text File Generation and Submission 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 2004-2005 ASRFIN:

 

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

 

        Attachment B provides a review of changes, clarifications, and highlights of the 2004-2005 ASRFIN;

 

        Attachment C provides detailed instructions for completing the 2004-2005 ASRFIN including a description of each section of the Excel template, important reminders, and tips for troubleshooting problems; and,

 

        Attachment D provides the 2004-2005 ASRFIN coding structure and definitions of expenditure functions, cost centers, programs, projects, object codes, and revenue source codes.

 

The following additional reports, which are needed to complete the 2004-2005 ASRFIN, may be downloaded from the same website noted on the preceding page:

 

1.  Cash Basis Locality Ledger Report (fiscal year 2005 cash payments made by the Department of Education to school divisions);

 

2.  Adjusted Locality Ledger Report (fiscal year 2005 receipts paid by the Department of Education shown on a cash basis except for sales tax and fringe benefits, which are shown on an accrual basis; basic aid is shown adjusted for overpayments only);

 

3.  Sales Tax Revenue Reports

a.  cash basis,

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

 

4.  Fringe Benefit Accruals Report; 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 2005 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 2005 with no accrual adjustments for sales tax or fringe benefits and with all 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 on an accrual basis and basic aid is shown in the adjusted locality ledger with end-of-year adjustments for overpayments. The amount shown for basic aid in the report is the amount to be reported on the fiscal year 2005 ASRFIN.

 

The revenues that are pre-loaded in the ASRFIN Excel 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 ASRFIN pre-loaded revenues to your financial records. Please note that for federal funds, accrual amounts may be reported on the 2004-2005 ASR if reimbursement requests were submitted to the department on or before June 30, 2005, even if the school division did not actually receive the funds until after that date.

 

The 2004-2005 ASRFIN must be submitted to the Department of Education by September 15, 2005, as required by Section 22.1-81, Code of Virginia. The report is to be submitted using the ASRFIN Excel template through the Web-based SSWS application unless prior approval is obtained from the department.

 

Upon completion of the 2004-2005 ASRFIN, please mail a hard copy of the signed superintendents certification report to:

 

Virginia Department of Education

Attn: Budget Office

P.O. Box 2120

Richmond, Virginia 23218-2120

 

Please note that access to the SSWS application for ASRFIN submission will begin on August 15, 2005, and will close on October 1, 2005. In order to submit an ASRFIN after October 1, 2005, you must contact the Budget Office for system access. Please note that, although divisions will be allowed to access SSWS until October 1, 2005, submissions made after September 15, 2005, will be considered out of compliance with Section 22.1-81, Code of Virginia, unless the 15-day extension permitted in this section is granted in advance.

 

Questions concerning the 2004-2005 ASRFIN may be addressed to budget office staff at (804) 225-2025.

 

JLD/mec

 

Attachments

 

http://www.doe.virginia.gov/administrators/superintendents_memos/2005/reg009a.pdf

http://www.doe.virginia.gov/administrators/superintendents_memos/2005/reg009b.pdf

http://www.doe.virginia.gov/administrators/superintendents_memos/2005/reg009c.doc

http://www.doe.virginia.gov/administrators/superintendents_memos/2005/reg009d.doc