DEPARTMENT
OF EDUCATION
P.O.
SUPTS. MEMO
NO. 5
August 18,
2006
REGULATORY
|
TO: |
Division Superintendents |
|
FROM: |
Billy K. Cannaday, Jr. Superintendent of Public
Instruction |
|
SUBJECT: |
2005-2006 Annual School Report -
Financial Section Due Date: October 2, 2006
|
Attached are the
instructions and forms for completing the 2005-2006 Annual School Report
Financial Section (ASRFIN). The
2005-2006 ASRFIN must be submitted to the Department of Education by September
15, 2006, as required by Section 22.1-81, Code of Virginia. Due to several factors, the September 15
submission deadline for the 2005-2006 ASRFIN will automatically be extended for
15 days for all school divisions pursuant to Section 22.1-81, Code of Virginia. Because the 15-day extension date falls on a
weekend, the deadline for submitting the 2005-2006 ASRFIN will be Monday,
October 2, 2006. Please note, however,
that the Code of Virginia does not
permit submission extensions beyond this date.
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 2005-2006 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 2005-2006 ASRFIN to the department. School divisions and regional programs may
begin submitting the 2005-2006 ASRFIN text and Excel files through the SSWS
application beginning August 28, 2006.
(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 2005-2006 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 2005-2006 ASRFIN;
Attachment C provides detailed
instructions for completing the 2005-2006 ASRFIN including a description of
each section of the Excel template, important reminders, and tips for
troubleshooting problems; and,
Attachment D provides the
2005-2006 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 2005-2006 ASRFIN, may be downloaded from the same website noted on the
preceding page:
1. Cash Basis
Locality Ledger Report (fiscal year 2006 cash payments made by the Department
of Education to school divisions);
2. Adjusted
Locality Ledger Report (fiscal year 2006 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
c. Two-month
accrual basis
4. Fringe
Benefit Accruals Report; and
5. Basic Aid
End-of-Year Adjustments Report.
The locality ledger reports (items one and two above) are Excel
files that provide a listing of all fiscal year 2006 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 2006 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 this report is the amount to be reported on the fiscal year 2006 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 one
through five 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 2005-2006 ASRFIN if
reimbursement requests were submitted to the department on or before June 30,
2006, even if the school division did not actually receive the funds until
after that date.
The 2005-2006 ASRFIN is to
be submitted using the Excel template file and the Web-based SSWS application
unless prior approval is obtained from the department.
Upon completion of the
2005-2006 ASRFIN, please mail a hard copy of the signed superintendents certification
report to:
Attn: Kent Dickey, Budget Director
Please note that access to
the SSWS application for ASRFIN submission will begin on August 28, 2006, and
will close on October 2, 2006. In order
to submit an ASRFIN after October 2, 2006, you must contact the Budget Office
for system access.
Questions concerning the
2005-2006 ASRFIN may be addressed to budget office staff at (804) 225-2025.
BKC/ko
Attachments
http://www.doe.virginia.gov/administrators/superintendents_memos/2006/reg005a.pdf
http://www.doe.virginia.gov/administrators/superintendents_memos/2006/reg005b.pdf
http://www.doe.virginia.gov/administrators/superintendents_memos/2006/reg005c.doc
http://www.doe.virginia.gov/administrators/superintendents_memos/2006/reg005d.doc