COMMONWEALTH OF VIRGINIA

DEPARTMENT OF EDUCATION

P.O. BOX 2120

RICHMOND, VIRGINIA 23218-2120

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


(Access to the Web-based file submission application will begin on August 28, 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:

 

Virginia Department of Education

Attn: Kent Dickey, Budget Director

P.O. Box 2120

Richmond, Virginia 23218-2120

 

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