COMMONWEALTH OF VIRGINIA

DEPARTMENT OF EDUCATION

P.O. BOX 2120

RICHMOND, VIRGINIA 23218-2120

SUPTS. MEMO NO. 004

July 27, 2007

REGULATORY

TO:

Division Superintendents

 

FROM:

Billy K. Cannaday, Jr.

Superintendent of Public Instruction

 

SUBJECT:

2006-2007 Annual School Report - Financial Section

 

Due Date: September 15, 2007 (or next business day)


(Access to the Web-based file submission application will begin on August 20, 2007)

 

Attached are the instructions and forms for completing the 2006-2007 Annual School Report Financial Section (ASRFIN). The 2006-2007 ASRFIN must be submitted to the Department of Education by September 15, 2007 (or next business day), as required by Section 22.1-81, Code of Virginia. 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 2006-2007 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 2006-2007 ASRFIN to the department. School divisions and regional programs may begin submitting the 2006-2007 ASRFIN text and Excel files through the SSWS application beginning August 20, 2007. (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 2006-2007 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 2006-2007 ASRFIN;

 

        Attachment C provides detailed instructions for completing the 2006-2007 ASRFIN including a description of each section of the Excel template, important reminders, and tips for troubleshooting problems; and,

 

        Attachment D provides the 2006-2007 ASRFIN coding structure and definitions of expenditure functions, cost centers, programs, object codes, and revenue source codes.

 

The following additional reports, which are needed to complete the 2006-2007 ASRFIN, may be downloaded from the same website noted on the preceding page:

 

1.  Cash Basis Locality Ledger Report (fiscal year 2007 cash payments made by the Department of Education to school divisions);

 

2.  Adjusted Locality Ledger Report (fiscal year 2007 receipts paid by the Department of Education shown on a cash basis, except for sales tax which is shown on an accrual basis and Basic Aid which is shown where applicable with the year-end reduction of per pupil drivers education funding due to non-compliance with the drivers education requirements in Section 22.1-205 C., Code of Virginia);

 

3.  Sales Tax Revenue Reports

a.  One-month accrual basis

b.  Two-month accrual basis; and

 

4.  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 2007 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 2007 with no accrual adjustments for sales tax 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 and Basic Aid. Sales tax is shown in the adjusted locality ledger on a one-month accrual basis and Basic Aid is shown in the adjusted locality ledger with the year-end reduction of per pupil drivers education funding due to non-compliance with the drivers education requirements in Section 22.1-205 C., Code of Virginia. The amount shown for Basic Aid in this report is the amount to be reported on the fiscal year 2007 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 four 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 2006-2007 ASRFIN if reimbursement requests were submitted to the department on or before June 30, 2007, even if the school division did not actually receive the funds until after that date.

 

The 2006-2007 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 2006-2007 ASRFIN, please mail a hard copy of the signed superintendents certification report to:

 

Virginia Department of Education

Attn: Brian Logwood, Budget Director

P.O. Box 2120

Richmond, Virginia 23218-2120

 

Please note that access to the SSWS application for submission of the 2006-2007 ASRFIN will begin on August 20, 2007, and will close on October 2, 2007. In order to submit an ASRFIN after October 2, 2007, you must contact the Budget Office for system access.

 

Questions concerning the 2006-2007 ASRFIN may be addressed to budget office staff at (804) 225-2025.

 

BKCJr/cps

 

Attachments

 

http://www.doe.virginia.gov/administrators/superintendents_memos/2007/reg004a.pdf

http://www.doe.virginia.gov/administrators/superintendents_memos/2007/reg004b.pdf

http://www.doe.virginia.gov/administrators/superintendents_memos/2007/reg004c.pdf

http://www.doe.virginia.gov/administrators/superintendents_memos/2007/reg004d.pdf