DEPARTMENT
OF EDUCATION
P.O.
SUPTS. MEMO
NO. 4
July 25, 2008
REGULATORY
|
TO: |
Division Superintendents |
|
FROM: |
Billy K. Cannaday, Jr. Superintendent of Public
Instruction |
|
SUBJECT: |
2007-2008 Annual School Report -
Financial Section Due Date: September 15, 2008
|
Attached are the
instructions and forms for completing the 2007-2008 Annual School Report
Financial Section (ASRFIN). The 2007-2008
ASRFIN must be submitted to the Department of Education by September 15, 2008,
as required by Section 22.1-81, Code of Virginia. Similar to last year's 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 2007-2008 ASRFIN are located on
the department's 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 2007-2008 ASRFIN to the department. School divisions and regional programs may
begin submitting their 2007-2008 ASRFIN Excel files through the SSWS
application on or about August 18, 2008.
(See the ASRFIN Excel Template 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 2007-2008 ASRFIN:
Attachment A
provides instructions for accessing and downloading the Excel file from the
department's website;
Attachment B provides a review of
changes, clarifications, and highlights of the 2007-2008 ASRFIN;
Attachment C provides detailed
instructions for completing the 2007-2008 ASRFIN including a description of
each section of the Excel template, important reminders, and tips for
troubleshooting problems; and,
Attachment D provides the 2007-2008
ASRFIN coding structure and definitions of expenditure functions, cost centers,
programs, object codes, and revenue source codes.
The following additional reports, which provide additional
information regarding the revenues included in the 2007-2008 ASRFIN, may be
downloaded from the same website noted on the preceding page:
1. Adjusted
Locality Ledger Report (fiscal year 2008 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 driver's education funding due to non-compliance with
the driver's education requirements in Section 22.1-205 C., Code of Virginia);
2. Sales Tax
Revenue Reports
a. One-month
accrual basis
b. Two-month
accrual basis; and
3. Basic Aid
End-of-Year Adjustments Report.
The Adjusted Locality Ledger Report is an Excel file that
provides a listing of all fiscal year 2008 state and federal payments made by
the Department of Education to school divisions. It 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. Basic
Aid shown in the adjusted locality ledger includes the reduction for the average
daily membership corrections submitted by certain divisions in July of 2008 and
the year-end reduction of per pupil driver's education funding due to non-compliance
with the driver's 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 2008 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 three above plus the cash locality ledger located at https://p1pe.doe.virginia.gov/EDI_LL_Report/
to reconcile the ASRFIN pre-loaded revenues to your financial records.
Upon completion of the 2007-2008
ASRFIN, please mail a hard copy of the signed superintendent's certification report
to:
Attn: Brian Logwood, Budget Director
Please note that access to
the SSWS application for submission of the 2007-2008 ASRFIN will begin on or
about August 18, 2008, and will close on September 30, 2008. In order to submit an ASRFIN after September
30, 2008, you must contact the Budget Office for system access.
Questions concerning the
2007-2008 ASRFIN may be addressed to budget office staff at (804) 225-2025.
BKCJr/rea
Attachments
a. Download
Instructions for Excel Template (PDF)
b. Changes
for the 2007-2008 ASRFIN (PDF)