COMMONWEALTH OF VIRGINIA

DEPARTMENT OF EDUCATION

P.O. BOX 2120

RICHMOND, VIRGINIA 23218-2120

 

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


(Access to the Web-based file submission application will begin on or about August 18, 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:

 

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 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)

c. Instructions for Completing the 2007-2008 ASRFIN (PDF)

d. Account Structure for 2007-2008 ASRFIN (PDF)