Superintendent's Memo #175-10

State seal, Commonwealth of Virginia

COMMONWEALTH of VIRGINIA
Department of Education

July 23, 2010

TO: Division Superintendents

FROM: Patricia I. Wright, Superintendent of Public Instruction

SUBJECT: Career and Technical Education State Equipment Allocations and Reimbursement Request Form for School Year 2010-2011

The state funding for secondary Career and Technical Education (CTE) equipment is $1,800,000 for fiscal year 2011.  The state equipment funding allocations for school divisions and regional centers for school year 2010–2011 are contained in Attachments A and B.

A base allocation of $2,000 is allocated for each school division and regional center, with the remainder of the funding distributed on the basis of student enrollment in secondary career and technical education courses. 

State funds received for secondary career and technical education equipment must be used to supplement, not supplant, any funds currently provided for secondary career and technical education equipment within the division.

School divisions and regional centers will be reimbursed 100 percent for local equipment expenditures claimed, up to the approved state funds entitlement amount.  The General Assembly has changed the state equipment funding source from general funds to lottery funds for fiscal year 2011.  The state equipment funds will not be available for reimbursement payments until January 2011.    

School divisions must first use their entire state equipment allocation before using any Perkins federal equipment funds.  Perkins federal equipment reimbursement requests will not be processed and approved for payment in OMEGA unless all state equipment funds reimbursement requests have been submitted for payment.

Reimbursement requests must be submitted using the CTE State Equipment Reimbursement Request Form, Attachment C.  The total prior year (SY 2009-2010) amount of local funds spent on equipment, not including federal Perkins and state equipment funds, must be reported on the reimbursement request form.

Reimbursement requests may be submitted for the equipment listed in the Approved Equipment for Career and Technical Education Programs listing, which can be found on the Department of Education’s Web page at: http://www.doe.virginia.gov/instruction/career_technical/equipment/index.shtml

All other purchased equipment must have a letter of prior approval from a Department of Education career and technical education program area specialist.  Invoices are not to be submitted with requests, but must be maintained at the division level for audit purposes. 

CTE State Equipment Reimbursement Request Forms must be submitted to W. Terry Dougherty, grants administrator, career and technical education, prior to June 10, 2011. Reimbursement payments for regional centers will be made to the school division serving as the fiscal agent for the regional center.

An inventory of all equipment items purchased with state funds must be maintained in accordance with CTE Regulation (8 VAC20-120).  Virginia Department of Education Form NA.011 – Inventory of Equipment Purchased with State CTE Equipment Funds, Attachment D, or similar local record can be used as an inventory record. 

Record/Item Numbers can be referenced from the Recommended Equipment Approved for Career and Technical Education Programs document under the individual program service area headings.  The itemized list and invoices for each program service showing the total amount claimed on the reimbursement request must be on file at the division level for audit purposes.

Questions concerning eligible equipment may be addressed to George Willcox, CTE coordinator, via e-mail at George.Willcox@doe.virginia.gov or telephone at (804) 225-2839 for agricultural education, health and medical sciences, trade and industrial education, and technology education program areas or to Anne Rowe, CTE coordinator, via e-mail at Anne.Rowe@doe.virginia.gov or telephone at (804) 225-2838 for business and information technology, career connections, family and consumer sciences, and marketing program areas.

Questions concerning fiscal year 2011 allocations and the state equipment reimbursement process may be addressed to W. Terry Dougherty, CTE grants administrator, via e-mail at Terry.Dougherty@doe.virginia.gov or telephone at (804) 225-3349.

PIW/LN/jts

Attachments:

  1. FY 2011 (School Year 2010-2011) State Equipment Funding Allocation by School Division (XLS) (PDF)
  2. FY 2011 (School Year 2010-2011) State Equipment Funding Allocation by Regional Center (XLS) (PDF)
  3. CTE State Equipment Reimbursement Request Form – SY 2010-2011 (Word)
  4. Virginia Department of Education Form NA.011 – Inventory of Equipment Purchased with State CTE Equipment (Word)