Superintendent's Memo #149-11

State seal, Commonwealth of Virginia

COMMONWEALTH of VIRGINIA
Department of Education

May 27, 2011

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 (SY) 2011-2012

The state funding for secondary Career and Technical Education (CTE) approved equipment is $1,800,000 for fiscal year 2012 (SY 2011-2012). The state equipment funding allocations for school divisions and regional centers for school year 2011–2012 are contained in Attachments A and B.

A base allocation of $2,000 is available for each school division and regional center, with the remainder of the funding distributed on the basis of student enrollment in secondary CTE courses. State funds received for secondary CTE equipment must be used to supplement, not supplant, any funds currently provided for secondary CTE 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 continued to fund the state equipment allocation from lottery funds for fiscal year 2012.  The state equipment funds will not be available for reimbursement payments until January 2012.

The CTE State Equipment Reimbursement Request Form must be submitted to W. Terry Dougherty, grants administrator, career and technical education, prior to June 8, 2012. Reimbursement payments for regional centers will be made to the school division serving as the fiscal agent for the regional center.

Please note, school divisions must first use their entire state equipment allocation before submitting any requests for Perkins federal equipment funds. Perkins federal equipment reimbursement requests will not be processed and approved for payment in the Online Management of Education Grant Awards (OMEGA) system unless all state equipment funds reimbursement requests have been submitted for payment.

Submission of State Equipment Reimbursement Form

Reimbursement requests must be submitted using the CTE State Equipment Reimbursement Request Form, Attachment C. The prior year (SY 2010-2011) total amount of local funds spent on equipment, not including federal Perkins and state equipment funds, must be reported on the state equipment reimbursement request form.

Reimbursement requests may be submitted for the equipment listed in the Approved Equipment for Career and Technical Education Programs listing.

All other purchased equipment must have a letter of prior approval from a Virginia Department of Education (VDOE) career and technical education program area specialist.

An inventory of all equipment items purchased with state funds must be maintained in accordance with the Regulations Governing Career and Technical Education in Virginia (8 VAC20-120). VDOE Form NA.011 – Inventory of Equipment Purchased with State CTE Equipment Funds, Attachment D, or a similar local record can be used as an inventory record. The “Record/Item Numbers” can be referenced from the Approved Equipment for Career and Technical Education Programs listing under the individual program service area headings. The itemized list and invoices for each program area showing the total inventory amount requested for reimbursement must be maintained at the division level for audit purposes and should not be submitted to the VDOE.

If you have questions concerning eligible equipment, please contact George Willcox, CTE coordinator, at George.Willcox@doe.virginia.gov or by telephone at (804) 225-2839, or Anne Rowe, CTE coordinator, at Anne.Rowe@doe.virginia.gov or by telephone at (804) 225-2838.

If you have questions concerning fiscal year 2012 allocations and the state equipment reimbursement process, please contact W. Terry Dougherty, CTE grants administrator, at Terry.Dougherty@doe.virginia.gov or by telephone at (804) 225-3349.

PIW/LBH/sgj

Attachments:

  1. FY 2012 (School Year 2011-2012) State Equipment Funding Allocation by School Division (PDF)
  2. FY 2012 (School Year 2011-20121) State Equipment Funding Allocation by Regional Center (PDF)
  3. CTE State Equipment Reimbursement Request Form – SY 2011-2012 (PDF)
  4. Virginia Department of Education Form NA.011 – Inventory of Equipment Purchased with State CTE Equipment Funds (PDF)