P.O. BOX 2120
July 27, 2001
TO: Division Superintendents
FROM: Jo Lynne DeMary
Superintendent of Public Instruction
SUBJECT: 2000-2001 Annual School Report - Financial Section
Due: September 15, 2001 (or next business day)

Attached are the instructions and forms for completing the financial section of the 2000-2001 Annual School Report (ASR). Similar to last yearís ASR, divisions and regional centers must submit the financial section electronically using the Excel reporting template provided. The Excel template for the 2000-2001 ASR is located on the departmentís website at the following address:

The following attachments to this memorandum provide important information for working with the Excel template and completing the financial section of the 2000-2001 ASR:

The following additional reports required to complete the 2000-2001 ASR may be downloaded from the same website noted above:

    1. Locality Ledger (fiscal year 2001 receipts)
    2. Sales Tax Revenue Reports
       a. Accrual Basis (to be reported on the ASR)
       b. Cash Basis
    3. Fringe Benefits Accruals (to be reported on the ASR)
    4. Basic Aid End-of-Year Adjustments Report

Each school divisionís fiscal year 2001 allocation of the Retiree Health Care Credit fringe benefit is also needed to complete the revenue section of the 2000-2001 ASR. This information will be sent to school divisions in mid-August after it is received from the Virginia Retirement System (VRS).

The Locality Ledger is an Excel file that provides a listing of all fiscal year 2001 state and federal payments. The revenue provided in the Excel file should be used to reconcile to the revenues that are pre-loaded in the ASR template with the exception of Fringe Benefits, Sales Tax, Basic Aid, and Retiree Health Care Credit. Please use the reports noted in items 2 through 4 above and the Retiree Health Care Credit Allocation report for reconciling the revenues pre-loaded for Fringe Benefits, Sales Tax, Basic Aid, and Retiree Health Care Credit. If you would like to receive a hard copy of your Locality Ledger report, please contact the budget office at (804) 225-2025. For federal funds, accrual amounts may be reported if reimbursements were submitted on or before June 30, 2001, but the funds were not received until July 1, 2001, or after.

The financial section of the 2000-2001 ASR should be submitted to the Department of Education by September 15, 2001, as required by Section 22.1-81, Code of Virginia. The report must be submitted using the Excel format provided unless prior approval is obtained from the department.

Using the instructions on page 22 of the General Instructions (Attachment C), please e-mail the completed Excel file to( Also, please mail a hard copy of the final report and the signed

superintendentís certification form to:

Virginia Department of Education
Attn: Budget Office
P.O. Box 2120
Richmond, Virginia 23218-2120

Questions concerning the 2000-2001 ASR Financial Section may be addressed to budget office staff at (804) 225-2025.