P.O. BOX 2120




July 26, 2002



Division Superintendents



Jo Lynne DeMary

Superintendent of Public Instruction



2001-2002 Annual School Report - Financial Section


Due: September 15, 2002 (or next business day)


Attached are the instructions and forms for completing the financial section of the 2001-2002 Annual School Report (ASR). Similar to last years ASR, divisions and regional centers must submit the financial section electronically using the Excel reporting template provided. The Excel template for the 2001-2002 ASR is located on the departments website at the following address:


As noted in Administrative Superintendents Memorandum No. 43, dated June 28, 2002, the department is providing four workshops on the 18th floor of the James Monroe Building in Richmond as follows:


Wednesday, August 7, 2002, 9 a.m.-12 p.m. (Session Full)

Wednesday, August 7, 2002, 1-4 p.m.

Tuesday, August 13, 2002, 9 a.m.-12 p.m. (Session Full)

Tuesday, August 13, 2002, 1-4 p.m.


Although two of the four sessions are currently full, if you would like to attend, please contact budget office staff at (804) 225-2025 by Friday, August 2, 2002, to determine if cancellations have occurred or if other training times are available.


The following attachments to this memorandum provide important information for working with the Excel template and completing the financial section of the 2001-2002 ASR:


        Attachment A provides instructions for accessing the Excel file from the departments website.


        Attachment B provides information on changes and clarifications, including new features, additional items, and deleted items in the 2001-2002 Excel template as well as proposed changes for the 2002-2003 Annual School Report.


        Attachment C provides detailed instructions for completing the 2001-2002 ASR including a description of each section of the Excel template, important reminders, and tips for troubleshooting problems.


        Attachment D provides the current coding structure and definitions of expenditure functions, programs, object codes, cost centers, and full-time equivalent (FTE) position classifications.


The following additional reports required to complete the 2001-2002 ASR may be downloaded from the same website noted on the preceding page:


1.  Locality Ledger (fiscal year 2002 receipts paid by the Department of Education)

2.  Sales Tax Revenue Reports (will be posted in mid-

a. One and Two-Month Accrual Basis
       b. Cash Basis
    3. Fringe Benefits Accruals
    4. Basic Aid End-of-Year Adjustments Report

Each school divisions fiscal year 2002 allocation of the Retiree Health Care Credit fringe benefit is also needed to complete the revenue section of the 2001-2002 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 2002 state and federal payments from the Department of Education. 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, 2002, but the funds were not received by the school division until after June 30, 2002.


The financial section of the 2001-2002 ASR should be submitted to the Department of Education by September 15, 2002 (or next business day), 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 at the end of Attachment C, please e-mail the completed Excel file to( after you have successfully submitted your ASR text file to the departments Web-enabled database. Also, please mail a hard copy of the final report and the signed

superintendents certification form to:


Virginia Department of Education

Attn: Budget Office

P.O. Box 2120

Richmond, Virginia 23218-2120


Questions concerning the 2001-2002 ASR Financial Section may be addressed to budget office staff at (804) 225-2025.