COMMONWEALTH OF VIRGINIA
DEPARTMENT OF EDUCATION
P.O. BOX 2120
RICHMOND, VIRGINIA 23218-2120
SUPTS. MEMO NO. 9
March 5, 2004
ADMINISTRATIVE
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TO: |
Division Superintendents |
|
FROM: |
Jo Lynne DeMary Superintendent of Public Instruction |
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SUBJECT: |
March 31, 2004, Average Daily Membership (ADM) Due: April 21, 2004 |
Final entitlements for Standards of Quality accounts (Basic
Aid, fringe benefits, etc.) and several other Direct Aid to Public Education
accounts for fiscal year 2004 will be based on average daily membership (ADM)
as of March 31, 2004. A downloadable
Excel template is provided to facilitate the collection of data used to compute
ADM. The Excel template
is located on the Department of Educations website and can be downloaded from
the following address:
http://www.pen.k12.va.us/VDOE/Finance/Budget/cdc/index.html
Please note that March 31,
2004, ADM is being collected by the
departments Division of Information Technology as well as by the budget
office. For the purpose of determining
final Direct Aid entitlements to school divisions for fiscal year 2004, the
March 31, 2004, data collection initiated by the budget office and addressed in
this memorandum will be the official data collection.
The Division of Information
Technology will collect March 31, 2004, ADM as part of the Spring Student
Record Data Collection (see Administrative Superintendents Memorandum No. 8,
dated February 27, 2004, for further information). The Spring Student Record Data Collection will be used in future
years to collect March 31 ADM for the purpose of determining final Direct Aid
entitlements to school divisions; therefore, it is important that school
divisions reconcile these two submissions with each other.
This reconciliation should be
performed prior to submission of each report.
If the process of reconciling ADM in the two data collections identifies
discrepancies that cannot be identified and resolved, please contact the budget
office at (804) 225-2025 for assistance.
Revisions to the official ADM
count reported pursuant to this memorandum after the April 21, 2004, submission
date must be resubmitted using the same procedures required for the original
submission. Any additions to ADM
identified after the submission deadline of April 21, 2004, will not be used to
adjust final fiscal year 2004 Direct Aid entitlements unless the budget office
receives them on or before May 14, 2004.
Reductions to ADM may be submitted to the department at any time;
however, school divisions are encouraged to submit these changes on or before
May 14, 2004.
Attachment A to this
memorandum provides information on the changes that have been made to the data
collection process for March 31, 2004, ADM.
Attachment B to this memorandum provides general instructions for
accessing and using the Excel data collection template. Please note that in order to minimize
duplicate or erroneous file submissions, the department has implemented an
automatic file-naming process that includes date and time identifiers in the
names of files that are to be returned to the department via e-mail. Please read the instructions provided in
Attachment B carefully as the department will only accept Excel files that have
the proper file name structure.
Attachment C to this memorandum
provides detailed instructions for reporting the data used to calculate ADM and
should be read thoroughly before preparing the report. Please be aware that
appropriate supporting documentation must be maintained by the school division
for each portion of the report in the event an ADM audit or review is required.
Attachment D
to this memorandum provides the pertinent sections from the 2002-2004
appropriation act, Board of Education regulations, and the Code of Virginia
that govern the calculation of ADM.
Please read all sections carefully to ensure that the data for your
division is reported accurately.
In order for the May and
June electronic fund transfers (EFT) to
reflect school division payments based on final March
31, 2004, ADM, it is important that all school divisions complete the Excel
template and return it via e-mail to the department no later than April 21,
2004. As noted earlier, any additions to ADM that are identified after the submission
deadline of April 21, 2004, must be reported to the budget office by May 14,
2004, in order to be credited toward final entitlement payments. After May 14, 2004, only deductions to ADM
will be applied to your final entitlements for fiscal year 2004. In addition to the electronic submission, a hard copy of the final ADM report, signed by the
division superintendent, must also be submitted by April 21, 2004. Questions concerning these submissions may
be directed to budget office staff at (804) 225-2025.
JLD/mmv
Attachments
/administrators/superintendents_memos/2004/adm009a.pdf
/administrators/superintendents_memos/2004/adm009b.pdf