Training/Technical Assistance & Best Practices

MEMORANDUM

MEMORANDUM

Date: September 17, 2009

To: CPMT Chairs, FAPT Chairs, CSA Fiscal Agents, CSA Coordinators

From: Chuck Savage

Re: FY09 Year End Reporting Information
FY09 Dataset Reporting
FY09 Year End Expenditure Reporting

September 30 is the cut-off for reporting program year 2009 expenditures (services from July 1, 2008 through June 30, 2009). Please refer to Section 4.5.3 (Disbursement Procedures) of the CSA Manual:
http://www.csa.virginia.gov/html/manual_pubs/csa_manual_publications.cfm

for additional information regarding CSA disbursement requirements. The web-based pool fund reporting system will be available until mid-night September 30 for entry of FY09 expenditures. In order to ensure all program year expenditures are reported by the September 30 cut-off, local governments may enter as many as five (5) June 30, 2009 pool fund requests in the reimbursement system. The FY09 Pool Fund Reimbursement System will not be available for entry effective Thursday, October 1, 2009. Beginning October 1, 2009, only FY10 expenditures will be available for reporting on the web reporting system.

FY09 June 30 Data Set Reporting – Year End Reporting

The quarter 4 Data Set Financial Report (June 30, 2009) was available for web based reporters effective August 1. Additionally, the quarter 4 Data Set Up-loader is available for all non-web report filers. The due date for final submission of the June 30 Data Set information is October 15, 2009.
The quarter 4 (June 30) report reflects child specific FY09 actual expenditure data. The total amount of financial information reported in the June 30, 2009 data set should correspond to the total expenditure amount reported through the CSA Pool Fund Reimbursement System. Please refer to the June 3, 2006 memorandum http://www.csa.virginia.gov/html/dataset/dataset060305.cfm for additional information regarding this reporting protocol. Remember, the June 30 data set financial report should be completed once all 2009 pool fund reimbursements have been completed.