You are here: Home Employees Employee News Nearly 1,000 APS Employees are Paid from Federal Grants
Posted September 6, 2017

Nearly 1,000 APS Employees are Paid from Federal Grants

Federal law requires that when an individual is paid from a federal grant source, personnel activity reports must be kept.

You may not know how your position is funded, it could be that you are receiving your pay through a federal grant. Federal law requires that when an individual is paid from a federal grant source, personnel activity reports must be kept.

Beginning in September, if you are paid from a federal grant source, you will receive an email with a link that will require you to complete a form stating the percentage of time worked on the federal program related to the grant. For step-by-step instructions contact .

Supervisors of federally funded employees will also receive emails to acknowledge the completion of the form.

Who will get these?

  • Anyone paid from a federal grant will receive this monthly even if they are fully funded -- this is new from the past practice.
  • Supervisors for acknowledgement

How is it determined who gets them?

  • All employees are coded to a payment source (fund) in Infor (Lawson) determined by the supervisor of that employee.
  • All forms are generated from actual payments to employees each month according to where the paycheck was coded.
  • Any payments that post to a cost account that begins with 2401, 2406, 2499 and/or 2599 will be included.

How much time do we have to respond?

  • Seven Days

What work do I include?

  • All contract work? -- Yes
  • All extended contract work? -- Yes
  • Differential pay for special duties/skills? -- No
  • Work performed outside my contract that I filled out a time-sheet for? -- No

What if I am off contract for the summer?

  • There is a drop down choice for off contract

What if I don’t think I should get the form?

  • Fill in the form and submit it anyway, because your paycheck does reflect federal funding.    
  • Talk to your supervisor to find out why you are coded to this fund
  • If there is an error, the supervisor should note it in the comments during their review of the form and send in a current ERF (Employee Request for Change form)
  • You are always welcome to email us with your concerns at and be sure to add your name and employee # in emails.

When will this start?

  • The data starting point is July 1, 2017.
  • Form distribution for July paychecks – Early September
  • Form distribution for August paychecks – Late September
  • Each month by the 10th for the preceding month’s paychecks

For example: by October 10, for September paychecks.


Grant Management can also be reached by calling 505-880-3778.

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