Grant Management & Legislative Projects

APS Grant Management can be described in three areas:

1. Grant Writing: Contact the District Grants Manager when applying for a grant. 
2. Legislative Projects: Contact the Legislative Project Team for these projects. 
3. Post Award Grant Management: Contact Grant Management once an award has been granted.

Federal Guidance

Under the Federal Uniform Guidance e-CFR 200.430 (8)(i) Compensation-personal services states:

1. Standards for Documentation of Personnel Expenses (1) Charges to Federal awards for salaries and wages must be based on records that accurately reflect the work performed. These records must:
2. Be supported by a system of internal control which provides reasonable assurance that the charges are accurate, allowable, and properly allocated;
3. Be incorporated into the official records of the non-Federal entity;
4. Reasonably reflect the total activity for which the employee is compensated by the non-Federal entity, not exceeding 100% of compensated activities (for IHE, this per the IHE's definition of IBS);
5. Encompass both federally assisted and all other activities compensated by the non-Federal entity on an integrated basis, but may include the use of subsidiary records as defined in the non-Federal entity's written policy;
6. Comply with the established accounting policies and practices of the non-Federal entity (See paragraph (h)(1)(ii) above for treatment of incidental work for IHEs.); and
7. [Reserved]
8. Support the distribution of the employee's salary or wages among specific activities or cost objectives if the employee works on more than one Federal award; a Federal award and non-Federal award; an indirect cost activity and a direct cost activity; two or more indirect activities which are allocated using different allocation bases; or an unallowable activity and a direct or indirect cost activity.
9. Budget estimates (i.e., estimates determined before the services are performed) alone do not qualify as support for charges to Federal awards, but may be used for interim accounting purposes, provided that:
1. The system for establishing the estimates produces reasonable approximations of the activity actually performed;
2. Significant changes in the corresponding work activity (as defined by the non-Federal entity's written policies) are identified and entered into the records in a timely manner. Short term (such as one or two months) fluctuation between workload categories need not be considered as long as the distribution of salaries and wages is reasonable over the longer term; and
3. The non-Federal entity's system of internal controls includes processes to review after-the-fact interim charges made to a Federal awards based on budget estimates. All necessary adjustment must be made such that the final amount charged to the Federal award is accurate, allowable, and properly allocated.
10. Because practices vary as to the activity constituting a full workload (for IHEs, IBS), records may reflect categories of activities expressed as a percentage distribution of total activities.
11. It is recognized that teaching, research, service, and administration are often inextricably intermingled in an academic setting. When recording salaries and wages charged to Federal awards for IHEs, a precise assessment of factors that contribute to costs is therefore not always feasible, nor is it expected

Grants Manager

The Grants Manager oversees the district-wide grant pre-approval process to align funding efforts with district goals. The Grants Manager supports educators and directors through the pre-approval process, assists with grant research and writing, and stewards proposals to completion and submission to outside government, corporate and foundation funders.  The Grants Manager also oversees the grant programs of the APS Education Foundation.

Grant Management Department

The Grant Management Department monitors compliance and provides technical assistance to schools and program units that are awarded federal, state, local or private grants. The department's primary task is to monitor the budgets, expenditures and required financial reports for all the district's grant funds.  It is our primary responsibility to ensure that documents are complete, accurate, and coded correctly.  We are then responsible for securing the reimbursement from the grantor.  Although we rely on the program departments within APS to ensure the programs are running correctly, we do have a financial responsibility to ensure the payments are accurate.

 Legislative Projects

This office works closely with schools, principals and legislators.  Legislative officials earmark funds for special projects throughout the district.  The Legislative Projects team provides technical assistance, guidance and compliance on these special projects. 

Grant Management Information

Grant Management Budget / Reports

GM provides the financial support to assist with the cost account structure, budget transfers, and training to run Lawson reports.

Grant Management Programs

GM provides services for many different grant programs within the APS district.  Learn about current grant programs and the related departments.

Grant Management Employee / Payroll

The GM team processes all grants payroll and monitors all grant employees.  Review the proper grant processes for payroll and employee requests.

Grant Management Purchases / Requisitions

The GM team monitors compliance involving grant purchases and process requisition approvals.  Review purchasing guidelines and requisition tips.

APS Charter School Information

GM monitors the grant funds allocated to the APS Charter Schools.  Understand the budget planning process and the compliance monitoring between PED, the Charter Site and APS.

Grant Management Legal Section

GM must assure all appropriate policies and procedures are followed in order to remain aligned with the compliance requirements as part of the fiscal management of the grant.   Review guidance and regulations on grants.