Administrative Assistants
MEET YOUR TITLE III SUPPORT TEAM!
Karen Webb
Director, Title III Programs
Language & Cultural Equity, APS
(505) 881-9429
WE CAN HELP YOU WITH
Requisition support & approval
Requisition submission process
Allowable expenditures
Justification completion
Program compliance
Teresa Foster
Grant Technician, Title III
Grant Management Office, APS
(505) 880-3717
I CAN HELP YOU WITH
Budget transfers
Cost account inquiries
Requisition status
Purchase orders
Invoices
Elsa Fernandez
Administrative Assistant, LCE
Language & Cultural Equity, APS
(505) 881-9429 x80491
I CAN HELP YOU WITH
Requisition documentation
Budget balances
Title III documentation
Access to Title III support
SUBMITTING A REQUISITION
CHECKLIST FOR SUBMISSION
PLEASE UPLOAD ALL DOCUMENTS AS PDFs
Completed Title III Justification form
Quote obtained from vendor
If over $10,000, three additional quotes are needed
All items from quote are entered through Lawson
All amounts on quote match exactly the REQ amounts
Files are uploaded using the Attach It feature
Files are named accordingly
Quote: 1234567Q
Justification: 1234567G
For questions specifically related to Lawson procedures or functions, please reach out to APS Business Systems at BusinessSystems@aps.edu. You can also submit a Help Desk ticket HERE. Log in using APS credentials. Working from home? Be sure to log into your VPN first.
JUSTIFICATION VIDEO OVERVIEW
Justification Overview.movTitle III Funding Guidelines - Substitutes & Additional Compensation (1).pdfSPENDING GUIDELINES FOR ADDITIONAL COMPENSATION & SUBSTITUTE SERVICES
If you've allocated funds to the accounts listed below, please read these guidelines to the left before proceeding with spending. Questions, just reach out to LCESupport@aps.edu.
Punch-out Vendor Notes
Are Quotes Required?
Per APS Business Systems and through the Lawson online portal, requisitions using Punch-Out vendors do not require a quote, nor is a quote needed to hit the "release" button.
Under Title III, though, it is critical that the Title III Director may have access to a list of what your site is purchasing to review for alignment and allowability under Title III grant goals and guidelines. For this, you may:
Request a quote from the vendor
Take a screenshot of your cart and upload it as a quote
Copy and paste the item images and their product numbers into a Word document and upload as a quote (please save as PDF first).
NOTE: If there is a total shown on any of the above, please note that it does not have to match the requisition amount to the penny.
Before Releasing a Requisition
The vendor name is still required as you complete the required lines and pages for your requisition. On the Detail Profile Tab, please be sure to include the vendor name. If this is not included, Grant Management will unrelease the requisition so that you have an opportunity to list it there.
Activity Code Formatting.pdfwhat's my activity code?
Click on the image to the left to see how you can generate the activity code for your school site. Download and keep for your records for future reference.
SUBMITTING A BUDGET TRANSFER FORM
A Budget Transfer is used to request that funds be moved from one cost account to another:
Steps are below, required documents are below:
Complete Budget Transfer Form (see example)
Obtain required signatures (yours, your Principal's)
Make a copy for your records
Scan signed copy to Title III Director
Inter-office the original to Title III Director, CC, 601W, LCE
We will review, sign and send to Teresa Foster (Title III Grant Tech) in Grants Management
If the Budget Transfer cannot be approved, feedback and next steps will be provided
Teresa Foster will e-mail when the transfer is complete
You are then ready to spend!
CROSS TRANSFER
What is it?
This means that you are moving money from a 1000 function to a 2000 function, or the reverse.
How does it work?
These transfers must be approved by the Board and can take up to 5 weeks to process.
WHY REQUISITIONS GET UNRELEASED & HOW TO AVOID IT
THE NUMBERS DO NOT ADD UP
If your requisition total and your quote total are not exactly the same (to the penny), the REQ is unreleased to allow you the opportunity to correct it.
HOW TO AVOID IT
Double and triple check your numbers before you hit the RELEASE button! Edits to totals are not allowed after a REQ has been released.
NOT ALIGNED TO TITLE III GOALS
Some purchases just aren't allowable under Title III, no matter how thorough the explanation. If this is the case, the REQ will be unreleased.
HOW TO AVOID IT
Let's chat! Send me ideas for purchasing or drafts of a justification before uploading. I can provide feedback and save you time and effort.
SOME ITEMS ARE UNALLOWABLE
Line item vetos are allowed here! If even one item on a quote is not allowable under Title III, the requisition will be unreleased for revision.
HOW TO AVOID IT
Encourage your administrator to use his/her Title III Requisition Packet (on Admin sub-page) when selecting items for purchase to support English Learners.
TRAVEL
TITLE III funds may not be used for travel (student or staff)
for the 2023-22024 school year.
Use of funds for this purpose will be reconsidered for 24/25.
Documenting Travel Paid for with TIII
When someone from your site uses TIII funds to travel, please ensure you've checked off the following:
DOCUMENTATION
Completed & signed Travel Request Form
Registration Confirmation
Agenda (must have location, time and dates(s)
Hotel Confirmation
Airline Confirmation
Upload all of the above documents as one file into AttachIT in Lawson. Name it as 1234567G1
TIME SHEET COMPLETION & SUBMISSION
Workflow for Submitting Time Sheets
Complete timesheet for employee (everything in yellow, dates, times, work description)
NOTE: If the employee has earned overtime pay, also complete/attach the overtime timesheet
Obtain signatures from employee & his/her supervisor
Please use RED ink for all signatures
Attach any supporting documentation (sign in sheets, agendas)
Make copies for your records
Submit all documentation (timesheets must be the originals) through APS mail to:
LCE, Title III Director, City Center, 6O1W
LCE will review and approve documents and submit to Grant Management
NOTE: LCE will complete the upload for the TIII timesheets that you submit; you do not have to do this
Grant Management will process and submit to payroll for payment
NOTE: If you are submitting timesheets for ELD Tutoring, you MUST include daily sign-in sheets that document the time in & out. Tutoring Sign-In
DISTRIBUTION & INVENTORY INSTRUCTIONS
Distribution
Any instructional resources purchased with Title III funds are intended for use with identified English Learners. A list of qualifying students can be found by running your site's PGM-1802 report in Synergy.
Resources for teachers may be used only by staff serving English Learners during the instructional day.
inventory
All items purchased with Title III funds must be collected & inventoried each year to ensure that the site continues to use the resources for identified English Learners. It is recommended that all items are barcoded or catalogued by the site librarians and checked out for use to designated ELD teachers or identified ELs.
IMPORTANT FORMS & DOCUMENTS
What you'll find here:
Grant Management Time Sheets (with dates)
Excel Upload Template
Overtime Request Sheet
What you'll find here:
Account Structure Information
Uniform Chart of Accounts
Other helpful documents
MARK YOUR CALENDAR!
Important Title III Dates & Deadlines for school year 2023/2024
November 1, 2023: Submit paperwork for at least 50% of you Title III budget
January 10, 2024: Budget transfers submitted to LCE, Title III
January 24, 2024: Requisitions released from school in Lawson to Title III Director