Grant Records (Approved)
Records that document specific grants awarded to and/or administered by the Emory's units. File may include voucher reports, progress reports, application, regulations and guidelines, correspondence, budget records, audits and other related records.
Retain for three years from the date of submission of the final expenditure report or, for awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial reports. The exceptions are the following: 1. If any litigation, claim, or audit is started before the expiration of the three-year period, the records shall be retained until all litigation, claims, or audit findings involving the records have been resolved and final action taken. 2. Records for real property and equipment acquired with Federal funds shall be retained for three years after its replacement or final disposition. Indirect cost rate computations or porposals; cost allocation plans; and any similar accounting computation of the rate at which particular group of costs is chargeable. 1) If submitted for negotiation. If the recipient submits to the Secretary or the subrecipient submits to the recipient the proposal, plan, or other computation to form the basis for negotiation of the rate, then the 3-year retention period for its supporting records starts on the date of submission. 2) If not submitted for negotiation. If the recipient is not required to submit to the Secretary or the subrecipient is not required to submit to the recipient the proposal, plan, or other computation for negotiation purposes, then the 3-year retention period for the proposal, plan, or other computation and its supporting records starts at the end of the fiscal year (or other accounting period) covered by the proposal, plan, or other computation.
34 C.F.R. 74.53; 45 C.F.R. 74.53; 45 C.F.R. 92.42
Confidential destruction is required. Paper must be shredded, pulped, or incinerated; electronic records must be overwritten or the storage media physically destroyed. Deletion of information in computer files or on electronic storage media is not sufficient.
Last Updated: December 31, 2008