Grants and Contracts Accounting Records

Records that document financial management of grants and contracts records. File may include project summaries; grant authorizations; contract documents; project budget change and adjustment records; invoices; receipts; cashier's receipts; equipment purchase orders; prior approval request records; account request records; vendor telephone contact logs; subcontracts; grants and contracts monthly budget summary statements; university billings balance sheets; reports for grants and contracts that are operating on direct payments; final financial reports; property reports; patent/invention reports; contractor's release report; assignment of refunds and rebates documents; equipment disposition reports; correspondence; and other related records.

Category

Finance

Maintainers

Finance Division,

Retention Period

Financial records, supporting documents, statistical records, and all other records pertinent to an award shall be retained for a period of 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 report, as authorized by the Federal awarding agency. The only exceptions are the following. (1) If any litigation, claim, or audit is started before the expiration of the 3-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 3 years after final disposition. (3) When records are transferred to or maintained by the Federal awarding agency, the 3-year retention requirement is not applicable to the recipient. (4) Indirect cost rate proposals, cost allocations plans, etc. as specified in paragraph ___.53(g).

Citations

34 C.F.R.74.53; OMB Circular A: 110-.53

Disposition Instructions

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