Financial Manual for Grants & Contracts Appendix K: Record Retention & Access Requirements

General

The requirements in Appendix K to this manual apply to all records of Contractors that are either 1) expressly required to be maintained by these requirements, program regulation or the grant agreement, or 2) that are otherwise reasonably considered as being pertinent to program regulations or the grant agreement. Copies made by microfilming, photocopying, or similar methods may be substituted for the original records in fulfilling these requirements.

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Record Retention

In general, records must be retained for 3 (three) years from the starting date shown in the matrix below. Two exceptions exist:

  • If any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the three-year period, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular 3-year period, whichever is later.
  • If an awarding agency has made special arrangements for a Contractor to transfer to the awarding agency any records that are continuously needed for joint use (to avoid duplicate recordkeeping), the three-year requirement is not applicable to the Contractor.

Table K-1 Record Retention Start Date

Record Type Start Date
All financial and programmatic records, supporting documents, statistical records, and other records of grantees or subgrantees, except as otherwise indicated in this matrix. Date grantee or subgrantee submits to the awarding agency its single or last audit report for that period unless the circumstances in footnote 1 exist.
Real property and equipment. Date of the disposition or replacement, or transfer at the direction of the awarding agency.
Records for income transactions after grant or subgrant support (in cases where Contractors must report income after the period of grant support). End of the grantee’s fiscal year in which the income is earned.
Indirect cost rate proposals, cost allocations plans, and any similar accounting computations of the rate at which a particular group of costs is chargeable, and their supporting records. If submitted for negotiation: date the plan/proposal is submitted for negotiation.
If not submitted for negotiation: end of the fiscal year (or other accounting period) covered by the proposal, plan, or other computation.

Footnote 1: When grant support is continued or renewed at annual or other intervals, the retention period for the records for each funding period starts on the day the grantee or subgrantee submits to the awarding agency its single or last audit report for that period. However, if grant support is renewed quarterly, the retention period for each year’s records starts on the day the grantee submits its expenditure report for the last quarter of the federal, state, or other designated fiscal year. In all other cases, the retention period starts on the day the grantee submits its final audit report. If an expenditure or audit report has been waived, the retention period starts on the day the report would have been due.

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Access to Records

The entities listed below have the right to access any pertinent books, documents, papers, or other records that are pertinent to the grant in order to make audits, examinations, excerpts and transcripts. This right lasts as long as the records are retained.

  • Federal funding source, as applicable, including:
  • Inspector General
  • Comptroller General of the United States
  • Governmental Accounting Office
  • Texas State Auditor
  • Texas Workforce Commission
  • Other state and federal auditing agencies
  • Any duly authorized representative of the above named agencies as deemed appropriate by the Agency

Unlike the parties above, public access to records is restricted. Contractors are not required to permit public access to their records unless required by federal, state, or local law.

Authority:

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