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These files consist of applications, proposals, grant data forms, IRB and other approvals, letters of rejection or award, fiscal award summaries, budget create and account create documents, University request for contribution of facilities and administrative costs, subcontractor commitment, scope of work and budget, PeopleSoft signature routing sheet, letter of award, and other records of a similar nature.
Authorized Retention:
A. Not Awarded, Not Rejected
Retain for three (3) years after purged from pending file, then destroy.
B. Rejected Grant Files
Retain for three (3) years after rejection, then destroy.
C. Awarded Grant Files
Send all fiscal material related to the grant to Office of Sponsored Programs Administration.
For administrative and audit purposes, the "official copy of record" of all grant and contract files are maintained by the Office of Sponsored Programs Administration (OSPA). These files consist of the Pre-Award fiscal material transferred to OSPA and accounting and budgetary records, financial statements, original copies of effort verification reports (EVR's) and copies of grantor billing and reports.
Authorized Retention:
A. Research and Training Grants
Retain for the longest of:
- the end of any period specified by terms or conditions of the award
- or three (3) years after completion of any pending audits
- or three (3) years after the date of the final submitted invoice
B. Facilities Grants
Retain for the longest of:
- the end of any period specified by terms or conditions of the award
- or three (3) years after completion of any pending audits
- or three (3) years after the date of the final submitted invoice
provided a microfilm or accepted long-term electronic record has been made.
Reviewed 2022-12-23