Records Retention and  Access

Records must be retained for a period of three years from the date the annual Financial Status Report is submitted, which includes financial and programmatic records, supporting documents, statistical records, and all other records that are required by the terms of a grant. Grantees will find this information useful in retaining records associated with their grant awards.

 

The following is an excerpt from HHS Grants Policy Statement.


Recipients generally must retain financial and programmatic records, supporting documents, statistical records, and all other records that are required by the terms of a grant, or may reasonably be considered pertinent to a grant, for a period of 3 years from the date the annual FSR is submitted.

For awards where the Financial Status Report (FSR)  is submitted at the end of the competitive segment, the 3-year retention period will be calculated from the date the financial status report (FSR) for the entire competitive segment is submitted.

Those recipients must retain the records pertinent to the entire competitive segment for 3 years from the date the FSR is submitted. See 45 CFR 74.53 and 92.42 for exceptions and qualifications to the 3-year retention requirement (e.g., if any litigation, claim, financial management review, or audit is started before the expiration of the 3-year period, the records must be retained until all litigation, claims, or audit findings involving the records have been resolved and final action taken).

Those sections also specify the retention period for other types of grant-related records, including indirect cost proposals and property records. See 45 CFR 74.48 and 92.36 for record retention and access requirements for contracts under grants.

Records Retention and Access. HHS Grants Policy Statement. HHS/ACF/OHS. 2007. English.

Last Reviewed: November 2012

Last Updated: November 13, 2014