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Retain records for 3 years after submission of the fiscal status report (annual or, if annual is not required, competitive segment) or after final payment under a federal contract. If any litigation, claim, 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. Record retention under federal grants is governed by OMB Circular A-110, specifically 2 CFR 215.53. Record retention under federal contracts is governed by the Federal Acquisition Regulation, specifically FAR 52.215-2.
State and City awards:
Check the contract terms. A number of these awards require that UMB retain fiscal records for 6 years; it is recommended that all records for projects funded under State and City awards (MOUs, grants, agreements) be retained for 6 years.
Check the award terms and conditions or the sponsor’s written policies. If the sponsor or award document does not specify a specific time period to retain project records, follow the Federal requirement (retain for 3 years after final payment under the award).