Fiscal records

Federal awards

Retain records for three 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 three-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 six years; it is recommended that all records for projects funded under state and city awards (MOUs, grants, agreements) be retained for six years.

Other awards

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 three years after final payment under the award).