Grant Document Retention Quick Guide

  • Project records document compliance with legal requirements, provide support for audits, and serve as a basis for reporting. The following records need to be kept for at least five years for all funded grant awards:


    Funder/Legal Documents

    • Administrative guidelines and regulations
    • Approved application and budget
    • Audit reports, if applicable
    • Official notification of award


    Budget Records – most of these are stored electronically within PeopleSoft

    • All contracts and agreements for consultants
    • All purchasing documents
    • Evidence of cost comparison/analysis
    • All reimbursement requests
    • Copies of payroll documents
    • Drawdown documentation
    • Expenditure and income tracking files
    • In-kind budget worksheets (not in PeopleSoft)
    • In-kind documentation of expenses
    • Monthly guideline reports
    • Monthly statements for P-Cards


    Personnel Records:

    • Job descriptions and staff resumes
    • Staff schedules
    • Staff and volunteer sign-in sheets (time-tracking sheets)
    • Time and Effort Documentation


    Programmatic Records

    • All correspondence with the funder
    • All project reports
    • Any records that document problems and successes
    • Contact information for staff and program officers
    • Data used to demonstrate effectiveness in meeting objectives
    • Inventory records if equipment was purchased with government funds
    • Minutes of meetings
    • Press releases, newsletter, brochures, publicity, videos (be sure funder is properly recognized per grant agreement)
    • Project sign-in sheets
    • Project timelines
    • Surveys and results
Last Modified on September 24, 2018