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Saint Paul Public Schools, District 625
360 Colborne Street
Saint Paul


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Grant Document Retention Quick Guide

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