Record Retention

PURPOSE

The purpose of this statement is to provide general guidelines and applicable procedures for retaining records related to Sponsored Awards.

GENERAL GUIDELINES/APPLICABLE POLICIES

Federal guidelines require that records related to sponsored programs be retained for a period of 3 years after submission of the final financial report. If the project is engaged in some type of audit or litigation, records must be maintained for a period of 3 years after resolution.

PROCEDURES

PRINCIPAL INVESTIGATORS

Principal investigators are required to retain copies of all of the following items and supporting documentation until submission and acceptance of the final financial report:

  • Purchase Requisitions and Supporting Documentation

  • PC Card Reconciliations

  • Travel Reimbursements

  • Check Request

  • Inventory Records

  • Salary Authorizations

  • Timesheets

  • Other Human Resources Information

  • Time and Effort Certifications

  • Cost Sharing Certification

DIVISION OF RESEARCH

Sponsored Programs will retain the documents in RAMSeS:

  • Proposal Documentation

  • Award Documentation

  • Closeout Documentation

CONTRACTS AND GRANTS

The Office of Contracts and Grants will retain copies of the following items and supporting documentation until submission and acceptance of the final financial report:

  • Project Files

  • Billings and Invoicing

  • Required Financial Reports

  • Correspondence

Points of Pride
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    The College of Engineering ranks No. 1 for the number of degrees awarded to African Americans
  • Research
    U.S. News and World Report ranks the COE in the top third of the Best Undergraduate Engineering Programs
  • ERC Research
    N.C. A&T is the home of the National Science Foundation Engineering Research Center (ERC)
  • Ag Research
    SAES brought in more than $20 million in research grant funding
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  • F.D. Bluford Library
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