Documentation/Recordkeeping Clause Samples
The Documentation/Recordkeeping clause requires parties to maintain accurate and complete records related to their activities under the agreement. This typically involves keeping invoices, receipts, correspondence, and other relevant documents for a specified period, and may also grant the other party the right to inspect or audit these records upon request. The core function of this clause is to ensure transparency, facilitate compliance verification, and provide a clear evidentiary trail in case of disputes or regulatory reviews.
Documentation/Recordkeeping. The Business Administrator shall be responsible for filing a time off slip, in advance of the time off permitted in this Contract or immediately upon the return of the Business Administrator to the district in the event of an unplanned absence. The time off slip shall be filed with the Superintendent's Office each time any leave is taken. The Business Administrator shall periodically review the record of the Superintendent's Office to insure correctness.
Documentation/Recordkeeping. Subrecipient shall establish and maintain records sufficient to enable Grantee to (1) determine whether Subrecipient has complied with this Agreement, applicable federal statutes and regulations, and the terms and conditions of the Grantee’s federal award and (2) satisfy recordkeeping requirements applicable to the Grantee. These records include
Documentation/Recordkeeping. Option 1: Documentation required by Commercial Edible Food Genera- tor FRO/FRS will provide the following information to Commercial Edible Food Generator about the food that was recovered from Commercial Edible Food Generator: types of food recovered (perishable/nonperishable), weight in pounds, date, signature/confirma- tion. The requirements outlined in this Section shall not take the place of any recordkeeping and reporting obligations required by local, State, and federal regulations. Documentation shall be compiled electronically, including reports or data compiled through the use of cloud-based tracking, use of bar or QR codes, or other data collec- tion platforms. This information will be provided to Commercial Edible Food Generator on a <frequen- cy> basis on <day>, and transmitted to <contact> via <US mail, email, etc.>.Guidance: Note that SB 1383 regulations (14 CCR Sections 18991.4 and 18991.5) specify that Commercial Edible Food Generators and FRO/FRSs shall maintain records of the quan- tity of Edible Food (in pounds) recovered per month. Consider this when selecting mea- surement units and documentation frequency. FRO/FRS is required to retain all records for a minimum period of years. FRO/FRS agrees to cooperate with Commercial Edible Food Generator or designee for reporting to local, State, and federal agencies, as applicable. Option 2: Documentation required by the FRO/FRS (this is optional) Commercial Edible Food Generator will provide the following information to the FRO/ FRS for food provided by Commercial Edible Food Generator: <donation type and de- scription, weight (in pounds), types of food that were recovered, established frequency that the food is recovered, location, date, signature/confirmation. The requirements outlined in this Section shall not take the place of any recordkeeping and reporting obligations required by local, State, and federal regulations. Documentation shall be compiled via hard copy or electronically, including reports or data compiled through the use of cloud-based tracking, use of bar or QR codes, or other data collection platforms. This information will be provided to FRO/FRS on a monthly basis Note that SB 1383 regulations (14 CCR Sections 18991.4 and 18991.5) specify that Commercial Edible Food Generators and FRO/FRSs shall maintain records of the quantity of Edible Food (in pounds) recovered per month. Commercial Edible Food Generator is required to retain all records for a minimum period of 2 years. C...