Grantee Records Clause Samples
The GRANTEE RECORDS clause establishes the requirements for the grantee to maintain and manage records related to the grant or agreement. Typically, this clause specifies the types of records that must be kept, such as financial documents, receipts, and reports, and may outline the duration for which these records must be retained. It often grants the grantor or its representatives the right to access and audit these records to ensure compliance. The core function of this clause is to promote transparency and accountability by ensuring that the grantee can demonstrate proper use of funds and adherence to the terms of the agreement.
Grantee Records. Grantee shall make, keep, maintain and allow inspection and monitoring of the following records:
Grantee Records. Grantee shall make, keep, maintain, and allow inspection and monitoring by the State of a complete file of all records, documents, communications, notes and other written materials, electronic media files, and communications, pertaining in any manner to the Work (including, but not limited to the operation of programs) performed under this Agreement (collectively “Grantee Records”). Unless otherwise specified by the State, the Grantee shall retain Grantee Records for a period (the “Record Retention Period”) of three years following the date of submission to the State of the final expenditure report, or if this Award is renewed quarterly or annually, from the date of the submission of each quarterly or annual report, respectively. If any litigation, claim, or audit related to this Award starts before expiration of the Record Retention Period, the Record Retention Period shall extend until all litigation, claims or audit finding have been resolved and final action taken by the State or Federal Awarding Agency. The Federal Awarding Agency, a cognizant agency for audit, oversight, or indirect costs, and the State, may notify Grantee in writing that the Record Retention Period shall be extended. For records for real property and equipment, the Record Retention Period shall extend three years following final disposition of such property. Grantee shall permit the State, the federal government, and any other duly authorized agent of a governmental agency to audit, inspect, examine, excerpt, copy and transcribe Grantee Records during the Record Retention Period. Grantee shall make Grantee Records available during normal business hours at Grantee’s office or place of business, or at other mutually agreed upon times or locations, upon no fewer than two Business Days’ notice from the State, unless the State determines that a shorter period of notice, or no notice, is necessary to protect the interests of the State. The State, in its discretion, may monitor Grantee’s performance of its obligations under this Agreement using procedures as determined by the State. The federal government and any other duly authorized agent of a governmental agency, in its discretion, Grantee shall allow the State to perform all monitoring required by the Uniform Guidance, based on the State’s risk analysis of Grantee and this Agreement, and the State shall have the right, in its discretion, to change its monitoring procedures and requirements at any time during the term of this Agreement....
Grantee Records. A. Maintenance and Inspection Grantee shall make, keep, and maintain, all records, documents, communications, notes and other written materials, electronic media files, and communications, pertaining in any manner to this Grant for a period of three years following the completion of the close out of this Grant. Grantee shall permit the State to audit, inspect, examine, excerpt, copy and transcribe all such records during normal business hours at Grantee’s office or place of business, unless the State determines that an audit or inspection is required without notice at a different time to protect the interests of the State.
Grantee Records. The Grantee shall retain a STEP file containing:
Grantee Records. Grantee shall maintain adequate books and records to show the receipt and expenditure of Grant funds. Grantee shall make such books and records available to IVWF at reasonable times. Grantee shall keep copies of all books and records and all reports to IVWF for at least four years after completion of the use of the Grant. IVWF shall have the right, upon prior reasonable notice to Grantee, to audit these books and records including, without limitation, financial books, and records of Grantee while the Grant is pending and for four years after completion of the use of the Grant.
Grantee Records. The Grantee shall retain a STEP file containing:
a. Original executed copy of the STEP Grant Agreement and Grant Agreement Amendments (if applicable)
b. Policies and Procedures Manual
c. Copies of Grant Disbursement Request Forms and attachments
d. Copies of Status Reports e. Documentation of earned interest generation and expenditure (see Section G for more information)
Grantee Records. The Grantee shall retain a project file containing:
a. Original executed copy of the Grant Agreement and Grant Agreement Amendments (if applicable)
b. Copy of the Project Plan and all its parts
c. Copies of Grant Disbursement Request Forms, associated attachments, and other expenditure tracking including timesheets
d. Copies of Status Reports
e. Copies of annual data reports
f. Documentation of earned interest generation and expenditure (see Section H, Fiscal Administration)
g. Invoices from project participants for reimbursable items
h. All other information that documents all aspects of the project Sample
Grantee Records