State agency retention and access to records must be in full compliance with all applicable federal laws, rules and regulations (e.g., for Department of Health and Human Services, see 45CFR 92.42). Agencies should refer to the General Retention and Disposition Schedule for New York State Government Records as published by the New York State Archives and Records for guidance on minimum retention periods for other fiscal records, purchasing/claims and payments, revenue and collections, accounting reports and bank transactions. Records retention and disposition schedules for state government agencies are published on the State Education Department's website at:

http://www.archives.nysed.gov/records/retention-schedules-state

In addition to any federal requirements, OSC suggests the records retained include:

1. A copy of the grant application.
2. The grant award document.
3. All grantee requests for funds.
4. Copies of grant expenditure and disbursement records.
5. All notice of grant adjustments.
6. Copies of all correspondence related to fiscal matters.
7. Documentation of final acceptance by grantor and closure.
8. Any other information that may be deemed relevant in an audit.

Grant questions should be directed to the OSC BSAO, Federal Payment Management Team, at [email protected].

Guide to Financial Operations

REV. 05/17/2022