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