Grant and Contracts Accounting Records


Do not follow the records retention schedule to destroy records that are currently part of–or you are aware that they are going to be part of–any legal action or proceeding, litigation, audit, investigation, or review. For more information, see the Subpoenas for University Records Policy.

Schedule Number

This series provides a record of the establishment and administration of sponsored grant and contract restricted funds, documents to support compliance with fiscal reporting requirements, and includes billing information for accounts receivable from sponsoring agencies and corporate donors. Grants may be federal, state, corporate, or private. This series includes but is not limited to: invoices to sponsors, cash receipts, project budget change and adjustment forms, financial reports to sponsors, journal entry supporting documentation for Sponsored entries, quarterly effort reports and related documentation and correspondence. Sponsored Programs Accounting may also have use copies of grant authorizations, contracts and agreements, sub-contracts and assignment of refunds and rebates documents.

Grant and Contracts Accounting Records info
Record HolderRetention PeriodDisposition
Official Copy Post-Award Research Administration, Office of the Vice Provost for Research

Retain for life of the grant, plus 7 years, then confidential destruction

Confidential destruction

Unofficial Copy Departments and Offices

Retain until no longer needed after the end date of the award/segment

Confidential destruction


Official Copy of Grant and Contracts Accounting records
The Finance Division manages a wide range of grants and contracts accounting records. The retention and disposition of grants and contracts accounting records managed by the Finance Division are detailed in the Finance Division Records Policy.

Sponsored Programs Accounting, Office of the Vice Provost for Research, University Counsel, and Digital Collections and Archives
Effective Date