206 30 430

Activity
II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research
Series Name
Sponsored Research Post-Award Phase: Expense Transfer
Series ID
206-30-430
Custodians
Any creating unit
Research and Innovation: Sponsored Project Services
Description

Document justification for any cost transfer (also known as expense transfer) or reassignment to or from a federally funded project account to another after the expense was first recorded in the financial system (for example, as a result of data entry or clerical error).

These records found in all media (paper, digital, or other) may include but are not limited to:

  • all cost-shared expenses;
  • Banner or data warehouse reports showing the transaction detail;
  • financial report that includes correction that has been reviewed and approved by Principal Investigators by displaying PIs initials or signature;
  • change requests, approvals, confirmations by PI;
  • related documentation.

Note: SPS retains central file, units are expected to retain individual expense documentation and any items related to the spending of funds and administration for the duration of the retention period.

Retention and Disposal Instructions

3 years from the date of submission of the final expenditure report or, for Federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively, as reported to the Federal awarding agency or pass-through entity in the case of a subrecipient, unless otherwise specified by the terms of the agreement, purge.

Exception: In the event of a subpoena, audit, legal hold, public records or similar state or federal information request, halt until further instructed any scheduled disposal activities, including purging or transferring material to University Archives.

Citations
2 CFR 230.333 - Uniform administrative requirements, cost principles, and audit…
OAR Predecessors
OAR 166-475-0060 (8) Grants and Contracts Accounting Records