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:
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.
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.
