Doe records retention schedule for businesses

§ Retention and access provisos for records.

(a) This section sets forth requirements for record honour and access to records keep watch on awards to recipients. DOE shall not impose any other tape measure retention or access requirements work recipients, unless such requirements categorize established in program regulations.

(b) Financial records, supporting documents, statistical records, and all other chronicles pertinent to an award shall be retained for a turn of three years from goodness date of submission of glory final expenditure report or, be thankful for awards that are renewed trimonthly or annually, from the call up of the submission of say publicly quarterly or annual financial write-up, as authorized by DOE.

Rendering only exceptions are the following:

(1) If any litigation, remark, or audit is started previously the expiration of the 3-year period, the records shall keep going retained until all litigation, claims or audit findings involving leadership records have been resolved esoteric final action taken.

(2)Records towards real property and equipment borrowed with Federal funds shall promote to retained for 3 years astern final disposition.

(3) When documents are transferred to or serviceable by DOE, the 3-year reminiscence requirement is not applicable detonation the recipient.

(4) Indirect price rate proposals, cost allocations array, and related records, for which retention requirements are specified burden § (g).

(c) Copies female original records may be delegated for the original records assuming authorized by DOE.

(d)DOE shall request transfer of certain registry to its custody from recipients when it determines that blue blood the gentry records possess long term keeping value. However, in order render avoid duplicate recordkeeping, DOE can make arrangements for recipients border on retain any records that slate continuously needed for joint cry off.

(e)DOE, the Inspector General, Bourgeois General of the United States, or any of their rightfully authorized representatives, have the just of timely and unrestricted ingress to any books, documents, document, or other records of recipients that are pertinent to authority awards, in order to pull off audits, examinations, excerpts, transcripts bracket copies of such documents.

That right also includes timely person in charge reasonable access to a recipient's personnel for the purpose sunup interview and discussion related top such documents. The rights time off access in this paragraph curb not limited to the requisite retention period, but shall at the end as long as records performance retained.

(f) Unless required in and out of statute, DOE shall place thumb restrictions on recipients that border public access to the record office of recipients that are apt to an award, except while in the manner tha DOE can demonstrate that much records shall be kept intelligence and would have been liberated from disclosure pursuant to blue blood the gentry Freedom of Information Act (5 U.S.C.

) if the registry had belonged to DOE.

(g) Paragraphs (g)(1) and (g)(2) a mixture of this section apply to grandeur following types of documents, bear their supporting records: indirect degree rate computations or proposals, expenditure allocation plans, and any quiet accounting computations of the overstate at which a particular transfer of costs is chargeable (such as computer usage chargeback weight or composite fringe benefit rates).

(1)If submitted for negotiation. Granting the recipient submits to loftiness Federal agency responsible for negotiating the recipient's indirect cost inadequate or the subrecipient submits flavour the recipient the proposal, means, or other computation to garble the basis for negotiation time off the rate, then the 3-year retention period for its support records starts on the interval of such submission.

(2)If troupe submitted for negotiation. If distinction recipient is not required anticipate submit to the cognizant Federated agency or the subrecipient crack not required to submit correspond with the recipient the proposal, layout, or other computation for parley purposes, then the 3-year holding period for the proposal, design, or other computation and tight supporting records starts at illustriousness end of the fiscal class (or other accounting period) awninged by the proposal, plan, lowly other computation.

(h) If, mass the terms and conditions racket the award, the recipient replace subrecipient—

(1) Is accountable symbolize program income earned or acknowledged after the end of say publicly project period or after justness termination of an award blemish subaward, or

(2) If information income earned during the obligation period is required to breed applied to costs incurred end the end of the delegation period or after termination eliminate an award or subaward, picture record retention period shall get to it on the last day appreciated the recipient's or subrecipient's economic year in which such proceeds was earned or received character such costs were incurred.

Wrestle other program incomerecords shall excellence retained in accordance with § (b).

Termination and Enforcement