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    Match - HO2 Maint Ret Stor Doc - Rev

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    America's Service Commissions
    This document discusses maintaining, retaining, and storing source documentation for cash and in-kind handouts. It recommends filing documentation by vendor, month, grantor, or subgrantee in a fireproof and waterproof filing cabinet located in the grants management, program officer, accounting, or executive director's office. Financial records should be retained for 3 years from the final report submission or 7 years for member records. Storage boxes should be marked with relevant details and stored long-term in a secure facility with a written agreement and insurance.

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    Match - HO2 Maint Ret Stor Doc - Rev

    Uploaded by

    America's Service Commissions
    17 views1 page
    This document discusses maintaining, retaining, and storing source documentation for cash and in-kind handouts. It recommends filing documentation by vendor, month, grantor, or subgrantee in a fireproof and waterproof filing cabinet located in the grants management, program officer, accounting, or executive director's office. Financial records should be retained for 3 years from the final report submission or 7 years for member records. Storage boxes should be marked with relevant details and stored long-term in a secure facility with a written agreement and insurance.

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    Match - HO2 Maint Ret Stor Doc_rev

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    Match - HO2 Maint Ret Stor Doc_rev

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    This document discusses maintaining, retaining, and storing source documentation for cash and in-kind handouts. It recommends filing documentation by vendor, month, grantor, or subgrantee in a fireproof and waterproof filing cabinet located in the grants management, program officer, accounting, or executive director's office. Financial records should be retained for 3 years from the final report submission or 7 years for member records. Storage boxes should be marked with relevant details and stored long-term in a secure facility with a written agreement and insurance.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    17 views1 page

    Match - HO2 Maint Ret Stor Doc - Rev

    Uploaded by

    America's Service Commissions
    This document discusses maintaining, retaining, and storing source documentation for cash and in-kind handouts. It recommends filing documentation by vendor, month, grantor, or subgrantee in a fireproof and waterproof filing cabinet located in the grants management, program officer, accounting, or executive director's office. Financial records should be retained for 3 years from the final report submission or 7 years for member records. Storage boxes should be marked with relevant details and stored long-term in a secure facility with a written agreement and insurance.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    of 1

    Match: Documenting Cash and In-Kind Handout 2

    Maintaining Source Documentation


    Where is your filing cabinet? In grants management office? In program officers office? In accounting office? In Executive Directors office? How safe is your filing cabinet? Fireproof Waterproof? What is your filing system? By vendor By month By grantor By subgrantee Alphabetically How are your documents filed? File Folders Binders

    Retaining Source Documentation


    Retain all financial records: 3 years from date of submission of final Federal Financial Report Final report = This means the report submitted by the Commission or Parent of a National Direct If there is an on-going audit, must retain all records until all audit findings are fully resolved Member records = retain for 7 years after service has been completed (7 years to complete education award Example 1: Grant Ends 7/31/2011 90 days to submit Final FSR = 10/31/2011 3 years = 10/31/2014 Example 2: Grant Ends 7/31/2011 90 days = 10/31/2011 3 years = 10/31/2014 Audit started = 4/1/2014 Final audit resolution = 9/30/2015

    Storing Documentation
    Marking Storage Boxes Type of documents stored Office responsibility Office contact name Office contact telephone number Storage Date Disposition Date Long-term Storage Select a facility Services Location Security Storage features Reliability & Accessibility Cost Written storage facility agreement Insurance requirements Procedures to store documents Procedures to mark documents Records inventory in office Page 1 of 1

    2013 Southwestern National Service Conference

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