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RULE §54.58Maintenance of Records

(a) The grantee shall maintain adequate records to support its charges, procedures, and performances to the OAG for all work related to the grant. The grantee also shall maintain such records as are deemed necessary by the OAG and auditors of the State of Texas or such other persons or entities designated by the OAG, to ensure proper accounting for all costs and performances related to the grant. As applicable to the grant awarded to a grantee, such records include, but are not limited to:

  (1) A copy of any required licenses or certifications of any individual who holds a grant-funded position.

  (2) Time and attendance records for all grant-funded positions. These records must include the number of hours worked each day on the project, the signature of the employee, and the signature of the supervisor. Any further documentation requested by the OAG shall be maintained by the grantee for audit and monitoring purposes.

  (3) Documentation showing that the terms of any grant-funded third-party contracts are being met.

  (4) Adequate travel logs that include, at a minimum, dates, destinations, mileage amounts, expenses, and explanations of grant-related activities performed during the travel.

  (5) Verification of completion of training and other related records.

  (6) Records of the disposition, replacement or transfer of any equipment purchased with grant funds. The retention period for these records begins on the date of the disposition, replacement or transfer.

  (7) Records of any litigation, claims, or audits involving the grant.

(b) The grantee shall maintain and retain for a period of four (4) years after the submission of the final expenditure report all such records as are necessary to fully disclose the extent of services provided under the contract. However, if four years after the submission of the final expenditure report, the records are subject to or implicated in pending litigation, claims, or audits, they must be retained until those matters have been fully and finally resolved.

(c) Records may be retained in an electronic format.

Source Note: The provisions of this §54.58 adopted to be effective May 26, 2013, 38 TexReg 2975

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