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