Award Management

 

Record Retention

 

Pursuant to the records and retention policy established by the State of New Jersey for four year colleges, Kean University requires that records be retained in accordance with the table below with regard to grants and contracts whether they are awarded internally or externally.  This requirement is in accordance with state government and federal government codes, statutes, and regulations. This applies to the Office of Research and Sponsored Programs (ORSP), General Accounting, Grants Accounting, Budget Office, Student Financial Services, and any other unit, academic or non-academic, providing services for externally and internally funded grants and contracts. 

Record Title and Description

Length of Retention

Unit Retained In

Disposition

       

Financial Aid Files (Grants and Scholarships approved and awarded through ORSP)

7 years after termination of the grant agreement.  Files will then be destroyed.

Student Financial Services, PD/PI

Destroy

       

Financial Aid Files (Grants and Scholarships  submitted by ORSP and not awarded)

3 years

Student Financial Services, PD/PI

Destroy

       

State, Federal and Private Grant File (including program file for grant proposal and implementation.  Containing but not limited to:   correspondence, grant award, request for cost center establishment, faculty pay, reporting, and other supporting documentation)

7 years after termination of the grant

ORSP

Destroy

       

State, Federal and Private Grant File – Funded

7 years after termination of the grant

ORSP/Grants Accounting

Destroy

       

State, Federal and Private Grant File – Unfunded

3 years

ORSP

Destroy

       

Purchase Orders

7 years after termination of the grant 

Purchasing

Destroy

       

Budget Revision

7 years after termination of the grant 

Budget Office/ORSP

Destroy

       

Check Request Form

7 years after termination of the grant 

General Accounting

Destroy

       

Contracts and Amendments

7 years after termination of the grant 

ORSP/Grants Accounting

Destroy

       

Journal Entries

7 years after termination of the grant

ORSP/Grants Accounting

Destroy

       

Invoices

7 years after termination of the grant

General Accounting

Destroy

       

Budget Entries

7 years after termination of the grant

Budget Office/ORSP

Destroy

       

Travel documents

7 years after termination of the grant

General Accounting/ORSP

Destroy

       

Time and Effort Reporting

7 years after termination of the grant

ORSP

Destroy