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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules General Schedule
1006 GRANT RECORDS

1006-01 GRANT RESEARCH AND DEVELOPMENT WORKING RECORDS

Series is used to explore and develop grant proposals. Series consists of the background and draft materials used to develop specific and general proposals. Records include drafts of the proposal, correspondence relating to the proposal and materials collected prior to grant authorization to justify and develop a project. Series also includes general information about the granting agencies.
Record Copy? Yes
RETENTION: 3 years after final audit

1006-02 GRANT PROPOSAL AND ADJUSTMENT RECORDS

Series documents grant proposals and modification to the original terms. Series contains a copy of the proposal document and any correspondence or other documentation that modifies the proposal as it was originally presented to the funding agency.
Record Copy? Yes
RETENTION: 3 years after final audit; retain unsuccessful grant applications 1 year after rejection or withdrawal.

1006-03 GRANT INTERNAL REPORT RECORDS

Series is created to inform the Commissioner and bureau managers on the status of the grant. Records include allotment and management reports submitted to the bureau management or to the commissioner in charge. Reports summarize the activity and status of the grant.
Record Copy? No
RETENTION: 3 years after final audit

1006-04 GRANT EXTERNAL REPORTS

Series are the reports required to be filed with the granting agency. Reports include annual financial or performance reports and final reports.
Record Copy? Yes
RETENTION: Annual and final reports: Permanent; All other reports: 5 years

1006-05 GRANT PROJECT WORKING RECORDS

Series is the project file used to document the routine administrative work associated with the grant project. Records include routine correspondence, memoranda, case files, construction files, notes and drafts of the progress reports and consultant files.
Record Copy? Yes
RETENTION: 3 years after final audit

1006-06 GRANT FINANCIAL RECORDS

Series documents the financial transactions of the grant project. Records include the resource allocation records documenting the use of materials purchased with grant funds, accounting reports, and financial tracking documents which include authorization notices, invoices, billings, payroll, personnel records, TARS, daily work reports, financial report and audit exceptions resolution letter.
Record Copy? Yes
RETENTION: 3 years after grant closure or final audit, whichever is longer

1006-07 PROJECT CLOSURE RECORDS

Series documents the completion of a grant project. Records include grant completion check-off form, materials documenting audit results, documents resolving any legal entanglements or requirements and final project evaluation report by administering bureau (if required).
Record Copy? Yes
RETENTION: Transfer to Grants Office upon completion of project

1006-08 CERTIFIED PAYROLL RECORDS

Series consists of the payroll associated with a specified grant project. Series is created to document the payroll costs and to ensure the prevailing wage has been paid. Records include copies of city payroll and copies submitted by sub-contractors to the project manager.
Record Copy? No
Where? Auditor's Office
RETENTION: 3 years after final audit

Contact Information
Archives & Records
1800 SW 6th Ave, Suite 550
Portland, OR 97201
phone: 503-865-4100 (new)

 

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