Categorized In: Administrative - General Administration
Approved Date: November 18, 2022
Owner: Holly Enriquez
Federal rules require the retention of client records based on the submission date of the final Expenditure Report for the grant year in which the client was closed. This process pertains to paper client records as well as electronic consumer records.
Social Security Cost Reimbursements: To ensure the availability of claims documentation for auditing and post-payment quality control purposes, all Cost Reimbursement payment-related documentation should be retained for a minimum of six years after the close of the federal fiscal year in which payment was made. Per the General Records Schedule (GRS) for Federal Records Management.
The following is an excerpt from EDGAR stating the record retention policy:
EDGAR 34CFR 80.42(b c): "Length of retention period. (1) Except as otherwise provided, records must be retained for three years from the starting date specified in paragraph (c) of this section. (c) Starting date of retention period. (1) General. When grant support is continued or renewed at annual or other intervals, the retention period for the records of each funding period starts on the day the grantee or subgrantee submits to the awarding agency its single or last expenditure report for that period."
State Policy: In accordance with Record Retention Schedule 39 (39-27), Nebraska Department of Education-Vocational Rehabilitation, per Nebraska Secretary of State, terminated and outcomes cases will not be destroyed until five (5) years after the FY records closed; thus, still in compliance with federal guidelines stated above.
Federal Fiscal Year Closed | Last Federal Expenditure Report | Records Destroyed |
FFY 17 | 11/15/18 | 11/15/22 |
FFY 18 | 10/29/19 | 10/29/23 |
FFY 19 | 12/30/20 | 12/30/24 |
FFY 20 | 1/30/22 | 1/30/26 |
FFY 21 | 1/30/23 | 1/30/27 |
FFY 22 | 1/30/24 | 1/30/28 |
FFY 23 | 1/30/25 | 1/30/29 |
FFY 24 | 1/30/26 | 1/30/30 |
FFY 25 | 1/30/27 | 1/30/31 |
FFY 26 | 1/30/28 | 1/30/32 |
FFY 27 | 1/30/29 | 1/30/33 |
FFY 28 | 1/30/30 | 1/30/34 |
Social Security Cost Reimbursements: Cost Reimbursement cases will be flagged in the case management system QE2 and retained in the system for six years after the close of the federal fiscal year in which payment was made. Proof of payment can include the types of documentation listed below and will be requested from E1:
Once a cost reimbursement has been received a copy of the signed Individualized Plan for Employment (IPE) and any amendments must be uploaded to the QE2 case. The Assistant Director will flag the case in QE2 once the cost reimbursement is received and QE2 will generate a To Do List to upload the IPE and any amendments.
Approved Date | ||
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October 28, 2021 | Show this Archived Version | |
July 06, 2021 | Show this Archived Version | |
February 14, 2019 | Show this Archived Version | |
February 14, 2019 | Show this Archived Version |