Status: Archived
Approved Date: February 14, 2019
Federal rules require the retention of consumer records based on the submission date of the final Expenditure Report for the grant year in which the consumer was closed. This process pertains to the paper consumer records as well as electronic consumer records.
Consumer records are retained until three (3) years after the submission date of the final Expenditure Report for the grant year in which the consumer was closed.
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.
FY Records Closed | Last Expenditure Report | Destroyed |
---|---|---|
2011/2012 | 1/13/2014 | 1/13/2017 |
2012/2013 | 11/21/2014 | 11/21/2018 |
2013/2014 | 11/15/2015 | 11/15/2019 |
2014/2015 | 11/15/2016 | 11/15/2020 |
2015/2016 | 10/30/2017 | 10/30/2021 |
2016/2017 | 11/15/2018 | 11/15/2022 |
2017/2018 | Not completed | |
2017/2018 | Not completed |
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