Maintenance and Retention of Records
(1)The Program shall maintain accurate, complete, orderly, and separate records. All records and documents must be adequately stored and protected from fire, electronic disclosure, and other damage. All record books, documents, and records related to the program must be accessible to the Administrator or his or her designee for inspection and audit. The accounting system shall insure that CFA funds are not commingled with funds from any other source. Funds specifically budgeted for/or received in connection with one grant may not be used to fund another grant. Revenues and expenditures for each grant shall be separately identified and tracked within the grantee’s accounting system or records. In the event a grantee’s accounting system cannot comply with this requirement, the grantee shall establish a system to provide adequate fund accountability for each grant awarded. Any carryover of CFA funds shall not revert to or be transferred to the city or county’s general fund or other fund. A “carryover” is defined as any unexpended monies remaining in a Program, at the end of the term of the grant for the Program.
(2)All records must be secured and confidential and retained in accordance with the Oregon Department of Justice record retention scheduled as required in OAR 166-300-0015 (Administrative Records), 0025.
Rule 137-078-0035 — Maintenance and Retention of Records,