Recordkeeping Requirements

Importance of Recordkeeping

• Accurate recordkeeping is crucial to the successful management of CDBG-funded activities.
• Insufficient documentation is likely to lead to monitoring findings, and these findings will be more difficult to resolve if records are missing, inadequate or inaccurate.

General Files to be Maintained

• Executed Subrecipient agreement and copies of all required contract documents.
• CDA correspondences and approval letters.
• Equal opportunity compliance.
• Procurement requests and related documents.
• Financial records, including interim requests and financial reports.
  
• Audits and Monitoring Reports.
• Activity Files such as eligibility, evidence of meeting the national objective, characteristics and location of beneficiaries and programmatic reports.

Retention of Records

• Should comply with 24CFR Part 84 or 85, as applicable
• Each OA shall retain ALL of its records and supporting documentation applicable to the contract with the City for a period of seven (7) years.
• Such records and supporting documentation shall be made readily available, upon request for inspection or audit by representative of the City and/or Federal Government.