In general, Federal regulations require that financial records and supporting documents for an award must be retained for 3 years from the date of submission of the final expenditure report.
In certain cases, the documentation may need to be retained for three years after submission of the quarterly or annual financial report if required by the sponsor.
Departments must maintain documentation, including emails, to support charges to a sponsored project that were not previously submitted through New York University (NYU) administrative systems such as:
- Personnel Action Submission System (PASS/xPASS)
- Maximus Effort Reporting System (ERS)
- Journal Entry Management System (JEMS)
- AP Workflow
- Accounts Payable
- See the Technical Systems page for more information about these administrative systems.
All Purchasing Card (P-Card) holders must retain documentation for these purchases.