Finance FN38 - Management of One Time Grants and Donations - Case files

Accessed:	2026-07-17
Purpose of series:	Records Series documenting the management of funds received by units to complete specifically funded projects.
Scope and contents:	Includes (but on limited to): Applications, receipt of funds, reports, tracking of fund use, supporting documentation, and correspondence.
Cross reference:	For the processing of funds see: Financial Transaction - Centrally Processed (FN10); Hiring of positions for funded projects see: Competition Case files (HR70); For processing of wages see: Payroll (HR30)
Exceptions:	Research grants that are part of a government or recognized research funding agency program - See: Research Contracts and Agreements (RS10), Research Grants and Awards - External (RS11), Research Grants and Awards - Internal (RS12)

Primary offices:	Unit submitting grant application or receiving donation
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Transfer to University Archives
Primary office retention period:	7 years
Primary office retention instructions:	Donations and Successful Grant Applications: S/O= As outlined by contract or agreement. Retained for 7 additional years, then transfer to the University Archives. All Unsuccessful Grant Applications: Retain for 2 additional years after submission then securely destroy.

Secondary offices:	N/A
Secondary office retention trigger:
Secondary office disposition:
Secondary office retention period:
Secondary office retention instructions:

Retention rationale:

Expected operational use.

Vital records	Electronic systems	Personal information	Official media
No	NAS	No	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-05-31	2021-08-30 10:32:24		Internal

Notes: