For most grant-related financial records, the FSR submission is the trigger date used to signify the start of the record retention period. The trigger represents an event, in order of precedence:

  1. FSR Submission: The date the Financial Status Report (FSR) was submitted to the sponsor. FSR Submission types are Final FSR or Quarterly or Annual FSRs for awards renewed quarterly or annually.
  2. Final Invoice Date: The date the Final Invoice was submitted to the sponsor, where no FSR is required.
  3. Budget Closeout: The date the final budget reconciliation was completed, where the sponsor does not require a FSR or Final Invoice.  Includes invoicable budgets.

Effective May 9, 2014, you can locate the FSR date for a given budget using GrantTracker. If the “Trigger” field is not populated, the date should be available in the notes section of Grant Tracker. Click here to view the step by step guide on locating the trigger date in GrantTracker.

Please note that for sub-budgets, departments should look to the parent budget for the trigger date which is used to signify the start of the retention period.

It is very important to note that for grants renewed on an ongoing basis, the trigger date is based on the annual or quarterly submission, not the final termination of the grant.