Yes it is. However, please review Grants Information Memorandum 37 to ensure the principal investigator is aware of the compliance issues regarding the transfer of research data.
You can send boxes for storage at any time. On receipt of the boxes we would use the current anticipated study end date as the first trigger. This is the date the current renewal is projected to end. As your stored boxes near the end of their retention period, you will receive an automatic notification email from our database asking for the most current award renewal date. Each time we receive a new projected end date we will revise the study end trigger date in our database.
Since a renewal is an authorization for follow‐up support to a project, for administrative records and research data, the retention period begins after the final renewal ends.
Renewals have no impact on financial records.
For studies that are considered clinical studies, use either the "Research Data – Non-Biomedical Treatment or Intervention" or "Research Data – Biomedical Treatment or Intervention" series in the Research and Grant/Contract Records section of the UW General Records Retention Schedule. Choose the series description that best fits your study.
Original receipts should be forwarded to the UW except in the following circumstances:
- Locally based staff who are reimbursed from an established UW office in country (e.g. UW Kenya, I-TECH local offices), with the agreement of UW Banking Operations.
- Local laws require original receipts to be retained in country
In the above cases scanned copies of receipts can be forwarded to the UW.
The University retention requirements are established to ensure the availability of financial records that may be required for audit purposes. These retention periods either meet or exceed federal and state requirements. State and federal auditors have a 6 year window of opportunity to audit financial records that begins either when the FSR is submitted, the date the Final Invoice was submitted to the sponsor where no additional FSR is required, or the date the final budget reconciliation was completed where the sponsor does not require a FSR or Final Invoice.
Financial records for SNAP grants follow the same retention requirements as any other awards. We use the trigger date of submission of the Financial Status Report (FSR) to begin the retention count-down. The retention period is 6 years after submission of the FSR.
For most other types of awards an FSR is submitted annually or sometimes quarterly through the life of the grant. As a result a department will rarely have accumulated more than 1 year of financial records before the retention period begins.
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: