Faculty Effort Certification (FEC)
Forms documenting faculty salary expenses charged to federal grants and contracts, and cost-sharing activities related to federally sponsored projects.
Official Copy: Post Award Fiscal Compliance
Retention: 6 years after end of fiscal year (after reporting period end date)
Disposition Method: Recycle or Delete
Other Copy: College/School or Department
Retention: 1 year after end of fiscal year
Disposition Method: Recycle or Delete
Financial Records for Grants/Contracts
Records of financial transactions on grants and contracts including non-FEC (Faculty Effort Certification) cost share documentation. Includes the following financial records:
- Cash Transmittals (CTs)
- Cost Transfer Invoices (CTIs)
- Memo to Request an Advance Notice
- Credit Card Receipts
- ProCard transaction approval and reconciliation including reviewed and signed Transaction Detail Report, invoices, and receipts
- Central Travel Account (CTA) approvals and reconciliations including reviewed and signed UW Transaction Detail with Notes & Account Codes Report, invoices and receipts
- Packing Slips
- Petty Cash (Revolving Fund) Records including Application for Revolving Fund
- Petty Cash Vouchers with supporting documents such as sales slips, cash register receipts, paid invoices
- Receipt for Petty Cash Advance and study subject compensation records
- Internal Purchase Approvals
- Banking Records including deposit slips, canceled checks, reconciliations and monthly statements
- Delegations of Authority
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be maintained for the following retention periods
Official Copy: Procurement Services
Retention: Variable, depending upon departmental retention schedule
Disposition Method: Recycle or Shred or Delete
Official Copy: Grant and Contract Accounting
Retention: 6 years after submission of a financial status report
Disposition Method: Recycle or Delete
Other Copy: College/School or Department
Retention: 6 years after submission of a financial status report
Disposition Method: Recycle or Delete
Grant and Contract Certification Report
Signed report which provides a means of payroll verification for Principal Investigator of a grant or contract.
Official Copy: College/School or Department
Retention: 12 years after end of fiscal year
Disposition Method: Shred or Delete
Note: If your office is scanning signed GCCRs, please follow the UW Scanning Requirements and, once the scan has been saved appropriately, dispose of any paper copies.