| Item_No | RECORD_SERIES | Retention | Authority |
|---|---|---|---|
| 1000-20 GR | ACCIDENT REPORTS - Reports of accidents to persons on local government property or in any other situation in which a local government could be party to a lawsuit. | ||
| a) Reports of accidents to adults. | 5 years. | ||
| b) Reports of accidents to minors. | 5 years, or 2 years after the minor reaches the age of 18, whichever later. | ||
| 1000-21 GR | AFFIDAVITS OF PUBLICATION (including any accompanying clipping proofs or tear sheets) | ||
| a) Publication of municipal ordinances. | PERMANENT. | ||
| Retention Note: It is an exception to the permanent retention period that affidavits of publication and associated documentation for ordinances that are codified or re-codified may be disposed of after the effective date of the new code and are exempt from the destruction notice requirement. | |||
| b) Election notices. | |||
| 1) Notices of election in which candidates for federal office are not involved. | 60 days after election day. | Tex. Election Code, 4.005(d) and 66.058(a). | |
| 2) Notices for election in which candidates for federal office are involved. | 22 months after election day. | Tex. Election Code, 4.005(d) and 66.058(g). | |
| c) All other published legal notices. | 2 years. | ||
| 1000-25 GR | CONTRACTS, LEASES, AND AGREEMENTS - Contracts, leases, and agreements, including reports, correspondence, performance bonds, and similar records relating to their negotiation, administration, renewal, or termination, except construction contracts (see item number 1075-16). | 4 years after the expiration or termination of the instrument according to its terms. | |
| 1000-26 GR | CORRESPONDENCE AND INTERNAL MEMORANDA (includes incoming and copies of outgoing correspondence and internal correspondence and memoranda). | ||
| Retention Note: The minimum retention period for correspondence or internal memoranda in categories (a) and (b) directly linked to another record series or group listed in this or other commission schedules is that assigned to the other group or series. For example, a letter from an external auditor regarding an audit of a local government's financial records should be retained for the retention period given under item number 1025-01 (e); a letter concerning a workers compensation claim should be retained for the period given under item number 1050-32, etc. The retention periods that follow are for correspondence and internal memoranda that do not readily fall within other record groups. | |||
| a) Policy and program development - Correspondence and internal memoranda pertaining to the formulation, planning, implementation, modification, or redefinition of the policies, programs, services, or projects of a local government. Includes TX Assoc. Access ane Equity files. | 5 years. | Review before disposal; some correspondence of this type may merit permanent retention for historical reasons. | |
| b) Administrative - Correspondence and internal memoranda pertaining to or arising from the routine administration or operation of the policies, programs, services, and projects of a local government. Includes TX Assoc. of Comm. College HR Professionals, North TX Chpt Coll and Univ Pers Assoc., Coordinating Board Corres. files. | 2 years. | ||
| c) Routine - Correspondence and internal memoranda such as letters of transmittal, requests for publications, internal meeting notices, and similar routine matters. | AV | Exempt from destruction request requirement. | |
| (d) Print-outs verifying data entry. | AV | ||
| (e) E-mail messages (See Retention Note above). | AV | ||
| 1000-27 GR | DEEDS (including title opinions, abstracts and certificates of title, title insurance, documentation concerning alteration or transfers of title, and similar records evidencing public ownership of real property) | PERMANENT. | |
| 1000-28 GR | EASEMENTS - Documentation relating to easements and rights-of-way for public works or other local government purposes, including releases. | PERMANENT. | |
| 1000-29 GR | INSURANCE POLICIES - Liability, theft, fire, health, life, automobile, and other policies for local government property and personnel, including supporting documentation relevant to the implementation, modification, renewal, or replacement of policies. | 4 years after expiration or termination of the policy according to its terms. | |
| 1000-30 GR | LEGAL OPINIONS - Legal opinions rendered by counsel for a local government or the Attorney General, including any written requests for opinions, concerning the governance and administration of a local government. | PERMANENT. | |
| 1000-31 GR | LITIGATION CASE FILES (including all cases to which a local government is a party unless the case file is of a type noted elsewhere in this or other commission schedules) | AV after final disposition of the case. | Review before disposal; some case files may merit permanent retention for historical reasons. |
| 1000-36 GR | PERMITS AND LICENSES - Records documenting the application for and the issuance of permits and licenses by a local government for sales, solicitation, facility usage, and similar activities. Does not include permits and licenses issued for the construction of or alterations to real property, for those relating to health and sanitation, or for those issued by police or fire departments listed in other commission schedules | Expiration, cancellation, revocation, or denial + 2 years. | |
| 1000-38 GR | POLICY AND PROCEDURE DOCUMENTATION - Executive orders, directives, manuals, and similar documents that establish and define the policies, procedures, rules, and regulations governing the operations or activities of a local government as a whole or any of its departments, programs, services or projects. Includes Faculty Senate Handbook update recommendations. | US + 5 years. | Review before disposal; some documentation of this type may merit permanent or long-term retention for historical or legal reasons. |
| 1025-02 GR | BANK SECURITY RECORDS - Records documenting the pledging of bonds or securities by banks serving as depositories for public funds including depository contracts, security pledges and statements, surety bonds, and similar records. | 4 years after termination, expiration, or release of contractual obligations. | |
| 1025-03 GR | BOND RECORDS (see retention note to item number 1025-09) | ||
| a) Bond administrative records consisting of preliminary studies, proposals and prospectuses, authorizations and certifications for issuance or cancellation, and related policy correspondence. | PERMANENT. | ||
| b) Bond certificates and redeemed coupons. | 1 year after payment. | Tex. Civil Statues, art. 717l-1 for counties (see statue for procedural instructions for destruction); by authority of this schedule for all other local governments. Exempt from destruction request requirement. | |
| c) Bond registers. | PERMANENT. | ||
| d) Records relating to the exchange, conversion, or replacement of bonds by bondholders. | a) If information is contained in a bond register - 1 year. b) If information is not contained in a bond register - PERMANENT. |
Exempt from destruction request requirement. | |
| 1025-04 GR | BUDGETS AND BUDGET DOCUMENTATION | ||
| a) Annual budgets (including amendments). | PERMANENT in Business Office | ||
| b) Special budgets (includes budgets for capital improvement projects, grant-funded projects, or other projects prepared on a special or emergency basis and not included in an annual budget). | PERMANENT. | ||
| c) Working papers created exclusively for the preparation of budgets, including budget requests, justification statements, and similar documents. | 2 years. | ||
| d) Encumbrance and expenditure reports (status reports showing expenditures and encumbrances against a budget). | 2 years. | ||
| e) Budget change documentation, including line item or contingency/reserve fund transfers and supplemental budget requests. | 2 years. | ||
| 1025-05 GR | CAPITAL ASSETS RECORDS - Documentation relating to the capital and fixed assets of a local government. | ||
| a) Equipment or property history cards or similar records containing data on initial cost, including disposal authorizations when disposed of. | FE of date of disposal + 3 years. | ||
| b) Equipment or property cost and depreciation schedules or summaries used for capital outlay budgeting or other financial or budget control purposes. | FE + 3 years. | ||
| c) Equipment or property inventories (including sequential number property logs). | US + 3 years. | ||
| d) Property sale, auction, or disposal records of government-owned equipment or property. | 1 year. | Tex. Local Government Code, 263.155(b) for counties, by authority of this schedule for all other local governments. Exempt from destruction request requirement. | |
| Retention Note: Property sale or auction records under (d) do not include records arising from the sale of auction of property foreclosed or seized by a taxing unit for failure to pay property taxes or for the sale or auction or property seized by law enforcement officers. For such records use Local Schedule TX or Local Schedule PS respectively. | |||
| 1025-07 GR | FINANCIAL REPORTS - Annual, sub-annual, or irregularly prepared financial reports or statements on the accounts, funds, or projects of a local government created either for internal use or for submission to state agencies as may be required by law or regulation, except reports of similar types noted in this or other commission schedules. | ||
| a) Monthly, bimonthly, quarterly, or semi-annual reports. | FE + 3 years. | ||
| b) Annual reports. | PERMANENT. | ||
| c) Long range fiscal planning reports. | PERMANENT. | ||
| d) Capital improvement reports. | PERMANENT. | ||
| 1025-08 GR | GRANT DEVELOPMENT AND ADMINISTRATIVE RECORDS | ||
| a) Successful grant applications and proposals and any documentation that modifies the terms of a grant. | FE + 7 years. | See note (b) on page 15 | |
| b) Financial, performance, and compliance reports submitted to grantor or subgrantor agencies. | FE + 7 years. | See note (b) on page 15. | |
| c) Reports, planning memoranda, studies, correspondence, and similar records created for and used in the development of successful grant proposals. | 3 years. | ||
| d) Any records of the type noted in (a) or (b) relating to unsuccessful grant proposals. | AV | Exempt from destruction request requirement. | |
| e) Contract, client/counseling files. | FE + 7 years. | ||
| f) Direct federal grants (All records). | FE + 7 years. | ||
| 1025-09 GR | INVESTMENT TRANSACTION RECORDS - Documentation relating to the investment of public funds (e.g., certificates of deposit) that evidences the investment of funds, the performance or return of investments, the cancellation or withdrawal of investments, and similar activity. | FE + 5 years. | |
| Retention Note: It is an exception to the retention period for this item that records of investments and the calculation of arbitrage rebate amounts (if any) on proceeds from the sale of tax exempt bonds must be retained for 6 years after the retirement of the last obligation of the bond issue. | |||
| SECTION 2-2: ACCOUNTING RECORDS | |||
| Retention Note: PAYROLL RECORDS - For records relating to the disbursement of payroll see Section 3-2. | |||
| 1025-25 GR | ACCOUNTING POLICIES AND PROCEDURES DOCUMENTATION - Policy and procedure directives and similar records documenting accounting methodology. | US + 5 years. | |
| 1025-26 GR | ACCOUNTS PAYABLE AND DISBURSEMENT RECORDS - Claims, invoices, statements, copies of checks and purchase orders, expenditure authorizations, and similar records that serve to document disbursements, including those documenting claims for and reimbursement to employees for travel and other employment-related expenses, except | FE of date of payment + 3 years | |
| a) Accounts payable records sufficient to document the purchase costs of capital equipment or other fixed assets if capital asset documentation of the type noted under item number 1025-05(a) is not created. | FE of date of payment + 3 years | ||
| b) Fund transmittal reports accompanying the transmittal of funds to federal, state, or other local government agencies (e.g., sales tax to the State Comptroller of Public Accounts) to retirement systems or to the other entities if the funds are collected in whole or in part on behalf of other agencies or individuals (e.g., retirement deductions of employees), except those accompanying the transmittal of federal and state payroll and unemployment taxes [see item number 1050-53(b)]. | FE of period covered by report + 3 years | ||
| c) Buy back vouchers for textbooks | FE of date of payment + 3 years | ||
| d) Refund slips for returned merchandise | FE of date of payment + 3 years | ||
| e) Tuition refund records | FE of date of payment + 3 years | ||
| 1025-27 GR | ACCOUNTS RECEIVABLE RECORDS - Bill copies or stubs, statements, billing registers, account cards, deposit warrants, cash receipts, receipt books, cash transfers, daily cash reports, cash drawer reconciliations, and similar records that serve to document money owed to or received by local government and its collection or receipt except (a) - (d). Includes theatre/music ticket sale receipts. | FE of date of receipt + 3 years for other governments. | |
| a) Accounts receivable records documenting the receipt of any monies by any local government other than a school district that are remittable to the State Comptroller of Public Accounts (e.g., court costs in criminal cases, sales tax). | Remittance due date + 5 years for other governments. | ||
| b) Account card or similar record documenting payments to a local government in which the government holds a property lien until the debt is satisfied (e.g., liens arising from demolition, lot cleaning), including original liens and lien releases. | FE of date of final payment and release of lien + 3 years. | ||
| c) Account card of similar record relating to the receipt of cash deposits as sureties for the delivery of services (e.g., water and wastewater). | FE of termination of service or refund of deposit + 3 years. | ||
| d) Records of accounts deemed uncollectable, including write-off authorizations. | FE of write-off date + 3 years for other governments. | ||
| Retention Note: for accounts receivable records associated with the collection of property taxes, all local governments, including school districts, should use Local Schedule TX. | |||
| 1025-28 GR | BANKING RECORDS - Bank statements, canceled checks, check registers, deposit slips, debit and credit notices, reconciliations, notices of interest earned, voided checks, etc. | FE + 5 years. | |
| 1025-29 GR | COST ALLOCATION AND DISTRIBUTION RECORDS - Records created to document the allocation of costs among accounts and funds of local government, including records relating to chargebacks and other interdepartmental or interfund accounting transactions. | FE + 3 years. | |
| Retention Note: If any of the records in this group are used as ledger and journal entry documentation, they must be retained for FE + 5 years (see item number 1025-30) by all local governments. | |||
| 1025-30 GR | LEDGERS, JOURNALS, AND ENTRY DOCUMENTATION | ||
| a) General ledger showing receipts and expenditures from all accounts and funds of a local government. | |||
| 1) For fiscal years for which an annual audit report (see item number 1025-01) exists. | FE + 5 years (hard copy) PERMANENT (electronic) | Review before disposal; some ledgers may merit permanent retention for historical reasons. | |
| 2) For fiscal years for which an annual audit report (see item number 1025-01) does not exist. | PERMANENT. | ||
| b) Subsidiary ledgers. | FE + 5 years (hard copy) PERMANENT (electronic) | Review before disposal; some ledgers may merit permanent retention for historical reasons. | |
| c) Receipt, disbursement, general, or subsidiary journals. | FE + 5 years (hard copy) PERMANENT (electronic) | Review before disposal; some journals may merit permanent retention for historical reasons. | |
| Retention Notes: a) Be certain to verify before the disposal of any ledger or journal under this item number that the ledger or journal does not serve to document financial activities that require a longer retention period (e.g., investment documentation of proceeds of tax exempt bonds under item number 1025-09). | |||
| d) Journal vouchers and entries or similar posting control forms (including supporting documentation such as correspondence and auditor adjustments that evidence journal entries and amendments). | FE + 5 years (hard copy) PERMANENT (electronic) | ||
| Retention Note: If bill stubs (see item number 1025-27) are used as entry documentation for account journals, they must be retained by all local governments other than school districts for FE + 5 years rather than the FE + 3 year retention period for accounts receivable records. | |||
| 1025-31 GR | TRANSACTION SUMMARIES - Periodic summaries or reports of accounting transactions or activity by department, budget code, program, account fund, or type of activity, including trial balances, unless the summary is of a type noted elsewhere in this part. | ||
| a) Daily. | 30 days. | Exempt from destruction request requirement. | |
| b) Weekly. | 90 days. | Exempt from destruction request requirement. | |
| c) Monthly, bimonthly, quarterly, or semi-annual. | 2 years. | ||
| d) Annual. | FE + 3 years. | ||
| Retention Note: If an annual trial balance is not maintained, then the least frequent sub-yearly trial balance must be retained for FE + 7 years by school districts and FE + 3 years by all other local governments. | |||
| 1025-32 GR | UNCLAIMED PROPERTY DOCUMENTATION - Any form of record sufficient to verify information on unclaimed property previously reported to the State Treasurer showing the name and last known address of the apparent owner of reportable unclaimed property, a brief description of the property, and balance of each unclaimed account, if appropriate. (unclaimed checks) | Date on which property is reportable + 10 years. | Tex. Property Code, 74.103(b). |
| SECTION 3-2: PAYROLL RECORDS | |||
| Retention Note: OTHER ACCOUNTING RECORDS - This section supplements Section 2-2 and schedules financial and accounting records found in most local governments specific to the disbursement of payroll. If a payroll-related record is not scheduled in this section, use Section 2-2 for the comparable record; e.g., payroll fund reconciliations should be retained for FE + 3 years (or FE + 7 years in school districts) under the retention for Banking Records (see item number 1025-28). | |||
| 1050-50 GR | DEDUCTION AUTHORIZATIONS - Documentation used to start, modify, or stop all voluntary or required deductions from payroll, including orders of garnishment or other court-ordered attachments. | 4 years after separation or 4 years after amendment, expiration, or termination of authorization, whichever sooner. | |
| 1050-51 GR | DIRECT DEPOSIT APPLICATIONS/AUTHORIZATIONS | US | Exempt from destruction request requirement. |
| 1050-52 GR | EARNINGS AND DEDUCTION RECORDS | ||
| a) A record containing the following payroll information on each employee: name, last known address and social security number; amount of wages paid to the employee for each payroll period, including all deductions, and date of payment. Retention of any one of the following records for 4 years will satisfy the retention requirement: | PERMANENT. | See note (b) on page 7 of Local Schedule SD for school districts; 20 CFR 404.1225(b)(3) and 40 TAC 301.6(a) and (i) for other governments. | |
| 1) Individual employee earnings card or record that shows earnings and deductions for each pay period. | PERMANENT. | ||
| 2) Master payroll register which shows earnings and deductions for each pay period. | 4 years | ||
| b) A record containing the following minimum pension and deferred compensation information on each employee: name, date of birth, social security number, and amount of pension and deferred compensation deductions. Permanent retention of any one of the following will satisfy the retention requirement: | PERMANENT. | ||
| 1) Individual employee earnings card or record as in (a)(1). | |||
| 2) Employee Service Record (see item number 1050-12) if it contains the prescribed pension and deferred compensation deduction data. | |||
| 3) Master payroll register, or the final year-to-date register of each calendar year, if the register shows all persons employed during the year from whose wages pension and deferred compensation deductions were made. | |||
| 4) Pension and deferred compensation deduction register, or the final year-to-date pension deduction register of each calendar year, if the register lists all persons employed during the year from whose wages pension and deferred compensation deductions were made. | |||
| 5) Copies of annual or other periodic statements furnished to each employee detailing the deductions and contributions to a pension or deferred compensation plan during the past year or period. | |||
| c) Master payroll register, including year-to date registers, if not used to satisfy either of the retention requirements set in (a) or (b). | 4 years. | ||
| d) Subsidiary payroll registers, if not used to satisfy either of the retention requirements set in (a) or (b) | |||
| 1) If data contained in the subsidiary payroll register is not contained in the master payroll register. | 4 years. | ||
| 2) If data contained in the subsidiary payroll register is contained in the master payroll register. | 4 years. | Exempt from destruction request requirement. | |
| e) Copies of annual or other periodic statements furnished to each employee detailing the deductions and contributions to a pension or deferred compensation plan during the past year or period, if not used to satisfy the retention requirement set in (b). | 2 years. | ||
| f) Payroll adjustment records, including transaction registers, authorizations, and similar records authorizing and detailing adjustments to payroll records because of overpayment, underpayment, etc. | FE + 3 years. | ||
| 1050-53 GR | FEDERAL AND STATE TAX FORMS AND REPORTS | ||
| a) Forms used to determine withholding from wages and salaries for payroll tax purposes. | 4 years after separation or 4 years after form amended, whichever sooner. | 20 CFR 404.1225(b)(3), 26 CFR 31.6001-1(e)(2) for federal forms and by authority of this schedule for any state forms. | |
| b) Forms and reports used to report the collection, distribution, deposit, and transmittal of payroll or unemployment taxes. | 4 years after tax due date or date tax paid, whichever later. | 20 CFR 404.1225(b)(3), 26 CFR 31.6001-1(e)(2) for federal forms and by authority of this schedule for state forms. | |
| 1050-55 GR | PAYROLL ACTION OR INFORMATION NOTICES - Documents used by payroll officers to create or change information in the payroll records of individual employees except deduction authorizations (see item number 1050-50) and federal tax forms [see item number 1050-53(a)]. | ||
| a) Documents concerning hiring, termination, transfer, pay grade, position or job title, name changes, etc. | PERMANENT | 29 CFR 1602.31, 1602.40, and 1602.49. | |
| b) Documents concerning adjustments to payroll, leave status, and substitute forms. | PERMANENT | ||
| 1050-56 GR | TIME AND ATTENDANCE REPORTS - Time cards or sheets, including work schedules and documentation evidencing adherence to or deviation from normal hours for those employees working on fixed schedules. | 4 years. | 40 TAC 301.6(a) and (i). |
| 1050-57 GR | TIME CHANGE RECORDS - Requests and authorizations for overtime, time trading, and other actions that affect normal work time except leave requests [see item number 1050-54(c)]. | 2 years. | |
| 1050-58 GR | REQUESTS AND AUTHORIZATIONS TO ENGAGE IN REIMBURSABLE ACTIVITIES - Requests and authorizations for travel; participation in educational programs, workshops, or college classes; or for other bona fide work-related activities in which the expenses of an employee are defrayed or reimbursed. | FE + 3 years. | |
| SECTION 4-2: FACILITY, VEHICLE, AND EQUIPMENT MANAGEMENT RECORDS | |||
| 1075-15 GR | ACCIDENT AND DAMAGE REPORTS (PROPERTY) - Reports of accidents or damage to facilities, vehicles or equipment if no personal injury is involved | 3 years. | |
| Retention Note: For accident reports involving personal injury see item numbers 1000-20 and 1050-32. | |||
| 1075-17 GR | LOST AND STOLEN PROPERTY REPORTS | FE + 3 years. | |
| 1075-20 GR | USAGE REPORTS - Reports of usage of facilities, vehicles, and equipment. | ||
| a) Any type of usage report (e.g., mileage, fuel consumption, copies run) if such reports are the basis for allocating costs, for determining payment under rental or lease agreements, etc. | FE + 3 years. | ||
| b) Reservation logs or similar records relating to the use of facilities such as meeting rooms, auditoriums, etc., by the public or other governmental agencies. | 2 years. | ||
| c) Usage reports compiled for purposes other than those noted in (a) or (b). | 2 years. | Exempt from destruction request requirement. | |
| 1075-21 GR | VEHICLE ASSIGNMENT RECORDS - Assignment logs, authorizations, and similar records relating to the assignment and use of government-owned vehicles by employees. | 2 years. | |
| 1075-23 GR | WARRANTIES (for vehicles and equipment) | Expiration of warranty + 1 year | Exempt from destruction requests requirement. |
| 3750-02 JC | FINANCIAL AID DISBURSEMENT AND REPAYMENT RECORDS - Including (to the extent applicable to specific programs) disbursement and repayment forms, receipts; account cards; copies of promissory notes; certifications of enrollment status or other data to grantors or lenders; cancellation, deferment, or payment extension documentation; work-study certifications and time reports; documentation of entrance and exit interviews; records of contacts concerning overdue loans; correspondence between the junior college and the borrower, collection agencies, and credit bureaus; and similar records relating the disbursement of grants, veterans education benefits, and work-study funds and the disbursement and repayment of loans. | ||
| a) Income Contingent Loan (ICL) and Perkins Loan Programs. | Date of final repayment or cancellation + 5 years. | 34 CFR 673.32(e)(3)(iii) and 674.19(e)(3)(ii). | |
| b) College Work-Study (CWS) and Supplemental Educational Opportunity Grant (SEOG) Programs. | Submission of annual report for the award year + 5 years. | 34 CFR 675.19(c)(2) and 676.19(c)(2). | |
| c) Pell Grant Program. | End of award year + 5 years. | 34 CFR 690.82(b)(1). | |
| d) Stafford (formerly Guaranteed Student Loan) and PLUS Programs. | End of the period for which the loan was intended + 5 years. | 34 CFR 682.610(d)(1). | |
| e) Health profession and nursing student loan programs [excluding the Health Education Assistance Loan (HEAL) Program]. | Date of retirement of loan + 5 years. | 42 CFR 57.215(c) and 57.315(a)(3). | |
| f) Health Education Assistance Loan (HEAL) Program. | Termination of enrollment as a full-time student + 5 years. | 42 CFR 60.56(b). | |
| g) Veterans Administration educational assistance allowances. | Termination of enrollment + 5 years. | 38 CFR 21.4209(f). | |
| h) All other federal or state grant, scholarship, or work-study programs. | End of award year + 5 years. | ||
| i) Local grant, scholarship, or work-study programs. | End of award year + 5 years. | ||
| j) All other federal or state loan programs whose funds are administered by a district. | Date of final repayment or cancellation + 5 years. | ||
| k) Local loan programs. | Date of final repayment or cancellation + 5 years. | ||
| l) All other federal or state loan programs whose funds are administered by agencies other than a district. | End of the period for which the loan was intended + 5 years. | ||
| 3825-02 JC | FINANCIAL AID FUND ACCOUNTING RECORDS - Ledgers, journals; journal vouchers; banking records; applications and reports (including any non-fiscal performance evaluations or studies that may be required by terms of the program) submitted to federal, state, or other funding agencies; and similar records relating to the fiscal administration by a district of federal, state, or local grant, scholarship, loan or work-study funds. (For records involving the application by students for financial aid see item number 3750-01; for disbursement and repayment records maintained in each recipient see item number 3750-01.) | ||
| a) Income Contingent Loan (ICL), Perkins Loan, College Work-Study (CWS), and Supplemental Educational Opportunity Grant (SEOG) Programs. | Submission of annual report for the award year + 5 years. | 34 CFR 673.32(e)(2), 674.19(e)(3)(i), 675.19(c)(2), and 676-19(c)(2). | |
| b) Pell Grants. | End of award year + 5 years. | 34 CFR 690.82(b)(1). | |
| c) Health profession and nursing student loan programs. | Submission of periodic report + 5 years. | 45 CFR 74.21(a). | |
| Retention Note: See retention note (b) on page of 15 of local Schedule GR for an explanation of this 3-year retention standard used by most federal agencies, including the U.S. Department of Health and Human Services, which administers the health profession and nursing student loan programs. | |||
| d) All other federal or state grant, scholarship, loan, and work-study programs whose funds are administered by a district. | Submission of annual report for the award year + 5 years; or, if no report required, end of award year + 5 years. | ||
| e) Local grant, scholarship, loan, and work-study programs. | FE + 5 years. |