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A TRUE COPY <br />CERTIFICATION ON LAST PAN <br />J.R. SMITH, CLERK <br />documents. Finally, the right of access is not limited to the required retention period but lasts as long as the records <br />are retained. <br />b. As required by 2 C.F.R. §200.331(a)(5), the Division, the Chief Inspector General of the State of <br />Florida, the Florida Auditor General, or any of their authorized representatives, shall enjoy the right of access to any <br />documents, financial statements, papers, or other records of the Subrecipient which are pertinent to this Agreement, <br />in order to make audits, examinations, excerpts, and transcripts. The right of access also includes timely and <br />reasonable access to the Subrecipient's personnel for the purpose of interview and discussion related to such . <br />documents. <br />c. As required by Florida Department of State's record retention requirements (Chapter 119, Florida <br />Statutes) and by 2 C.F.R. §200.333, the Subrecipient shall retain sufficient records to show its compliance with the <br />terms of this Agreement, as well as the compliance of all subcontractors or consultants paid from funds under this <br />Agreement, for a period of five (5) years from the date of submission of the final expenditure report. The following <br />are the only exceptions to the five (5) year requirement: <br />i. If any litigation, claim, or audit is started before the expiration of the five (5) -year period, <br />then the records must be retained until all litigation, claims, or audit findings involving the <br />records have been resolved and final action taken. <br />ii. When the Division or the Subrecipient is notified in writing by the Federal Awarding <br />Agency, cognizant agency for audit, oversight agency for audit, cognizant agency for <br />indirect costs, or pass-through entity to extend the retention period. <br />iii. Records for real property and equipment acquired with Federal funds must be retained <br />for 5 years after final disposition. <br />iv. When records are transferred to or maintained by the Federal Awarding Agency or pass- <br />through entity, the (five) 5 -year retention requirement is not applicable to the <br />Subrecipient. <br />V. Records for program income transactions after the period of performance. In some <br />cases, recipients must report program income after the period of performance. Where <br />there is such a requirement, the retention period for the records pertaining to the earning <br />of the program income starts from the end of the non -Federal entity's fiscal year in which <br />the program income is earned. <br />vi. Indirect cost rate proposals and cost allocations plans. This paragraph applies to the <br />following types of documents and their supporting records: indirect cost rate <br />computations or proposals, cost allocation plans, and any similar accounting <br />computations of the rate at which a particular group of costs is chargeable (such as <br />computer usage chargeback rates or composite fringe benefit rates). <br />d. In accordance with 2 C.F.R. §200.334, the Federal Awarding Agency must request transfer of <br />certain records to its custody from the Division or the Subrecipient when it determines that the records possess long- <br />term retention value. <br />e. In accordance with 2 C.F.R. §200.335, the Division must always provide or accept paper versions <br />of Agreement information to and from the Subrecipient upon request. If paper copies are submitted, then the Division <br />must not require more than an original and two copies. When original records are electronic and cannot be altered, <br />there is no need to create and retain paper copies. When original records are paper, electronic versions may be <br />7 <br />