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A TRUE COPY CERTIFICATION ON LAST PAGE J.R. SMITH, CLERK 15. Retention of Accounting Records. Financial records, supporting documents, statistical records and all other records, including electronic storage media pertinent to the Project, shall be retained for a period of five (5) fiscal years after the close out of the grant and release of the audit. If any litigation or audit is initiated or claim made before the expiration of the five-year period, the records shall be retained for five fiscal years after the litigation, audit or claim has been resolved. 16. Obligation to Provide State Access to Grant Records, The Grantee must make all grant records of expenditures, copies of reports, books, and related documentation available to the Division or a duly authorized representative of the State of Florida for inspection at reasonable times for the purpose of making audits, examinations, excerpts and transcripts. 17. Obligation to Provide Public Access to Grant Records. The Division reserves the right to unilaterally cancel this Agreement in the event that the Grantee refuses public access to all documents or other materials made or received by the Grantee that are subject to the provisions of Chapter 119, Florida Statutes, known as the Florida Public Records Act. The Grantee must immediately contact the Division's Contract Manager for assistance if it receives a public records request related to this Agreement. 18. Noncompliance. Any Girantee that is not mowing Florida statutes or rules, the temps ofthe grant agreement, Florida Deparhnent of State (DOS) policies and guidance, local policies, or other applicable law or that has not submitted required reports or satisfied other administrative regrmemerlts for other Division of Labrary and Irf'omstion Services gratis or grants from any other DOS Division wil be in rimconipliance status and subject to the DOS C ants Compliance Procedure. DOS Divisions include the Division ofArts and Culture, the Division of Historical Resources, the Division of Elections and the Division of Library and Intomnation Services. Gann con plia= issues mist be resolved before a grant award ag vernlent rmy be executed and before grant payments for any DOS grant may be released 19. Accounting Requirements. The Grantee must maintain an accounting system that provides a complete record of the use of all grant funds as follows: a) The accounting system must be able to specifically' identify and provide audit trails that trace the receipt, maintenance and expenditure of state funds; b) Accounting records must adequately identify the sources and application of funds for all grant activities and must classify and identify grant funds by using the same budget categories that were approved in the grant application. If Grantee's accounting system accumulates data in a different format than the one in the grant application, subsidiary records must document and reconcile the amounts shown in the Grantee's accounting records to those amounts reported to the Division; c) An interest-bearing checking account or accounts in,a state or federally chartered institution may be used for revenues and expenses described in the Scope of Work and detailed in the Estimated Project Budget; d) The name of the account(s) must include the grant award number; e) The Grantee's accounting records must have effective control over and accountability for all funds, property and other assets; and f) Accounting records must be supported by source documentation and be in sufficient detail to allow for a proper pre -audit and post -audit (such as invoices, bills and canceled checks). Page: 5 State Aid to Libraries Gant Agreement (Foam DLIS/SA02) Chapter I&2.011(2xa). Florida Administrative Code, Effective 03-2020