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Documentation Requirements and Records Retention

A. The unit is responsible for maintaining general accounting documentation and equipment related documentation, which is to be available for review upon request. Paper copies or computer files may be used for documentation. Documentation must be maintained for four years by the service facility.

B. It is the responsibility of the service unit management to maintain records of the details contained in all charges and to answer inquiries concerning those charges. Service unit charges are subject to audit as long as the grants or contracts they charge remain subject to audit. All service unit activity must be documented, and records must be maintained to support expenditures, billings, and cost transfers.