Common use of Audits, Records, and Records Retention Clause in Contracts

Audits, Records, and Records Retention. 1. To establish and maintain books, records, and documents (including electronic storage media) in accordance with generally accepted accounting procedures and practices, which sufficiently and properly reflect all revenues and expenditures of funds provided by the Council under this subcontract. 2. To retain all client records, financial records, supporting documents, statistical records, and any other documents (including electronic storage media) pertinent to this subcontract for a period of six (6) years after termination of the subcontract, or if an audit has been initiated and audit findings have not been resolved at the end of six (6) years, the records shall be retained until resolution of the audit findings or any litigation which may be based on the terms of this subcontract. 3. Upon completion or termination of the subcontract and at the request of the Council, the Provider will cooperate with the Council to facilitate the duplication and transfer of any said records or documents during the required retention period as specified in Section I, paragraph D.2. above. 4. To assure that these records shall be subject at all reasonable times to inspection, review, or audit by Federal, state, or other personnel duly authorized by the Council. 5. Persons duly authorized by the Council and Federal auditors, pursuant to 45 CFR, Part 92.36(i)(10), shall have full access to and the right to examine any of Provider’s subcontract and related records and documents, regardless of the form in which kept, at all reasonable times for as long as records are retained. 6. To provide a financial and compliance audit to the Council as specified in Attachment III and to ensure that all related party transactions are disclosed to the auditor. 7. To include these aforementioned audit and record keeping requirements in all approved subcontracts and assignments. 8. If Exhibit 2 of this subcontract indicates that the Provider is a recipient or sub-recipient, the Provider will perform the required financial and compliance audits in accordance with the Single Audit Act Amendments of 1996 and OMB Circular A-133, and/or section 215.97 Florida Statutes, as applicable and conform to the following requirements:

Audits, Records, and Records Retention. 1. The Firm agrees: a. To establish and maintain books, records, and documents (including electronic storage media) in accordance with generally accepted accounting procedures and practices, which sufficiently and properly reflect all revenues and expenditures of funds provided by the Council Firm under this subcontract.Agreement; 2. b. To retain all client records, financial records, supporting documents, statistical records, and any other documents (including electronic storage media) pertinent to this subcontract Agreement for a period of six (6) five years after termination of the subcontractAgreement, or if an audit has been initiated and audit findings have not been resolved at the end of six (6) five years, the records shall be retained until resolution of the audit findings or any litigation which may be based on the terms of this subcontractAgreement. 3. c. Upon completion or termination of the subcontract Agreement and at the request of the CouncilAuthority, the Provider Firm will cooperate with the Council Authority to facilitate the duplication and transfer of any said records or documents during the required retention period as specified in Section I, paragraph D.2. 13.b above.; 4. d. To assure that these records shall be subject at all reasonable times to inspection, review, or audit by Federal, state, or other personnel duly authorized by the Council.Authority; 5. e. Persons duly authorized by the Council Authority and Federal auditors, pursuant to 45 CFR, Part 92.36(i)(1092.36(I)(10), shall have full access to and the right to examine any of Provider’s subcontract Firm's Agreement and related records and documents, regardless of the form in which kept, at all reasonable times for as long as records are retained.; 6. To provide a financial and compliance audit to the Council as specified in Attachment III and to ensure that all related party transactions are disclosed to the auditor. 7. f. To include these aforementioned audit and record keeping requirements in all approved subcontracts and assignments.; and 8. If Exhibit 2 of this subcontract indicates that the Provider is a recipient or sub-recipientg. The Firm agrees to comply with public records access requirements set forth in section 119.0701(2), the Provider will perform the required financial and compliance audits in accordance with the Single Audit Act Amendments of 1996 and OMB Circular A-133, and/or section 215.97 Florida Statutes, including the obligation to: (1) Keep and maintain public records required by the Authority to perform the scope of services required under this Agreement; (2) Upon request from the Authority's custodian of public records, provide the Authority with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes, or as applicable otherwise provided by law; (3) Ensure that public records that are exempt or confidential and conform exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the Term of this Agreement and following termination of the Agreement if the Firm does not transfer the records to the following Authority. (4) Upon termination of the Agreement, transfer, at no cost, to the Authority, as requested, all public records in possession of the Firm or keep and maintain public records required by the Authority to perform the scope of services required hereunder. If the Firm transfers all public records to the Authority, as requested, upon termination of the Agreement, the Firm shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements:. If the Firm keeps and maintains public records upon termination of the Agreement, the Firm shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the Authority, upon request from the Authority's custodian of public records, in a format that is compatible with the information technology systems of the Authority. IF THE FIRM HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE FIRM'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE AUTHORITY'S CUSTODIAN OF PUBLIC RECORDS AT (000) 000-0000, XXXXX@XXXXXXXXXXXX.XXX, OFFICE OF HUMAN SERVICES & COMMUNITY PARTNERSHIPS, 000 XXXX XXXXXXX ROAD, TALLAHASSEE, FLORIDA 32301.

Audits, Records, and Records Retention. 1. To establish and maintain books, records, and documents (including electronic storage media) in accordance with generally accepted accounting procedures and practices, which sufficiently and properly accurately reflect all revenues and expenditures of funds provided by the Council Network under this subcontract. 2. To retain all client records, financial records, supporting documents, statistical records, and any other documents (including electronic storage media) pertinent to this subcontract for a period of six seven (67) years after termination of the subcontract, or if an audit has been initiated and audit findings have not been resolved at the end of six seven (67) years, the records shall be retained until resolution of the audit findings or any litigation which may be based on the terms of this subcontract. 3. Upon completion or termination of the subcontract and at the request of the CouncilNetwork, the Provider will cooperate with the Council Network to facilitate the duplication and transfer of any said records or documents during the required retention period as specified in Section I, paragraph D.2. above. 4. To assure that these records shall be subject at all reasonable times to inspection, review, or audit by Federal, state, or other personnel duly authorized by the CouncilNetwork. 5. Persons duly authorized by the Council Network and Federal auditors, pursuant to 45 CFR, Part 92.36(i)(10), shall have full access to and the right to examine any of Provider’s subcontract and related records and documents, regardless of the form in which kept, at all reasonable times for as long as records are retained. 6. To provide a financial and compliance audit to the Council Network as specified in Attachment III and to ensure that all related party transactions are disclosed to the auditor. 7. To include these aforementioned audit and record keeping requirements in all approved subcontracts and assignments. 8. If Exhibit 2 of this subcontract indicates that the Provider is a recipient or sub-recipient, the Provider will perform the required financial and compliance audits in accordance with the Single Audit Act Amendments of 1996 and OMB Circular A-133, and/or section 215.97 Florida Statutes, as applicable and conform to the following requirements:

Audits, Records, and Records Retention. 1. To establish and maintain books, records, and documents (including electronic storage media) in accordance with generally accepted accounting procedures and practices, which sufficiently and properly reflect all revenues and expenditures of funds provided by the Council Network under this subcontract. 2. To retain all client records, financial records, supporting documents, statistical records, and any other documents (including electronic storage media) pertinent to this subcontract for a period of six seven (67) years after termination of the subcontract, or if an audit has been initiated and audit findings have not been resolved at the end of six seven (67) years, the records shall be retained until resolution of the audit findings or any litigation which may be based on the terms of this subcontract. 3. Upon completion or termination of the subcontract and at the request of the CouncilNetwork, the Provider will cooperate with the Council Network to facilitate the duplication and transfer of any said records or documents during the required retention period as specified in Section I, paragraph D.2. above. 4. To assure that these records shall be subject at all reasonable times to inspection, review, or audit by Federal, state, or other o ther personnel duly authorized by the CouncilNetwork. 5. Persons duly authorized by the Council Network and Federal auditors, pursuant to 45 CFR, Part 92.36(i)(10), shall have full access to and the right to examine any of Provider’s subcontract and related records and documents, regardless of the form in which kept, at all reasonable times for as long as records are retained. 6. To provide a financial and compliance audit to the Council Network as specified in Attachment III and to ensure that all related party transactions are disclosed to the auditor. 7. To include these aforementioned audit and record keeping requirements in all approved subcontracts and assignments. 8. If Exhibit 2 of this subcontract indicates that the Provider is a recipient or sub-recipient, the Provider will perform the required financial and compliance audits in accordance with the Single Audit Act Amendments of 1996 and OMB Circular A-133, and/or section 215.97 Florida Statutes, as applicable and conform to the following requirements:

Audits, Records, and Records Retention. 1. The Firm agrees: a. To establish and maintain books, records, and documents (including electronic storage media) in accordance with generally accepted accounting procedures and practices, which sufficiently and properly reflect all revenues and expenditures of funds provided by the Council Firm under this subcontract.Agreement; 2. b. To retain all client records, financial records, supporting documents, statistical records, and any other documents (including electronic storage media) pertinent to this subcontract Agreement for a period of six five (65) years after termination of the subcontractAgreement, or if an audit has been initiated and audit findings have not been resolved at the end of six five (65) years, the records shall be retained until resolution of the audit findings or any litigation which may be based on the terms of this subcontractAgreement. 3. c. Upon completion or termination of the subcontract Agreement and at the request of the CouncilAuthority, the Provider Firm will cooperate with the Council Authority to facilitate the duplication and transfer of any said records or documents during the required retention period as specified in Section I, paragraph D.2. 13.b above.; 4. d. To assure that these records shall be subject at all reasonable times to inspection, review, or audit by Federal, state, or other personnel duly authorized by the Council.Authority; 5. e. Persons duly authorized by the Council Authority and Federal auditors, pursuant to 45 CFR, Part 92.36(i)(1092.36(I)(10), shall have full access to and the right to examine any of ProviderFirm’s subcontract Agreement and related records and documents, regardless of the form in which kept, at all reasonable times for as long as records are retained.; 6. To provide a financial and compliance audit to the Council as specified in Attachment III and to ensure that all related party transactions are disclosed to the auditor. 7. f. To include these aforementioned audit and record keeping requirements in all approved subcontracts and assignments.; and 8. If Exhibit 2 of this subcontract indicates that the Provider is a recipient or sub-recipientg. The Firm agrees to comply with public records access requirements set forth in section 119.0701(2), the Provider will perform the required financial and compliance audits in accordance with the Single Audit Act Amendments of 1996 and OMB Circular A-133, and/or section 215.97 Florida Statutes, including the obligation to: (1) Keep and maintain public records required by the Authority to perform the scope of services required under this Agreement; (2) Upon request from the Authority’s custodian of public records, provide the Authority with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes, or as applicable otherwise provided by law; (3) Ensure that public records that are exempt or confidential and conform exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the Term of this Agreement and following termination of the Agreement if the Firm does not transfer the records to the following Authority. (4) Upon termination of the Agreement, transfer, at no cost, to the Authority, as requested, all public records in possession of the Firm or keep and maintain public records required by the Authority to perform the scope of services required hereunder. If the Firm transfers all public records to the Authority, as requested, upon termination of the Agreement, the Firm shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements:. If the Firm keeps and maintains public records upon termination of the Agreement, the Firm shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the Authority, upon request from the Authority’s custodian of public records, in a format that is compatible with the information technology systems of the Authority. IF THE FIRM HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE FORM’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE AUTHORITY’S CUSTODIAN OF PUBLIC RECORDS AT (000) 000-0000, XXXXX@XXXXXXXXXXXX.XXX, OFFICE OF HUMAN SERVICES & COMMUNITY PARTNERSHIPS, 000 XXXXXXXX XXXXXX, XXXXXXXXXXX, XX 00000.