Grantee Record. As further described below, project records include but are not limited to Grantee, financial, and other records. All project records must be retained for a period of three (3) years after final payment under this Grant. All project records are subject to audit pursuant to the General Provisions Section (Section XIII) of this Grant Agreement. Upon completion of the third year of record retention, the Grantee shall submit all project records to CARB. Hardcopy of electronic records are suitable. Acceptable forms of electronic media include hard drives, compact discs, digital video discs and flash drives. Other forms of electronic media may be allowed based on prior written concurrence from CARB.
Grantee Record. The Grantee shall retain a file for the projects carried out under this Grant Agreement containing, but not limited to:
a. Original executed copy of the Grant Agreement and Grant Agreement Amendments (if applicable)
b. Policies and Procedures Manuals
c. Copies of Grant Disbursement Request Forms and attachments
d. Copies of Status Reports e. Documentation of earned interest generation and expenditure (see Section 7 for more information)
Grantee Record. The Grantee must retain all Trade-Up Pilot Project files containing:
a. Original executed copy of the Trade-Up Pilot Project Grant Agreement and Grant Agreement Amendments, if applicable;
Grantee Record. The Grantee shall retain a Diesel Filter Replacement Program file containing:
a. Original executed copy of the Diesel Filter Replacement Program Grant Agreement and Grant Agreement Amendments (if applicable).
b. Policies and Procedures Manual/Implementation Manual.
c. Copies of Grant Disbursement Request Forms and attachments.
d. Copies of Status Reports.
e. Documentation of earned interest generation and expenditure (see Section G for more information).
Grantee Record. The Grantee must retain all Trade-Up Pilot Project files containing:
1) Original executed copy of the Trade-Up Pilot Project Grant Agreement and Grant Agreement Amendments, if applicable;
2) Copies of Grant Disbursement Request Forms;
3) Documentation of earned interest generation and expenditures; and
4) Project document and records pertaining to equipment and participant eligibility, where the Grantee must identify “Confidential Information” (see definition in Section VIII of Grant Solicitation), and develop measures to maintain this data safely and securely.
Grantee Record. The Grantee shall retain a Clean Mobility in Schools Pilot Project file containing:
a. Original executed copy of the Clean Mobility in Schools Pilot Project Grant Agreement and Grant Agreement Amendments (if applicable)
b. Policies and Procedures Manual
c. Copies of Grant Disbursement Request Forms and attachments
d. Copies of Status Reports e. Documentation of earned interest generation and expenditure (see Section G for more information)
Grantee Record. Grantee shall retain a file containing:
a. Original executed copy of the Grant Agreement and Grant Agreement Amendments, if applicable.
b. Policies and procedures documents and flow charts that describe Xxxxxxx’s procedures for evaluating and processing participant applications and reservations.
c. Copies of Grant Disbursement Request Forms and supporting documentation that have been submitted.
Grantee Record. The Grantee shall retain a combined file for HVIP containing:
a. Original executed copy of the HVIP Grant Agreement and Grant Agreement Amendments (if applicable).
b. Policies and Procedure Manual.
Grantee Record. As further described in Section 9.3, project records includes but is not limited to Grantee, financial, and other records. All project records must be retained for a period of three (3) years after the term of this Grant Agreement. All project records are subject to audit pursuant to Section 10.27 of this Grant Agreement. At the end of the third year after the term of this Grant Agreement, CARB will make a written request for all project records, and the Grantee shall submit all project records to CARB in response to that request.
Grantee Record. The Grantee shall retain a combined file for CORE containing:
a. Original executed copy of the CORE Grant Agreement and Grant Agreement Amendments (if applicable).
b. CARB approved Implementation Manual.
c. Copies of Grantee’s Grant Disbursement Request Forms and back up documentation.
d. Documentation of earned interest generation and expenditure (See Section I of this Grant Agreement for more information).
e. Communications between CARB and the Grantee, communications between the technical Grantee and the Grantee, and communications between CARB and the technical Grantees.
f. Copies of all deliverables from the technical Grantees.
g. Copies of any decision that CARB has made in support of technical projects such as minor changes in project scope, changes in timeline, or line-item shifts.
h. Data that has been collected during the implementation of technical projects that result from the FY 2021-2022 CORE solicitation.
i. Any documents, files or webpages that have been created to support the outreach of CORE.
j. Presentations, pamphlets, posters, videos, or other electronic media used to support CORE.
k. Establish an official file for CORE which shall adequately document all significant actions relative to the project.
l. Records, contracts, subcontracts, statements of work, work product from subcontractors or contractors of Grantee.
