Common use of Records to be Maintained Clause in Contracts

Records to be Maintained. i. The Beneficiary shall maintain all records (may be secure digital storage) specified in 2 CFR Part 200 that are pertinent to the activities to be funded under this Agreement. Such records shall include but not be limited to: • Records providing a full description of each activity undertaken; • Records required for determining the eligibility of certain activities per 2 CFR Part 200; • Records required to document the acquisition, improvement, use or disposition of real property acquired or improved with program assistance, as applicable; • Records documenting compliance with Fair Housing Act, Title VIII-IX of the Civil Rights Act; • Financial records as required by 2 CFR Part 200, other than such provisions as Treasury may determine are inapplicable to this Award and subject to such exceptions as may be otherwise provided by Treasury; • Subpart F – Audit Requirements of the Uniform Guidance, implementing the Single Audit Act, shall apply to this award. • Audits & Inspections All Beneficiary records with respect to any matters covered by this Agreement shall be made available to the Grantee, grantor agency, and the Comptroller General of the United States or any of their authorized representatives, at any time during normal business hours, as often as deemed necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Beneficiary shall submit one copy of the Reporting Package as outlined in 2 CFR 200.512(c) or one copy of the organization’s annual audit in its entirety to Grantee the earlier of 30 calendar days after receipt of the auditor’s report(s), or nine months after the end of the audit period. Submissions may be in the form of either a hard copy or an electronic copy. If any findings are reported in the organization’s audit, the Beneficiary shall submit a copy of the summary schedule and corrective action plan as outlined in 2 CFR 200.511 to the Grantee at the same time the response is transmitted to the auditors. All required corrective actions must be taken within six months of receipt of the audit report. Failure of the Beneficiary to comply with the above audit requirements will constitute a violation of this Agreement and may result in the withholding of future payments.

Records to be Maintained. i. The Beneficiary In addition to any other records required to be maintained and/or provided for inspection pursuant to this Agreement, Contractor shall maintain all records for six (may be secure digital storage6) specified in 2 CFR Part 200 that are pertinent years after the final payment or termination of this Agreement, whichever is later, and make available to the activities to be Department for inspection, upon reasonable request, the following documents: tax returns; audit reports; all programmatic records and accounts maintained in connection with this Agreement, including program, research and other reports and publications prepared in connection with this Agreement; all financial books, records and accounts reflecting payments made by Contractor for xxxxx cash expenditures in connection with this Agreement; all applicable licenses and permits; Board member lists and all minutes and attendance sheets (dated and signed) for meetings of the Board of Directors and any of its committees responsible for the oversight of the program(s) funded under this Agreement. Such ; certificate of incorporation and by-laws; all other contracts related to providing services under this Agreement, to which Contractor is a party and the contract terms coincide, in whole or in part, with the term of this Agreement; the Contractor’s Conflict of Interest Policy, if applicable, pursuant to Not-for-Profit Corporation Law Section 715-a; the Contractor’s Whistleblower Policy, if applicable, pursuant to Not-for-Profit Corporation Law Section 715-b; the documents concerning the Board’s approval of a Related Party Transaction, if applicable, pursuant to Not-for-Profit Corporation Law Section 715; any Related Party’s disclosure statement, if applicable, pursuant to Not-for-Profit Corporation Law Section 715-b; and any other records shall include but not be limited to: • Records providing a full description of each activity undertaken; • Records required for determining the eligibility of certain activities per 2 CFR Part 200; • Records required to document the acquisition, improvement, use or disposition of real property acquired or improved with program assistance, materials reasonably requested at such reasonable times and places and as applicable; • Records documenting compliance with Fair Housing Act, Title VIII-IX of the Civil Rights Act; • Financial records as required by 2 CFR Part 200, other than such provisions as Treasury may determine are inapplicable to this Award and subject to such exceptions often as may be otherwise provided by Treasury; • Subpart F – Audit Requirements reasonably requested. Contractor shall permit the Department and its authorized representatives including the Department’s Inspector General, the Comptroller of the Uniform GuidanceCity of New York, implementing the Single Audit ActNew York City Department of Investigation, shall apply or their designees, or other interested federal, State or City agency representatives, to this award. • Audits & Inspections All Beneficiary records with respect to any matters covered by this Agreement shall be made available to the Grantee, grantor agency, and the Comptroller General attend all meetings of the United States or any Board of their authorized representatives, at any time during normal business hours, as often as deemed necessary, Directors and to audit, examine, and make excerpts or transcripts of all relevant data. Beneficiary shall submit one copy of the Reporting Package as outlined in 2 CFR 200.512(c) or one copy of the organization’s annual audit in its entirety to Grantee the earlier of 30 calendar days after receipt of the auditor’s report(s), or nine months after the end of the audit period. Submissions may be in the form of either a hard copy or an electronic copy. If any findings are reported in the organization’s audit, the Beneficiary shall submit a copy of the summary schedule and corrective action plan as outlined in 2 CFR 200.511 to the Grantee present at the same time program site(s) to observe the response is transmitted to the auditors. All required corrective actions must be taken within six months of receipt of the audit report. Failure of the Beneficiary to comply work and activities being performed in connection with the above audit requirements will constitute a violation of this Agreement and may result in the withholding of future paymentsAgreement.

Records to be Maintained. i. 1. The Beneficiary shall maintain all records (may be secure digital storage) specified in 2 CFR Part 200 that are pertinent to the activities to be funded under this Agreement. Such records shall include but not be limited to: • Records providing a full description of each activity undertaken; • Records required for determining the eligibility of certain activities per 2 CFR Part 200; • Records required to document the acquisition, improvement, use or disposition of real property acquired or improved with program assistance, as applicable; • Records documenting compliance with Fair Housing Act, Title VIII-IX of the Civil Rights Act; • Financial records as required by 2 CFR Part 200, other than such provisions as Treasury may determine are inapplicable to this Award and subject to such exceptions as may be otherwise provided by Treasury; • Subpart F – - Audit Requirements of the Uniform Guidance, implementing the Single Audit Act, shall apply to this award. • Audits & Inspections All Beneficiary records with respect to any matters covered by this Agreement shall be made available to the Grantee, grantor agency, and the Comptroller General of the United States or any of their authorized representatives, at any time during normal business hours, as often as deemed necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Beneficiary shall submit one copy of the Reporting Package as outlined in 2 CFR 200.512(c) or one copy of the organization’s 's annual audit in its entirety to Grantee the earlier of 30 calendar days after receipt of the auditor’s 's report(s), or nine months after the end of the audit period. Submissions may be in the form of either a hard copy or an electronic copy. If any findings are reported in the organization’s 's audit, the Beneficiary shall submit a copy of the summary schedule and corrective action plan as outlined in 2 CFR 200.511 to the Grantee at the same time the response is transmitted to the auditors. All required corrective actions must be taken within six months of receipt of the audit report. Failure of the Beneficiary to comply with the above audit requirements will constitute a violation of this Agreement and may result in the withholding of future payments.