Records to be kept. 8.1 The Recipient must:
(a) maintain and operate effective monitoring and financial management systems; and
(b) keep a record of expenditure funded partly or wholly by the Grant, and retain all accounting records relating to this for a period of at least six years after the end of the Funding Period. Accounting records include: original invoices, receipts, minutes from meetings, accounts, deeds, and any other relevant documentation, whether in writing or electronic form.
8.2 Where the Recipient is working in partnership and its partner(s) wish to retain such documentation, the Recipient should obtain from the partner(s):
(a) an annual, written statement, signed by the partner’s Chief Financial Officer, of how the money was spent; and
(b) a signed undertaking that the partner will retain such documents for the period prescribed above.
8.3 The funds provided under this Grant Agreement may not be used to purchase capital items.
Records to be kept. The Recipient must:
Records to be kept. 8.1 The Recipient must:
(a) maintain and operate effective monitoring and financial management systems; and
(b) keep a record of expenditure funded partly or wholly by the Grant, and retain all accounting records relating to this for a period of at least 12 years after the end of the Funding Period, or longer if required in accordance with the ESF Regulations as detailed in Clause 14. Accounting records include: original invoices, receipts, minutes from meetings, accounts, deeds, and any other relevant documentation, whether in writing or electronic form.
8.2 Where the Recipient is working in partnership and its partner(s) wish to retain such documentation, the Recipient should obtain from the partner(s):
(a) an annual, written statement, signed by the partner’s treasurer, of how the money was spent; and
(b) a signed undertaking that the partner will retain such documents for the period prescribed above.
Records to be kept. The Recipient shall maintain and operate effective monitoring and financial management systems, and keep a record of all:
Records to be kept. 8.1 The Recipient must:
(a) maintain and operate effective monitoring and financial management systems; and
(b) keep a record of expenditure funded partly or wholly by the Grant and retain all accounting and other records relating to this for a period of at least six years after the end of the Grant Period. Accounting records include: original invoices, receipts, minutes from meetings, accounts, deeds, and any other relevant documentation, whether in writing or electronic form.
8.2 Where the Recipient is working in partnership and its partner(s) wish to retain such documentation, the Recipient should obtain from the partner(s):
(a) an annual, written statement, signed by the partner’s treasurer, of how the money was spent; and
(b) a signed undertaking that the partner will retain such documents for the period prescribed above.
8.3 The Recipient, without charge, will permit any officer or officers of the GMCA, National Audit Office or Audit Commission or their nominees, to visit its premises and/or inspect any of its activities and/or to examine and take copies of the Recipient’s books of account and such other documents or records as in such officers’ view may relate to the use of Grant. In addition, examinations may be carried out into the economy, efficiency and effectiveness with which the Grant has been used. The GMCA shall endeavour to provide notice of its intent to conduct an audit.
8.4 The Recipient shall provide the GMCA with such documentation and information as the GMCA may require in connection with the Purpose and this Grant Agreement.
8.5 The Recipient will send the GMCA a copy of its audited accounts within 28 days of production of the same.
8.6 The Recipient will maintain appropriate records of compliance with Subsidy Control Law and will take all reasonable steps to assist the GMCA to comply with the same and respond to any proceedings or investigation(s) into the Purpose by any relevant court or tribunal of relevant jurisdiction or regulatory body.
Records to be kept. 10.1 The Grantee will ensure that all original documents are retained for the term of this Grant Agreement and for a period of six (6) years after the end of this Grant Agreement and will provide these to the Authority, if requested, within this period.
Records to be kept. The Company shall keep at its registered office:
(a) A current list of the full name and last known business, residence or mailing address of each Member and Director separately identifying the Members in alphabetical order and the Directors, if any, in alphabetical order;
(b) A copy of the filed Certificate and all amendments thereto, together with executed copies of any powers of attorney pursuant to which any document has been executed;
(c) Copies of this Agreement, and all amendments hereto;
(d) Copies of the Company’s federal income tax returns and reports, if any, for, at least, the three most recent years; and
(e) Copies of any financial statements of the Company for, at least, the three most recent years.
Records to be kept. The Joint Authority shall require the contractor to keep accounts, records or other documents, including financial records, in connection with petroleum operations and to furnish to the Joint Authority in a specified manner data, reports, returns or other documents in connection with those activities. These arrangements shall also apply to cores, cuttings and samples taken in connection with petroleum operations in the contract area.
Records to be kept. The Ancillary Service Provider will record information and details of the Contracted Ancillary Services provided and will make these available upon request in a form acceptable to the PSO, including:
(a) records of maintenance and other processes as may reasonably be expected in accordance with good industry practice to ensure the ongoing suitability and availability of each Contracted Ancillary Service Resource and associated infrastructure; and
(b) records of Contracted Ancillary Services actually dispatched and provided, as may be required to reconcile and substantiate claims for payment under this Agreement.
Records to be kept. The Municipality will:
X. Xxxxxxxxx and maintain accurate records, in accordance with generally accepted accounting principals, of all expenses incurred for which payment is sought or made under this Contract, said records to be hereinafter referred to as the “RECORDS.” Separate accounts will be established and maintained for all costs incurred under the state trunkline maintenance contract. The Municipality will retain the following RECORDS, and others, in accordance with generally accepted accounting principles:
1. Retain daily timecards or electronic timekeeping files for employees and equipment indicating the distribution of time to route sections and work items. Daily timecards must be signed by the employee, the immediate supervisor and by the timekeeper when the timekeeper is employed. If the Municipality uses crew-day cards, it will retain crew-day cards backed by a time record for the pay period signed as above, in lieu of daily individual timecards detailing the time distribution. If the Municipality uses electronic timekeeping, it will retain data files detailing time distribution and assigned supervisor approval.
2. Retain properly signed material requisitions (daily distribution slips) which indicate type of material, quantity, units of measure, the date of distribution and the distribution to route sections and work items.
3. Retain additional cost records to support and develop unit cost charges and percentages as applied to invoice costs. No such cost records are necessary in support of the overhead percentage or the five percent (5%) handling charge.
B. The Municipality will maintain the RECORDS for at least three (3) years from the date of MDOT’S receipt of the statement of charges for the quarter ending September 30 of each year of this Contract period. In the event of a dispute with regard to the allowable expenses or any other issue under this Contract, the Municipality will thereafter continue to maintain the RECORDS at least until that dispute has been finally decided and the time for all available challenges or appeals for that decision has expired. Representatives of MDOT may inspect, copy or review the RECORDS at any mutually acceptable time. However, the Municipality cannot unreasonably delay the timely performance of the review.
