Department of Justice
annualized rate of one million dollars
or more, the Federal agency may re-
quire the report to be submitted within
15 working days following the end of
each month.
(d) Request for advance or reimburse-
ment—(1) Advance payments. Requests
for Treasury check advance payments
will be submitted on Standard Form
270, Request for Advance or Reimburse-
ment. (This form will not be used for
drawdowns under a letter of credit,
electronic funds transfer or when
Treasury check advance payments are
made to the grantee automatically on
a predetermined basis.)
(2) Reimbursements. Requests for reim-
bursement under ‘nonconstruction
grants will also be submitted on Stand-
ard Form 270. (For reimbursement re-
quests under construction grants, see
paragraph (e)(1) of this section.)
(3) The frequency for submitting pay-
ment requests is treated in § 66.41(b)(3).
(e) Outlay report and request for reim-
bursement for construction programs—(1)
Grants that support construction activi-
ties paid by reimbursement method. (1)
Requests for reimbursement under con-
struction grants will be submitted on
Standard Form 271, Outlay Report and
Request for Reimbursement for Con-
struction Programs. Federal agencies
may, however, prescribe the Request
for Advance or Reimbursement form,
specified in §66.41(d), instead of this
form.
(ii) The frequency for submitting re-
imbursement requests is treated in
§66.41(b)(3).
(2) Grants that support construction ac-
tivities paid by letter of credit, electronic
funds transfer or Treasury check ad-
vance. (i) When a construction grant is
paid by letter of credit, electronic
funds transfer or Treasury check ad-
vances, the grantee will report its out-
lays to the Federal agency using
Standard Form 271, Outlay Report and
Request for Reimbursement for Con-
struction Programs. The Federal agen-
cy will provide any necessary special
instruction. However, frequency and
due date shall be governed by §66.41(b)
(3) and (4).
(ii) When a construction grant is paid
by Treasury check advances based on
periodic requests from the grantee, the
§ 66.42
advances will be requested on the form
specified in §66.41(d).
(iii) The Federal agency may sub-
stitute the Financial Status Report
specified in §66.41(b) for the Outlay Re-
port and Request for Reimbursement
for Construction Programs.
(8) Accounting basis. The accounting
basis for the Outlay Report and Re-
quest for Reimbursement for Construc-
tion Programs shall be governed by
§ 66.41(b)(2).
866.42 Retention and access require-
ments for records.
(a) Applicability. (1) This section ap-
plies to all financial and programmatic
records, supporting documents, statis-
tical records, and other records of
grantees or subgrantees which are:
(i) Required to be maintained by the
terms of this part, program regulations
or the grant agreement, or
(ii) Otherwise reasonably considered
as pertinent to program regulations or
the grant agreement.
(2) This section does not apply to
records maintained by contractors or
subcontractors. For a requirement to
place a provision concerning records in
certain kinds of contracts, see
§ 66.36(1)(10).
(b) Length of retention period. (1) Ex-
cept as otherwise provided, records
must be retained for three years from
the starting date specified in paragraph
(c) of this section.
(2) If any litigation, claim, negotia-
tion, audit or other action involving
the records has been started before the
expiration of the 3-year period, the
records must be retained until comple-
tion of the action and resolution of all
issues which arise from it, or until the
end of the regular 3-year period, which-
ever is later.
(3) To avoid duplicate recordkeeping,
awarding agencies may make special
arrangements with grantees and sub-
grantees to retain any records which
are continuously needed for joint use.
The awarding agency will request
transfer of records to its custody when
it determines that the records possess
long-term retention value. When the
records are transferred to or main-
tained by the Federal agency, the 3-
year retention requirement is not ap-
plicable to the grantee or subgrantee.
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