Head Start of Lane County sets forth requirements for record retention and access to records for awards to recipients. All others will follow the 45 CFR Sec. 74.53.


  1. All financial records, supporting documents, statistical records, and all other records pertinent to an award, except payroll related, shall be retained for a period of three years from the submission date of the final expenditure report.
  1. If there is any litigation, claim, financial management review, or audit is started before the expiration of the 3 year period, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved and final action taken.
  1. All payroll related documents of W-2, W-3, W-4, and payroll journals shall be retained permanently. Auditor’s reports, financial reports, tax returns, pension records, the corporation articles of incorporation, bylaws, and the board minutes shall be retained permanently.
  1. Copies of original records may be substituted for the original records if authorized by the HHS awarding agency.

This policy complies with Head Start Performance Standard 45 CFR Sec.74.53.
Policy Council approved August 19, 2009
Board of Directors approved on November 17, 2009
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