Retention of FNP Records
It is recommended that county reports be filed by program year and each file be closed at the end of the program year. Reports must be retained for the current program year and the three preceding program years. At that time they may be disposed of, unless the county or state is being audited.
Fiscal Year 2009 (Oct. 1, 2008 - Sept. 30, 2009)
Close file September 30, 2009
Retain reports in inactive files until September 30, 2012
Destroy after September 30, 2012
Complete records regarding financial issues must also be filed for a minimum of three years, including documentation of in-kind contributions (see FNP In-Kind Contribution Confirmation).
Program Funding - Reimbursement
According to the Food Stamp Act, a State SNAP Agency is REIMBURSED 50 percent for allowable program costs. Because State costs, by law, are reimbursed, the SNAP Education Program is not a “grant” program which provides a set level of funding for specific activities for a specific period of time.
Federal reimbursement is subject to the availability of Federal funds.
Federal reimbursement for the costs of services or property donated by non-Federal public (i.e. government) agencies is allowable provided that the donated costs are not billed or claimed to another Federal program.
Salaries of employees chargeable to more than one program or activity must be supported by time records. A time record system which can be audited and which accounts for all employee time worked on each project must be maintained at least weekly.
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