Grantee is responsible for returning all grant funds not expended during the approved spending period Grantee will maintain good communication with UWLS Grantee will maintain proper nondiscrimination policies UNALLOWABLE GRANT EXPENSES Salaries (excluding direct program salaries) Capital expenses Lobbying activities Activities specifically religious in nature United Way of Lake and Sumter Counties, Inc. RECORD RETENTION POLICY The United Way of Lake and Sumter Counties, Inc. (UWLS) takes seriously its obligations to preserve information relating to litigation, audits, and investigations. The Act makes it a crime to alter, cover up, falsify, or destroy any document to prevent its use in an official proceeding. Failure on the part of employees to follow this policy can result in possible civil and criminal sanctions against the UWLS and its employees and possible disciplinary action against responsible individuals (up to and including termination of employment). Each employee has an obligation to contact the chief executive or chief financial officer of a potential or actual litigation, external audit, investigation, or similar proceeding involving the UWLS. The information listed in the retention schedule below is intended as a guideline and may not contain all the records the UWLS may be required to keep in the future. Questions regarding the retention of documents not listed in this chart should be directed to the CEO and or the Finance department. From time to time, the CEO may issue a notice, known as a hold,” suspending the “legal destruction of records due to pending, threatened, or otherwise reasonably foreseeable litigation, audits, government investigations, or similar proceedings. No records specified in any legal hold may be destroyed, even if the scheduled destruction date has passed, until the legal hold is withdrawn in writing by the chief executive. File Category Item Retention Period Corporate Bylaws and Articles of Incorporation Permanent Records Corporate resolutions Permanent Board and committee meeting agendas and minutes Permanent Conflict-of-interest disclosure 5 years Finance and Financial statements (audited) Permanent Auditor management letters Permanent Payroll records Permanent
Grantee is responsible for returning all grant funds not expended during the approved spending period Grantee will maintain good communication with UWLS Grantee will maintain proper nondiscrimination policies UNALLOWABLE GRANT EXPENSES Salaries (excluding direct program salaries) Capital expenses Lobbying activities Activities specifically religious in nature United Way of Lake and Sumter Counties, Inc. RECORD RETENTION POLICY The United Way of Lake and Sumter Counties, Inc. (UWLS) takes seriously its obligations to preserve information relating to litigation, audits, and investigations. The Act makes it a crime to alter, cover up, falsify, or destroy any document to prevent its use in an official proceeding. Failure on the part of employees to follow this policy can result in possible civil and criminal sanctions against the UWLS and its employees and possible disciplinary action against responsible individuals (up to and including termination of employment). Each employee has an obligation to contact the chief executive or chief financial officer of a potential or actual litigation, external audit, investigation, or similar proceeding involving the UWLS. The information listed in the retention schedule below is intended as a guideline and may not contain all the records the UWLS may be required to keep in the future. Questions regarding the retention of documents not listed in this chart should be directed to the CEO and or the Finance department. From time to time, the CEO may issue a notice, known as a “legal hold,” suspending the destruction of records due to pending, threatened, or otherwise reasonably foreseeable litigation, audits, government investigations, or similar proceedings. No records specified in any legal hold may be destroyed, even if the scheduled destruction date has passed, until the legal hold is withdrawn in writing by the chief executive. File Category Item Retention Period Corporate Records Bylaws and Articles of Incorporation Permanent Corporate resolutions Permanent Board and committee meeting agendas and minutes Permanent Conflict-of-interest disclosure 5 years Finance and Financial statements (audited) Permanent Auditor management letters Permanent Payroll records Permanent
UWLS_Official%20Policy%20Manual_revisedwithTOC_03292017.docx