Section 34: Records
34.0 Records
All procurement records shall be retained and disposed of in accordance with Title 63G, Chapter 2, Government Records Access and Management Act.
- Written determinations required by this chapter shall be retained in the appropriate official contract file of Utah State University.
- Utah State University shall keep, and make available to the public, upon request, written records of procurements for which an expenditure of $50 or more is made, for the longer of:
- Five years;
- Until an open contract is closed;
- Federal audits are complete;
- The time otherwise required by law; or
- The time period provided by rule made by the applicable rulemaking authority.
- The written record described in this section shall include:
- The name of the provider from whom the procurement was made;
- A description of the procurement item;
- The date of the procurement; and
- The expenditure made for the procurement.
34.1 Records of Contracts Made -- Audits -- Contract Requirements
- The Vice President for Business and Finance, the Director of Purchasing and Contract Services, shall maintain a record of all contracts made in accordance with Title 63G 6a - 408, 6a - 802, 6a – 803 and Chapter 2, Government Records Access and Management Act. The record shall contain each contractor's name, the amount and type of each contract, and a listing of the procurement items to which the contract relates.