CAO regularly tests the amounts posted, in aggregate by costing sheet and key, to see that the costing sheets are working properly. These fields are set by the central departments that create cost objects. If under expended, by the time of close out and excess funds generally cannot be spent and must be returned to the sponsor. Documentation to retain The record copy of the sponsored agreement is held in the Office for Sponsored Programs.
Most Departments also retain a copy and refer to it when questions arise.
This practice is recommended.