You will also be sent a Final Report Notice from OSP during or before the month your contract expires. Generally, all materials and supplies must be received and all services rendered prior to the expiration date of a project. Some exceptions apply depending on the sponsoring agency. Destruction of Records UTEP holds all records for a minimum of ten years beyond the expiration date of the project regardless of a program's requirements.
Some departments choose to keep records on file indefinitely.
Inventory Inventories are required at the close of contracts. Usually equipment purchased on grant becomes the property of UTEP and will be inventoried with other departmental equipment. However, if the equipment becomes surplus to the needs of the department or is no longer being used for federal projects, the sponsoring agency should be notified. The University will either be allowed to dispose of the equipment as the institution sees fit, or the equipment will be placed in a federal surplus pool by the agency. The location of the equipment must be known at all times.