According to the Department of Justice (DOJ) Grants Financial Guide, all sub-recipients are required to establish and maintain adequate accounting systems and financial records and to accurately account for funds awarded to them.  Recipients must have a financial management system in place that is able to record and report on the receipt, obligation, and expenditure of grant funds. Accounting systems should be able to account for award funds separately (no comingling of funds).  An adequate accounting system allows recipients to maintain documentation to support all receipts and expenditures and obligations of federal funds.  Keep detailed accounting records and documentation to track all of the following information:

• Federal funds awarded
• Federal funds drawn down
• Matching funds of State, local, and private organizations, when applicable
• Program income
• Sub-awards (amount, purpose, award conditions, and current status)
• Contracts expensed against the award
• Expenditures

Please consult Subpart D of 2 C.F.R. Part 200, including 2 C.F.R. § 200.302, for more information.