DOCUMENTATION - 19440.1

Agencies/Departments shall retain documentation that supports each established trust account that specifies or includes the following:

• Type of trust
• Donor or source of trust moneys
• Purpose of the trust
• Statute Reference (if applicable)
• Time constraints
• Authorized persons to withdraw or expend funds
• Sample signatures
• Reporting requirements
• Instructions for closing the account
• Disposition of any unexpended balance
• Restrictions on the use of trust money for administrative or overhead costs

Retain this documentation until the trust account is dissolved. For a description of record management, see SAM Section 1611.