|From:||Miller, Harlan (FHWA)|
|Sent:||Thursday, June 09, 2011 3:52 PM|
|Cc:||FHWA-#ALLADA-PersonalMailbox; FHWA-#ALLDFS-PersonalMailbox; HEPODs; All Planners; HEPallfeds; Jenkins, Jacqueline (FHWA); Gee, King (FHWA); Shepherd, Gloria (FHWA); HEPRCTeams; HEPALL; Gray, Dale (FHWA); Cheatham, James (FHWA); FINANCIALMGRS; FHWA-#ALLDA-PersonalMailbox|
|Subject:||Retention of Statewide Transportation Improvement Program (STIP) Records|
|TO THE ATTENTION OF:||Division Administrators, Division Financial Managers, and Division Planners|
This message is to inform you of the need to retain Statewide Transportation Improvement Program (STIP) records beyond their normal retention period in the event that there are projects in an older STIP that have not been closed out. The reason for this is that during periodic audits of open projects, one of the items reviewed is evidence that the project was included in an approved STIP. A copy of the STIP and the STIP approval letter is necessary to satisfy this audit request. As a result, Division offices should retain copies of STIPs and the STIP approval letters to be able to provide this information in the event that an open project is selected for audit. Should you have additional questions, please contact Harlan Miller Harlan.Miller@dot.gov or Dale Gray Dale.Gray@dot.gov.