FAR 52.215-2 — Audit and Records — Negotiation
This clause gives the government the right to examine your records supporting cost or pricing data. It is the practical basis for DCAA audits and for the retention obligations that trip up small contractors years after performance.
- Clause
- FAR 52.215-2
- Applies to
- Negotiated contracts above the threshold
- Flows down to subs
- Yes for covered subcontracts
- Primary risk
- Records retention failures
Key takeaways
- Read the clause as incorporated in your contract — tailoring and alternates change obligations.
- Flowdown obligations are your responsibility; a noncompliant subcontractor is your problem.
- Document compliance contemporaneously; after-the-fact reconstruction rarely satisfies auditors.
- When a clause is unclear, ask the contracting officer in writing before award, not after.
What the clause requires
You must maintain records and other supporting evidence sufficient to reflect all costs claimed to have been incurred, and make them available for examination generally for three years after final payment, longer for certain records.
How to comply in practice
Set retention policies that survive staff turnover and system migrations: timekeeping, subcontractor invoices, indirect rate calculations, and basis-of-estimate files. Keep the pricing file assembled at proposal time rather than reconstructing it later.
Common mistakes
The most common failure is timekeeping. Reconstructed timesheets, missing approvals, or labor charged to the wrong contract are audit findings even when the underlying work was legitimate.
FAQ
How long must I keep records?
Generally three years after final payment, with longer periods for specific record categories under FAR Part 4.
Does it apply to fixed-price contracts?
It applies to negotiated contracts where cost or pricing data was required, including certain fixed-price awards.
Can DCAA audit a small firm?
Yes, particularly for cost-reimbursement work or when certified cost or pricing data was submitted.
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