(a) Under the act of July 10, 1980 (P. L. 493, No. 105) (62 P. S. § § 1401—1411), counties and prime contractors shall ensure that all client files, trip logs, records, and other fiscal and administrative documents pertaining to expenditures which are reimbursed through the Public Assistance Transportation Block Grant are retained:

1. (1) For 4 years from the end of the fiscal year in which the agency terminates transportation activities.
2. (2) Until the completion of an audit for compliance with Public Assistance Transportation Block Grant requirements which was begun, but not completed, at the end of the 4-year period specified in paragraph (1).
3. (3) Until audit findings and client appeals, not resolved at the end of the 4-year period specified in paragraph (1) have been resolved.

(b) A county or prime contractor may require its providers to:

1. (1) Submit to the county or prime contractor for filing and retention purposes:

   1. (i) A client’s records if the client is no longer receiving a transportation service furnished by the provider.
   2. (ii) All records and logs if the agency, organization, or individual is no longer providing medical transportation services under the Public Assistance Transportation Block Grant.
2. (2) Contact the county or prime contractor in writing before destroying client records.