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Office of the University Auditor


Compliance

Of Special Interest...


OLD DOMINION UNIVERSITY

Compliance Calendar - April

               
Due date (Month or Various) Due Date Compliance Activity Description Statute(s) VP Area Responsible Office Responsible Position Number and Title
April
1-Apr
Internal Revenue Code:  Form 1099 Reporting By April 1 of the year succeeding the calendar year in which accumulated reportable payments of $600 or above were paid to all reportable payee types, the institution must furnish Form 1099 copies and Form 4804 Transmittal to the Internal Revenue Service. 26 CFR §1.6041 Administration & Finance Accounts Payable, Office of Finance Financial Service Specialist I, 008988A 
April Monthly Department of Human Resource Management By the 8th working day of the month, report to DHRM employee position data required in the EPR IV-C.  DHRM has the responsibility for reporting the labor force utilization of State agencies to the Governor and the General Assembly.  ODU reports monthly employment counts to DHRM on the EPR IV-C so that DHRM can meet its labor reporting responsibility to the Governor. Employers Position Report IV-C Administration & Finance Payroll, Office of Finance Payroll Accountant, 00785A
April Quarterly Prompt Pay Reporting By the 10th working day of the quarter, report to Department of Accounts for the prior quarter's payments, # late payments, total # payments with dues dates, $ amount of late payments and $ amount of total payments with due dates for inclusion in the Statewide Report on Financial Management and Compliance. VA Code §2.2-4347 - §2.2-4356 & §2.2-5004 Administration & Finance Accounts Payable, Office of Finance Financial Services Manager I, 01133A
April Monthly Capital Bond Drawdown Submissions - 0811, 0813, 0815, 0817 Virginia Department of Treasury and Bank of New York    Administration & Finance Budget Office Capital Accountant (Financial Services Specialist II), 00815
April Monthly 0300 & 0306 Daily Cash Balance Analysis Transmit Banner 0300 & 0306 daily cash balances to General Accounting, Department of Accounts by 5th working day of each month.  This is a requirement set forth by Department of Accounts in our Decentralization Memorandum of Understanding.  DOA uses this data to calculate our Auxiliary interest earnings and  E&G reporting as required by the General Assembly staff. Decentralization Memorandum of Understanding Administration & Finance General Accounting, Office of Finance Manager of Accounting and Reporting, 00830A
April Monthly Local Auxiliary Analysis Prepare Banner revenue analysis for all local accounts and prepare ATV to CARS to record revenue and expense for this activity.  It is a SCHEV requirement for agencies to submit this data to Department of Accounts by the 15th of each month.. SCHEV requirement Administration & Finance Data Control, Office of Finance Data Control Fiscal Technician, 00016A
April Monthly Confirmation of Agency Reconciliation and Exception Register As part of the statewide reporting, the institution must submit a signed confirmation form electronically to the Department of Accounts.  The form is due before  30th of each month. Code of Virginia §2.2-802-803, §2.2-809 Administration & Finance General Accounting, Office of Finance Reconciliation Accountant, 00070A, 
April Monthly eVA Dashboard Report of procurement transactions conducted outside of the eVA e-Procurement system which are in violation of the eVA Business Plan. eVA Business Plan effective July 1, 2004 Administration & Finance Procurement Services Office Manager, 00919A (J. Hall)
April Monthly Small Purchase Charge Card Monthly New Cardholder Agency Training CAPP Manual Topic 20355 Administration & Finance Procurement Services PCard Program Administrator, 00242A  (A. Barcliff)
April Semi-Monthly Virginia New Hire Reporting Center Within 10 days of hire, report all new hires to the Virginia New Hire Reporting Center. VA Code §60.2-114(D) Administration & Finance Payroll, Office of Finance Payroll Benefits Supervisor, 01047A
April 30-Apr Sealed Source Leak Tests Wipe/area surveys of sealed sources NRC Administration & Finance Environmental Health & Safety Radiation Safety Officer, 00437A (S. Vann)
April 1-Apr Virginia Pesticide Control Act Ongoing requirement: 1) individual applying pesticide must be certified, 2) notify Office of Pesticide Services as to who is the designated commercial applicator and 3) Maintain records of pesticide sales and use as required by the regulations. Virginia Code §§ 3.1-249.27 and 3.1-249.46, Virginia Administrative Code 2 VAC 20-40-10 et seq. Administration & Finance Facilities Management Grounds Supervisor, 00399 
April 10-Apr Child Studies UST Remediation Quarterly Report Data for January-March timeframe DEQ - UST CAP Implementation Administration & Finance Environmental Health & Safety Director, EH&S, FA734A (D. Alexander)
April 11-Apr Tuition & Fee Proposal Submitted annually to the Board of Visitors for approval at the quarterly meeting held in April   Administration & Finance Budget Office Assoc. VP for Admin & Finance, FA202
April 16-Apr IPEDS - Finance Net assets, value of physical assets, revenue and expenditures report, scholarships and fellowships, value of endowment assets, debt and assets. The completion of the surveys is mandated by 20 U.S.C. 1094, Section 487(a)(17). The collection of racial/ethnic data in vocational programs is mandated by Section 421(a)(1) of the Carl D. Perkins Vocational Education Act. Administration & Finance Finance Office Financial Reporting Supervisor (Financial Services Specialist II), 00828
April 20-Apr DMBE SWAM Report Identify quarterly payments to DMBE certified small, woman and minority owned businesses in comparison to total discretionary payments.  Calculate percentages to paid SWAM vendors by category. Executive Order 33 - Enhancing Opportunities for Small, Woman and Minority Owned Businesses Administration & Finance Procurement Services Procurement Program Manager, 00218A (E. Henry)
April 30-Apr Periodic Surveillance Visual inspection of asbestos containing building materials - Gresham, HR I & II, Koch AHERA Administration & Finance Environmental Health & Safety Asbestos & Lead Prog Coord, 00471A (F. Dzupinka)
April April - August Capital Six Year Plans Virginia Department of Planning and Budget   Administration & Finance Design & Construction Director, Design & Construction, FA717
April April - May Tuition & Fee Report SCHEV   Administration & Finance Budget Office Assoc. VP for Admin & Finance, FA202
April Monthly DMBE Minority Effort Report Prepared for President Broderick for submission to the Governor's Office by the first Wednesday of each month.  Report highlights monthly list of procurement activities which support the SWAM initiative, purchase orders issued to certified SWAM vendors, and upcoming procurement opportunities. Executive Order 33 - Enhancing Opportunities  for Small, Woman & Minority Owned Businesses Administration & Finance Procurement Services Procurement Program Manager, 00218A (E. Henry)
April Quarterly Internal Revenue Code:  Form 941 - Federal By Apr 30, or May 10th if all tax deposits made timely, Employers are required to file with the Internal Revenue Service Form 941 "Employers Quarterly Tax Return" for the prior quarter. 26 CFR §1.6011 Administration & Finance Payroll, Office of Finance Payroll Accountant, 00785A, 
April Quarterly Virginia Employment Commission - Quarterly Reporting By Apr 30, file Form VEC FC-20 for the prior quarter reportable wages for all reportable employees covered under the Virginia Unemployment Compensation Act. VA Code §60.2-512 Administration & Finance Payroll, Office of Finance Payroll Manager, 00146A
April Quarterly Virginia Department of Taxation:  Form VA-16 - State By Apr 30, Employers are required to file with the Virginia Department of Taxation "Employers Quarterly Reconciliation/Return of Virginia Income Tax Withheld" for the prior quarter. VA Code §58.1-472 Administration & Finance Payroll, Office of Finance Payroll Accountant, 00785A and Payroll Manager, 00146A
April Quarterly Fume Hood Evaluations - OCNPS, PERI, WQL Only report deficiencies to Work Management Chemical Hygiene Administration & Finance Environmental Health & Safety EH&S Officer, 00969 (S. Sarauw)
April Quarterly Data Collection - Boiler Throughputs (Natural Gas and Fueld Oil) & Pathological Incinerator Amounts Data for January-March timeframe ODU Air Permit Administration & Finance Environmental Health & Safety Director, EH&S, FA734A (D. Alexander)
April Quarterly Financial Reports to Auditor of Public Accounts Transmit FTMFSYR, Fiscal Calendar, and FTMCTRL, System Ledger Control Report, to Auditor of Public Accounts, Department of Accounts at end of each quarter (sent by the end of the following month).  Data is used by Department of Accounts for the Commonwealth Data Point website (ref SB934 memorandum.   Administration & Finance Data Control, Office of Finance Finance Systems Manager, 00290A
April Monthly Capital Bond Drawdown Submissions - 0811, 0813, 0815, 0817 Virginia Department of Treasury and Bank of New York    Administration & Finance Budget Office Capital Accountant (Financial Services Specialist II), 00815
April Monthly 0300 & 0306 Daily Cash Balance Analysis Transmit Banner 0300 & 0306 daily cash balances to General Accounting, Department of Accounts by 5th working day of each month.  This is a requirement set forth by Department of Accounts in our Decentralization Memorandum of Understanding.  DOA uses this data to calculate our Auxiliary interest earnings and  E&G reporting as required by the General Assembly staff. Decentralization Memorandum of Understanding Administration & Finance General Accounting, Office of Finance Manager of Accounting and Reporting, 00830A
April Monthly Local Auxiliary Analysis Prepare Banner revenue analysis for all local accounts and prepare ATV to CARS to record revenue and expense for this activity.  It is a SCHEV requirement for agencies to submit this data to Department of Accounts by the 15th of each month.. SCHEV requirement Administration & Finance Data Control, Office of Finance Data Control Fiscal Technician, 00016A
April Monthly Confirmation of Agency Reconciliation and Exception Register As part of the statewide reporting, the institution must submit a signed confirmation form electronically to the Department of Accounts.  The form is due before  30th of each month. Code of Virginia §2.2-802-803, §2.2-809 Administration & Finance General Accounting, Office of Finance Reconciliation Accountant, 00070A, 
April Monthly eVA Dashboard Report of procurement transactions conducted outside of the eVA e-Procurement system which are in violation of the eVA Business Plan. eVA Business Plan effective July 1, 2004 Administration & Finance Procurement Services Office Manager, 00919A (J. Hall)
April Monthly Small Purchase Charge Card Monthly New Cardholder Agency Training CAPP Manual Topic 20355 Administration & Finance Procurement Services PCard Program Administrator, 00242A  (A. Barcliff)
April Semi-Monthly Virginia New Hire Reporting Center Within 10 days of hire, report all new hires to the Virginia New Hire Reporting Center. VA Code §60.2-114(D) Administration & Finance Payroll, Office of Finance Payroll Benefits Supervisor, 01047A
April Annually Continuing Disclosure Requirements, Capital Virginia Department of Treasury   Administration & Finance Budget Office Capital Accountant (Financial Services Specialist II), 00815
April April 7, 2008 (but varies - sometimes as early as March 31)  Title II - Report Data from institutions of higher education with approved teacher education programs will report annually to the state departments of education the performance of candidates on state assessments, standards for teacher certification and licensure, as well as data on the performance of candidates. Title II - Higher Education Act, Section 207              (PL 105-244) Academic Affairs Darden College of Education FA061A1 Assistant Dean for Teacher Education Services
April 16-Apr IPEDS - Financial Aid Collects student counts based on previous fall's enrollment (Number/Percentage of FTFs from in-district and in/out of state. Then based on that cohort collects stats on full-time first-time degree seeking ugs who received any finaid during that previous academic year. Breaks out by number receiving/percentage and average amount received by aid category (federal grants, state/local government grants, institutional grants, and loans. The completion of the surveys is mandated by 20 U.S.C. 1094, Section 487(a)(17). The collection of racial/ethnic data in vocational programs is mandated by Section 421(a)(1) of the Carl D. Perkins Vocational Education Act. Academic Affairs Institutional Research & Assessment 00159 Assistant Director of Financial Aid for Technical Operations
April 16-Apr IPEDS - Graduation Rates Degree complention rates of entering native students six years after entry. The completion of the surveys is mandated by 20 U.S.C. 1094, Section 487(a)(17). The collection of racial/ethnic data in vocational programs is mandated by Section 421(a)(1) of the Carl D. Perkins Vocational Education Act. Academic Affairs Institutional Research & Assessment FP 373 Institutional Research Manager
April 18-Apr Graduation Rate Survey 2007 Cohort (for IPEDS) (SCHEV-GRS )  This reports the graduation status of an entering full-time freshman cohort six years prior.  This is a unit record collection. Section 23-9.6:1 (SCHEV Duty 9) Academic Affairs Institutional Research & Assessment FP 373 Institutional Research Manager
April Quarterly Common Origination and Disbursement (COD) Monitoring (as required; determined by Dept. of Education) This report is not completed by the institution but is used as a monitoring took for the Federal Pell Grant and Federal Direct Loan programs.  It is sent to the institution by COD providing information on unsubstantiated cash, unbooked direct loans, and potential overaward situation for Pell in order that appropriate action may be performed by the institution to ensure the accuracy of these funds between COD and the institution. Higher Education Act of 1965 and Higher Education Amendments of 1998 Student Engagement & Enrollment Services Student Financial Aid 00859 /Fin & Audit Sv. Pract I & 00728/ Direct Loan Spec 
April By 4/15 S-5 Part 1 Report defining the anticipated spending plan for state funds for the coming year. SCHEV Appropriations Reporting Student Engagement & Enrollment Services Student Financial Aid 00159/Pol/Plan Spec. II