|
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 |
|
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 |
