Old Dominion University
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Office of the University Auditor


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Of Special Interest...


OLD DOMINION UNIVERSITY

Compliance Calendar - August

               
Due date (Month or Various) Due Date Compliance Activity Description Statute(s) VP Area Responsible Office Responsible Position Number and Title
August
Annually
Maintenance Reserve Plan New Projects Submission Virginia Department of Planning and Budget   Administration & Finance Budget Office Associate Budget Officer, FA723
August Annually Maintenance Reserve Plan Progress Report Virginia Department of Planning and Budget   Administration & Finance Budget Office Associate Budget Officer, FA723
August 1-Aug Value Engineering Required annually for inclusion in DGS report to the Governor entitled "Value Engineering of State Agency Capital Outlay Projects."  This report discloses capital projects where value engineering was employed and resulting cost savings. Code of Virginia Section 2.2-1133 Administration & Finance Design & Construction Director, Design and Construction, FA030A
August Mid August Annual Budget Operating Plan Virginia Department of Planning and Budget   Administration & Finance Budget Office Associate Budget Officer, FA723
August 24-Aug O&M Plant Survey for New Capital Projects SCHEV   Administration & Finance Budget Office (with input from Facilities Management) Associate Budget Officer, FA723;                                     Utility Engineer/Supervisor, Planner Estimator, 00683
August 30-Aug Quarterly Accounts Receivable Report (4th quarter ending in June) As part of the statewide reporting, the institution must submit an accounts receivable report electronically to  the Department of Accounts.  The report is due within 45 days after the quarters for September, December and March.  June is due within 60 days after the quarter. Code of Virginia §2.2-802-803, §2.2-809 Administration & Finance General Accounting, Office of Finance Financial Reporting Supervisor, 00828A
August 31-Aug Periodic Surveillance Visual inspection of abestos containing building materials - Education, Whitehurst, Visual Arts, Rollins AHERA Administration & Finance Environmental Health & Safety Asbestos & Lead Prog Coord, 00471A (F. Dzupinka)
August 31-Aug Calibration Report Calibration of IH Survey Instruments   Administration & Finance Environmental Health & Safety EH&S Officer, 00969 (S. Sarauw)
August 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)
August Quarterly Fume Hood Evaluations - Alfriend, Bioelectrics Only report deficiencies to Work Management Chemical Hygiene Administration & Finance Environmental Health & Safety EH&S Officer, 00969 (S. Sarauw)
August 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
August 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
August 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
August 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
August 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
August 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, 
August 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)
August Monthly Small Purchase Charge Card Monthly New Cardholder Agency Training CAPP Manual Topic 20355 Administration & Finance Procurement Services PCard Program Administrator, 00242A  (A. Barcliff)
August 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
August Annually Capital Initiatives Financial Feasibility Studies 9c and 9d (if needed) Virginia Department of Treasury and SCHEV   Administration & Finance Budget Office Capital Accountant (Financial Services Specialist II), 00815
August 31-Aug Annual Course Enrollment Data File, 2006-07 (SCHEV-CE )  This is a two part report.  Part 1 reports one record for each session in which a student is enrolled.  Part 2 reports each course for which a student is enrolled for each session.  It is an end-of-term report and includes all students enrolled in all courses from the census date until the end of term.    This is a unit record collection. Section 23-9.6:1 (SCHEV Duty 9) Academic Affairs Institutional Research & Assessment FP 373 Institutional Research Manager
August 31-Aug Degrees Conferred Data File, 2006-07 (SCHEV-DC )  This reports one record for each student who received a degree during the previous academic year.  This is a unit record collection. Section 23-9.6:1 (SCHEV Duty 9) Academic Affairs Institutional Research & Assessment FP 373 Institutional Research Manager
August 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 
August August NCAA Sport Sponsorship / Institutional Demographic Required report for institutions to be eligible for NCAA Championships.  Initial contact is sent via email to Athletic Directors and Compliance Coordinators.  Reports are completed and submitted via the NCAA web-site NCAA Bylaw 20.9.4 Intercollegiate Athletics Athletics Sandra Niedergall, Associate Athletic Director for Compliance and Student-Athelte Welfare (GP036)
August Aug Report of contract temporary employees The 2003 Session of the General Assembly amended section 2.2-1201 ot require DHRM to submit a report to the menbers of the General Assesmbly on or before September 30 of each year showing…..(ii)contract temporary employees….  amended section 2.2-1201  Human Resources Human Resources 00567A Dir. Workforce Planning, Compliance, & HRIS