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Of Special Interest...


OLD DOMINION UNIVERSITY

   

Compliance Calendar - December

   
               
Due date (Month or Various) Due Date Compliance Activity Description Statute(s) VP Area Responsible Office Responsible Position Number and Title
December
??
Radiation Safety Committee Meeting Quarterly meeting of RSC NRC Administration & Finance Environmental Health & Safety Radiation Safety Officer, 00437A (S. Vann)
December ?? Radiation Training Radiation Training for Ancillary Personnel and Lab Workers NRC Administration & Finance Environmental Health & Safety Radiation Safety Officer, 00437A (S. Vann)
December ?? Radiation Safety Refresher Training Wipe surveys of lab areas NRC Administration & Finance Environmental Health & Safety Radiation Safety Officer, 00437A (S. Vann)
December ?? Radiation Lab Surveys and Fume Hood Surveys   NRC Administration & Finance Environmental Health & Safety Radiation Safety Officer, 00437A (S. Vann)
December 1-Dec U.S. Tax Code: Withholding exemption certificates The employer is required to request a withholding exemption certificate from each employee, but if the employee fails to furnish such certificate, the employer shall consider that employee a single person claiming no withholding.  On or before December 1of each year, every employer should request of each employee a newly completed withholding exemption certificate for the ensuing calendar year.   26 C.F.R. § 31.3402(f)(2)-1(c)(3). Administration & Finance Payroll, Office of Finance Payroll Manager, 00146A
December 31-Dec Occupational Safety and Health Act of 1970 (OSHA) By Dec. 31 of each calendar year, the employer must review the OSHA 300 Log to verify entries, create an annual summary of injuries and illnesses, and certify the summary, which must be posted no later than Feb. 1 of the following year and kept in place until April 30. 29 U.S.C. § 654 and 29 CFR 1904.32 Administration & Finance Risk Management Claims Manager, Risk Mgmt., 00037 (R. Hunter)
December 31-Dec Periodic Surveillance Visual inspection of abestos containing building materials - Chemistry, Kaufman, Perry Library AHERA Administration & Finance Environmental Health & Safety Asbestos & Lead Prog Coord, 00471A (F. Dzupinka)
December 31-Dec Portable survey Meters Calibrated Calibration of radiological survey equipment NRC Administration & Finance Environmental Health & Safety Radiation Safety Officer, 00437A (S. Vann)
December 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)
December Quarterly Fume Hood Evaluations - KDH, MGB, Spong Only report deficiencies to Work Management Chemical Hygiene Administration & Finance Environmental Health & Safety EH&S Officer, 00969 (S. Sarauw)
December Quarterly Return of funds for uncashed checks In accordance with DOE guidance for return of Title IV funds disbursed by check and the check is not cashed, the institution must return the funds to DOE not later than 240 days after the date it issued that check. 34 CFR §668.14 (h) (2) Administration & Finance General Accounting,Office of Finance Reconciliation Accountant, 00070A, 
December 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 EPRIV-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
December 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
December 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
December 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
December 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, 
December 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)
December Monthly Small Purchase Charge Card Monthly New Cardholder Agency Training CAPP Manual Topic 20355 Administration & Finance Procurement Services PCard Program Administrator, 00242A  (A. Barcliff)
December 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 
December December Institutional Biosafety Committee annual report Submitted to the NIH Office of Biotechnology Activities. Contains committee roster and biosketches of each committee member. 59 FR 34496 and subsequent amendments Research Office of Research FP324 - Director of Research Compliance
December December U.S. Department of Agriculture (USDA) annual report Report of use of animals covered by the Animal Welfare Regulations. The only animals to which this applies at ODU are hamsters, rabbits, and guinea pigs. Report includes information on the number of animals used and the manner in which they were used. Animal Welfare Act Research Office of Research FP324 - Director of Research Compliance
December
15-Dec
Virginia Freedom of Information Act If the Board of Visitors (a public body as defined in the Act) meets by electronic communication means, at any time during the calendar year, under the requirements of the Act, a report must be submitted to the Virginia Freedom of Information Advisory Council and the Joint Commission on Technology and Science by December 15th of that year.  Details of what must be included in the report are included in the statute. 2.2-3708(F) of the Code of Virginia President's Office Board of Visitors Office University Policy Manager and
Executive Secretary to the Board of Visitors/FP167