Old Dominion University
A to Z Index  |  Directories


Office of the University Auditor


Compliance

Of Special Interest...


OLD DOMINION UNIVERSITY

Compliance Calendar - February

           
   
Due date (Month or Various) Due Date Compliance Activity Description Statute(s) VP Area Responsible Office Responsible Position Number and Title
February ?? Annual Fuel and Air Emissions Report Oil and natural gas throughputs for boilers ODU Air Permit (DEQ) Administration & Finance Environmental Health & Safety Director, EH&S, FA734A (D. Alexander)
February 2/1 through 4/30 Occupational Safety and Health Act of 1970 (OSHA) Employers with 11 or more employees must post, from February 1 to April 30, a summary of the total number of job-related injuries and illnesses that occurred in the prior calendar year.  Required to post the annual totals of the information contained on the right-hand portion of OSHA Form 300, "Log and Summary of Occupational Injuries and Illnesses.  The form is to be displayed wherever notices to employees are usually posted. 29 U.S.C. § 654; 29 CFR 1904.32 Administration & Finance Risk Management, Environmental Health & Safety, Human Resources Director, EH&S, FA734A (D. Alexander)                                   Claims Manager, Risk Mgmt., 00037 (R. Hunger)
February 15-Feb Effective Period of Withholding Exemption Certificate A Form W-4 filed by an employee expires on February 15th of the year following the year in which the Form W-4 was given to employer. The employer must now begin withholding for any employee who previously claimed an exemption, but has not given the employemployer a new Form W-4 for the current year. If the employee does not give the employer a new Form W-4 (see December), withhold tax as if the employee is single, with zero withholding allowances. 26 CFR § 31.3402(f)(4)-2 Administration & Finance Payroll, Office of Finance NRA & Payroll Coordinator, 00107A
February Mid-February Quarterly Accounts Receivable Report (2nd quarter ending in December) 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
February 28-Feb Return of Information as to Payments to Employees Employers must file Form W-2 for wages paid to each employee from whom income, social security or Medicare taxes were withheld or income tax would have been withheld if the employee had claimed no more than one withholding allowance or had not claimed exemption from withholding on Form W-4. Anyone required to file Form W-2 must file Form W-3 to transmit Copy A of Forms W-2. The employer must file these forms with the IRS by Feb. 28, or March 31 if filed electronically. 26 CFR § 1.6041-2 Administration & Finance Payroll, Office of Finance Payroll Manager, 00146A
February 28-Feb Virginia Department of Taxation:  Form VA-6 By Feb 28, Employers are required to file with the Virginia Department of Taxation "Virginia Annual/Final Summary of VA Income Tax Withheld" Va Code §58.1-478 Administration & Finance Payroll, Office of Finance Payroll Manager, 00146A
February 28-Feb Code of Virginia:  Form W2 By Feb 28, Employers are required to file with the Virginia Department of Taxation, annual "Employer Summary of W2 Magnetic Media" Va Code §58.1-478 Administration & Finance Payroll, Office of Finance Payroll Manager, 00146A
February 28-Feb Periodic Surveillance Visual inspection of asbestos containing building materials - Education, Whitehurst, Visual Arts, Rollins AHERA Administration & Finance Environmental Health & Safety Asbestos & Lead Prog Coord, 00471A (F. Dzupinka)
February 28-Feb Conduct Fit Testing Fit Test Report - Report to Work Management Respiratory Protection Administration & Finance Environmental Health & Safety EH&S Officer, 00969 (S. Sarauw)
February Monthly DMBE Minority Effort Report Prepared for President Broderick for submission to the Governor's Office by the first Wednesday 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)
February 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)
February 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
February 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
February 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
February 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
February 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, 
February 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)
February Monthly Small Purchase Charge Card Monthly New Cardholder Agency Training CAPP Manual Topic 20355 Administration & Finance Procurement Services PCard Program Administrator, 00242A  (A. Barcliff)
February 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
February Biennial (Next Due Date 2/11) Fixed Asset Inventory Conduct biennial inventory of University's fixed assets. CAPP Manual Topic 30505 Administration & Finance General Accounting, Office of Finance Fixed Asset Accountant 00708A
February 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 
February February (submitted at invitation of ORI) Office of Research Integrity (ORI) annual report Report includes confirmation of institutional information and reports of research misconduct, if any. 42 C.F.R. 93 Research Office of Research FP324 - Director of Research Compliance
February 2/1 through 4/30 Occupational Safety and Health Act of 1970 (OSHA) Employers with 11 or more employees must post, from February 1 to April 30, a summary of the total number of job-related injuries and illnesses that occurred in the prior calendar year.  Required to post the annual totals of the information contained on the right-hand portion of OSHA Form 300, "Log and Summary of Occupational Injuries and Illnesses.  The form is to be displayed wherever notices to employees are usually posted. 29 U.S.C. § 654; 29 CFR 1904.32 Human Resources Risk Management, Environmental Health & Safety, Human Resources 00567A Dir. Workforce Planning, Compliance, & HRIS
February  20-Feb  VWCC Annual Report Completion of VWCC Report of Self-Insured Payroll VWC Form 26 to DHRM Office of WC   DHRM Human Resources Human Resources 00769A - Benefits Manager
February 28-Feb Tuition Payment Credit Reporting Requirements Form 1098-T must be filed with the IRS by February 28 (or March 31, if filed electronically) of the year following the calendar year during which payments were received.  The proposed regulations requiring filing Forms 1098-T on magnetic media impose no additional reporting or record keeping and only prescribe the method of filing information returns that are already required to be filed. 26 U.S.C.  § 6050S; 26 CFR 1.6050S- 2T Human Resources Accounts Receivables, Office of Finance. Human Resources provides information to Payroll for computing taxable educational aid. 00857A Benefits Specialist