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Compliance Calendar - January |
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| Due date (Month or Various) |
Due Date |
Compliance Activity |
Description |
Statute(s) |
VP Area |
Responsible Office |
Responsible Position Number and Title |
| January |
10-Jan |
Child Studies UST Remediation Quarterly Report |
Data for October-December timeframe |
DEQ - UST CAP Implementation |
Administration & Finance |
Environmental Health & Safety |
Director, EH&S, FA734A (D. Alexander) |
| January |
15-Jan |
The Controlled Substances Act of 1970 |
Reporting obligations for those registered to manufacture and distribute controlled substances. By January 15 of every year, file reports with data on the stocks of each controlled substance on hand by close of business on December 31 of prior year. Manufacturing transaction reports are also to be filed by January 15 for prior calendar year. Acquisition/Distribution reports shall be filed every quarter not later than the 15th day of the month succeeding the quarter for which it is submitted. |
21 U.S.C. § 827; 21 CFR § 1304.33 |
Administration & Finance |
Office of Research submits report, but Environmental Health & Safety assesses compliance activities of the Office of Research |
Director, EH&S, FA734A (D. Alexander) |
| January |
20-Jan |
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) |
| January |
31-Jan |
Laser Safety Training (on as needed basis) |
Users of Class 3 & 4 lasers are required to attend prior to use |
OSHA |
Administration & Finance |
Environmental Health & Safety |
Radiation Safety Officer, 00437A (S. Vann) |
| January |
31-Jan |
Periodic Surveillance |
Visual Inspection of asbestos containing building materials - BAL, Rogers Hall, Art Studio, Stables Theatre |
AHERA |
Administration & Finance |
Environmental Health & Safety |
Asbestos & Lead Prog Coord, 00471A (F. Dzupinka) |
| January |
31-Jan |
Tuition Payment Credit Reporting Requirements |
An institution or insurer must furnish a statement to each individual for whom it is required to file a Form 1098-T, on or before January 31 of the year following the calendar year in which payments were received, or amount were billed, for qualified tuition and related expenses, or reimbursements, refunds, or reductions of such amounts were made. |
26 U.S.C. § 6050S; 26 CFR 1.6050S-2T |
Administration & Finance |
Accounts Receivables, Office of Finance |
AR/Cashiering Manager, 00820 |
| January |
31-Jan |
Internal Revenue Code: W-2 Forms |
By January 31 of the year succeeding the calendar year in which wages were paid to an employee, the employer must furnish the tax return copy and the employee's copy of Form W-2. |
26 CFR § 31.6051-1 |
Administration & Finance |
Payroll, Office of Finance |
Payroll Manager, 00146A |
| January |
31-Jan |
Internal Revenue Code: Form 1099 Reporting |
By Jan. 31 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 the tax return copy to the recipient of Form 1099. |
26 CFR § 1.6041-1 |
Administration & Finance |
Accounts Payable, Office of Finance |
Financial Service Specialist I 00898A |
| January |
31-Jan |
Annual Permit Activity Report |
Submit annually, a report of all activity initiated under the annual permit for the just concluded calendar year. |
VUSBC, Section 110.2 |
Administration & Finance |
Facilities Management |
Utility Engineer/Supervisor, Planner Estimator, 00683 |
| January |
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) |
| January |
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. |
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Administration & Finance |
Data Control, Office of Finance |
Finance Systems Manager, 00290A |
| January |
Quarterly |
Internal Revenue Code: Form 941 - Federal |
By Jan 31, or Feb 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 succeeding calendar year quarter in which wages were paid to employees. |
26 CFR §1.6011 |
Administration & Finance |
Payroll, Office of Finance |
Payroll Accountant, 00785A |
| January |
Quarterly |
Virginia Department of Taxation: Form VA-16 - State |
By Jan. 31 of the year succeeding the calendar year in which wages were paid to an employee, the employer must file information returns for quarterly state tax reporting for the prior "fourth" quarter. |
VA Code §58.1-472 |
Administration & Finance |
Payroll, Office of Finance |
Payroll Accountant, 00785A and Payroll Manager, 00146A |
| January |
Quarterly |
Virginia Employment Commission - Quarterly Reporting |
By Jan. 31, file Form VEC FC-20 for the prior calendar year 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 |
| January |
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) |
| January |
Quarterly |
Data Collection - Boiler Throughputs (Natural Gas and Fueld Oil) & Pathological Incinerator Amounts |
Data for October-December timeframe |
ODU Air Permit |
Administration & Finance |
Environmental Health & Safety |
Director, EH&S, FA734A (D. Alexander) |
| January |
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 |
| January |
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 |
| January |
Monthly |
Capital Bond Drawdown Submissions - 0811, 0813, 0815, 0817 |
Virginia Department of Treasury and Bank of New York |
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Administration & Finance |
Budget Office |
Capital Accountant (Financial Services Specialist II), 00815 |
| January |
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 |
| January |
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 |
| January |
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, |
| January |
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) |
| January |
Monthly |
Small Purchase Charge Card |
Monthly New Cardholder Agency Training |
CAPP Manual Topic 20355 |
Administration & Finance |
Procurement Services |
PCard Program Administrator, 00242A (A. Barcliff) |
| January |
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 |
| January |
23-Jan |
IPEDS - Human Resources |
Counts of full- and part-time faculty and staff by race/ethnicity. Full-time faculty by tenure status, gender, contract length, and academic rank. Faculty salary and benefits expenditures by contract length, rank and gender. Non-faculty full-time staff by race, ethnicity, gender, and salary range. |
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 |
01117A Research Analyst for Institutional Research |
| January |
23-Jan |
IPEDS - Fall Enrollment |
Headcount Enrollment by Level, Program Area, and Full- Part-time status. |
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 |
| January |
Renewed every 5 years |
Acceptance of Military Tuition Assistance funding |
Memorandum of Understanding between Department of Defense (Office of the Under Secretary of Defense for Personnel and Readiness) and Old Dominion University. Articulates the commitment and agreement provided by ODU to DoD by accepting funds via each Military Service's tuition assistance (TA) program in exchange for education services. |
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Academic Affairs |
Office of Distance Learning |
FP058A1 Assistant VP for Site Operations & Military Programs |
| January |
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 |
| January |
January |
Health Histories Required: immunizations |
Requires new full-time students to submit health history and documentation of immunizations according to the guidelines of the American College Health Associations. Student Health Services blocks the 2nd registrations for those students not meeting the requirements for both fall and spring semester. |
State of Virginia 23-7.5 Code of Virginia |
Student Engagement & Enrollment Services |
Student Health Center |
GA711A Director |
| January |
January |
Office of Laboratory Animal Welfare (OLAW) annual report |
Update to registration that is required for conduct of animal subjects research. Annual report contains changes (if any) to the Porgram of Animal Use and Care, dates of semi-annual program evaluations and facility inspections, minority view reports (if any), and the membership of the committee. |
PHS Policy, IV.F.1.2., and 4. |
Research |
Office of Research |
FP324 - Director of Research Compliance |
| January |
15-Jan |
Statement of Economic Interest |
Required annually by Executive Order 16-2006 and the Code of Virginia 2.2-3114 & 2.2-3115 (Conflict of Interest Act) - Certain positions within the University are required to complete the Economic Interest Statements. Positions (whether classified or non-classified), which involve substantive responsibility for procurement, audit, investment, or other activities that could be subject to abuse or improper influence, are required to disclose their financial interests. |
Executive Order 16-2006 and the Code of Virginia 2.2-3114 & 2.2-3115 |
Human Resources |
Human Resources |
00769A - Benefits Manager |
| January |
31-Jan |
Program Participation Agreements and IPEDS |
As part of the program participation agreements signed in connection with financial aid, an institution must complete surveys conducted as a part of the Integrated Postsecondary Education Data System (IPEDS) or any other Federal postsecondary institution data collection effort, as designated by the Secretary, in a timely manner and to the satisfaction of the Secretary. Filing the required IPEDS forms also fulfills certain reporting requirements under Titles VI and VII and the ADA. |
20 U.S.C. § 1094(a)(17); 34 CFR § 100.6; 29 CFR §§ 1602.48-50 |
Human Resources |
Human Resources provides data to Institutional Research for annual report submitted to SCHEV |
00490A HR Systems Analyst |
| January |
15-Jan |
NCAA Membership Financial Reporting |
NCAA Schedules of expenses and revenues in accordance with NCAA agreed upon procedures |
NCAA Bylaw 6.2.3 |
Intercollegiate Athletics |
Athletics |
Ken Brown, Senior Associate Athletics Director for Internal Operations (GA014) |
