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Office of the University Auditor


Compliance

Of Special Interest...


OLD DOMINION UNIVERSITY

Compliance Calendar - January

           
   
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.   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    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.    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)