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Office of the University Auditor


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Of Special Interest...


OLD DOMINION UNIVERSITY

Compliance Calendar - July

               
Due date (Month or Various) Due Date Compliance Activity Description Statute(s) VP Area Responsible Office Responsible Position Number and Title
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July
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Annually
Capital Outlay Progress Reports Submitted to the Virginia Department of General Services/Bureau of Capital Outlay Management semi-annually.  This allows BCOM to see a condensed update of all capital projects.  For each project, the appropriation amount, amount obligated to date, the design and construction completed percentages, the estimated date of project completion, and construction contract amount are noted. Code of Virginia, Section 4-8.00 Administration & Finance Budget Office Capital Accountant (Financial Services Specialist II), 00815
July 31-Jul Laser Lab Evaluations Prepare reports for deficiencies and corrective action requirements - Report to ARC Director OSHA Administration & Finance Environmental Health & Safety Radiation Safety Officer, 00437A (S. Vann)
July 15-Jul Toxic Substances Control Act A written annual document log of the disposition of PCBs and PCB items must be prepared for each facility by July 1, covering the previous calendar year (January through December). The written annual report, which summarizes the records and annual document log shall be submitted to the EPA Regional Administrator by July 15th of each year. 15 USCS § 2607; 40 CFR 761.180 Administration & Finance Environmental Health & Safety (Stephanie checking) Director, EH&S, FA734A (D. Alexander)
July 3-Jul Deposit Certificate Recording Record last deposit certificate to CARS, usually by 3rd day in July.  This deadline will ensure that DOA receives all cash data by the preliminary close.  Deadline set by Department of Accounts on their year-end closing calendar.   Administration & Finance Data Control, Office of Finance Data Control Fiscal Technician, 00016A
July 10-Jul Child Studies UST Remediation Quarterly Report Data for April-June timeframe DEQ - UST CAP Implementation Administration & Finance Environmental Health & Safety Director, EH&S, FA734A (D. Alexander)
July Second Week of July ATV Recording Record all ATV data to CARS, usually by end of second week in July.  This deadline will ensure that DOA receives all activity to close out the fiscal year.  Deadline set by Department of Accounts on their year-end closing calendar.   Administration & Finance Data Control, Office of Finance Finance Systems Manager, 00290A
July Mid-July Year End Cash Close As part of the statewide reporting, the institution must close the financial records for year end on a cash basis at June 30th of each year.  The year end close process must be completed by mid July of each year.  The actual date is published on line by the Department of Accounts in May of each year and a notification is sent to the Controller to ensure timely completion.   Code of Virginia §2.2-802-803, §2.2-809 Administration & Finance General Accounting, Office of Finance Manager of Accounting and Reporting, 00830A
July 20-Jul 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)
July 31-Jul Periodic Surveillance Visual inspection of abestos containing building materials - BAL, Rogers Hall, Art Studio, Stables Theatre AHERA Administration & Finance Environmental Health & Safety Asbestos & Lead Prog Coord, 00471A (F. Dzupinka)
July 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)
July Quarterly Internal Revenue Code:  Form 941 - Federal By July 31 or Aug 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 prior quarter. 26 CFR §1.6011 Administration & Finance Payroll, Office of Finance Payroll Accountant, 00785A
July Quarterly Virginia Employment Commission - Quarterly Reporting By July 31, file Form VEC FC-20 for the prior 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
July Quarterly Virginia Department of Taxation: Form VA-16 - State By July 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
July 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)
July Quarterly Data Collection - Boiler Throughputs (Natural Gas and Fueld Oil) & Pathological Incinerator Amounts Data for April-June timeframe ODU Air Permit Administration & Finance Environmental Health & Safety Director, EH&S, FA734A (D. Alexander)
July 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
July 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
July 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 Payroll, Office of Finance Financial Services Manager I, 01133A
July 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
July 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
July 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
July 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, 
July 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)
July Monthly Small Purchase Charge Card Monthly New Cardholder Agency Training CAPP Manual Topic 20355 Administration & Finance Procurement Services PCard Program Administrator, 00242A  (A. Barcliff)
July 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
July 16-Jul Annual Admissions Report, 2006-07 (SCHEV-ADA )  This reports the total number of first-time freshmen, transfers, and graduates by domicile (in-state and out-of-state) who formally applied to the institution in aggregate format. Section 23-9.6:1 (SCHEV Duty 9) Academic Affairs Institutional Research & Assessment FP 373 Institutional Research Manager
July 16-Jul College Scholarship Assistance Program Data File (SCHEV-CSAP )  By July 16 of each calendar year, submit to SCHEV via the secure web process, an electronic file containing the following data for each CSAP recipient; amount of CSAP award, enrollment each semester, FISAP TOTINC, and dependency status. Section 23-9.6:1 (SCHEV Duty 9) Academic Affairs Institutional Research & Assessment 00159 Assistant Director of Financial Aid for Technical Operations
July 31-Jul Annual Report on numbers of Exchange Visitors and documentation As part of the Code of Federal Regulations for the Exchange Visitor Report , sponsors must submit an annual report to the Department of State, which contains a program report and evaluation, Descriptioon of the nature and extent of reciprocity, cross-cultural activities, proof of inusrance, and a report of  Form DS-2019 usage. 22 CFR   $62.15 Academic Affairs International Students and Scholar Services GA030A1 Director of International Student & Scholar Services
July 41121 Annual Report on numbers of Exchange Visitors and documentation As part of the Code of Federal Regulations for the Exchange Visitor Report , sponsors must submit an annual report to the Department of State, which contains a program report and evaluation, Descriptioon of the nature and extent of reciprocity, cross-cultural activities, proof of inusrance, and a report of  Form DS-2019 usage. 22 CFR   $62.15 Academic Affairs International Students and Scholar Services GA030A1 Director of International Student & Scholar Services
July 15-Jul College Scholarship Assistance Program (CSAP) File Report on the fund activity and recipients of this fund for an award year. SCHEV Appropriations Reporting Student Engagement & Enrollment Services Student Financial Aid 00159/Pol/Plan Spec. II
July 15-Jul Higher Education Teacher Assistance Program (HETAP) Report Report on the fund activity and recipients of this fund for an award year. SCHEV Appropriations Reporting Student Engagement & Enrollment Services Student Financial Aid 00159/Pol/Plan Spec. II
July 31-Jul Direct Loan Programs Annual Closing Deadline Higher Education Act of 1965 and Higher Education Amendments of 1998 Student Engagement & Enrollment Services Student Financial Aid FA005/Assoc. Director
July 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 
July 1-Jul Executive Directive #8 By July 1 of each year, the institution must file an annual report on its efforts on hiring people with disabilities.  The title of the report is Executive Directive 8 Directing All State Agencies to Actively Recruit Qualified Applicants With Disabilities for Employment Opportunities. Executive Directive #8 Human Resources Human Resources/EEO 00383A Staffing & Operations Manager