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OLD DOMINION UNIVERSITY |
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Compliance Calendar - June |
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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 |
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University Operating Plan & Budget |
Submitted annually to the Board of Visitors for approval at the quarterly meeting held in June |
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Administration & Finance |
Budget Office |
Assoc. VP for Admin & Finance, FA202 |
| June |
30-Jun |
Radiation Safety Committee Meeting |
Quarterly meeting of RSC |
NRC |
Administration & Finance |
Environmental Health & Safety |
Radiation Safety Officer, 00437A (S. Vann) |
| June |
30-Jun |
Radiation Lab Surveys |
Wipe surveys of lab areas |
NRC |
Administration & Finance |
Environmental Health & Safety |
Radiation Safety Officer, 00437A (S. Vann) |
| June |
1-Jun |
Capital Reappropriation Reports |
Virginia Department of Planning and Budget |
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Administration & Finance |
Budget Office |
Capital Accountant (Financial Services Specialist II), 00815 |
| June |
15-Jun |
Year-end Close Procedures and Compliance Actions |
Virginia Department of Planning and Budget |
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Administration & Finance |
Budget Office |
Assoc. VP for Admin & Finance, FA202 |
| June |
15-Jun |
Equipment Trust Fund Reimbursement Submissions |
SCHEV & Treasury |
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Administration & Finance |
Budget Office |
Associate Budget Officer, FA723 |
| June |
30-Jun |
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) |
| June |
30-Jun |
Hazardous Materials Transportation Act of 1994 |
Each person who transports or causes to be transported hazardous material shall file annually a complete and accurate registration statement on DOT Form F 5800.2 not later than June 30 for each registration year. Each registration year begins on July 1 and ends on June 20. |
49 USCS § 5108; 49 CFR § 107.608 |
Administration & Finance |
Environmental Health & Safety |
Director, EH&S, FA734A (D. Alexander) |
| June |
30-Jun |
Conduct Fit Testing |
Fit Test Report - Biological Sciences |
Respiratory Protection |
Administration & Finance |
Environmental Health & Safety |
EH&S Officer, 00969 (S. Sarauw) |
| June |
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) |
| June |
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) |
| June |
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 |
| June |
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 |
| June |
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 |
| June |
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 |
| June |
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, |
| June |
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) |
| June |
Monthly |
Small Purchase Charge Card |
Monthly New Cardholder Agency Training |
CAPP Manual Topic 20355 |
Administration & Finance |
Procurement Services |
PCard Program Administrator, 00242A (A. Barcliff) |
| June |
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 |
| June |
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, |
| June |
30-Jun |
Teacher Education and Licensure II: Close of Spring Collection (SCHEV-VITAL ) |
By the date specified by SCHEV (normally around June - July), submit to SCHEV beginning cohort of students enrolled in Teacher Education and Licensure Program in the previous spring, and continuing cohort of students who were reported as beginning students in previous VITAL sessions who were not exited before, and exiting cohort of students who exit before spring semester. |
Section 23-9.6:1 (SCHEV Duty 9) |
Academic Affairs |
College of Education |
FA061A1 Assistant Dean for Teacher Education Services |
| June |
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 |
| June |
1-Jun |
NCAA Special Assistance Fund (SAF) & Special Opportunity Fund (SAOF) |
Report due to Conference Office (CAA) detailing expenses provided to student-athletes under the Special Assistance and Special Opportunity Fund |
NCAA Bylaw 4.01.2.2.2 |
Intercollegiate Athletics |
Athletics |
Ken Brown, Senior Associate Athletics Director for Internal Operations (GA014) |
| June |
June |
NCAA Revenue Distribution Reports |
Grant-in-Aid summary, sport sponsorship, Special Assistance Pell Grant Form, Academic Enhancement report of uses, Copyright Royalty Tribunal |
NCAA Bylaw 4.0.1.2.2.2 & NCAA Bylaw 20.9.4 |
Intercollegiate Athletics |
Athletics |
Sandra Niedergall, Associate Athletic Director for Compliance and Student-Athelte Welfare (GP036) |
| June |
June |
NCAA Coaches Certification Exam |
Yearly certification for all countable coaching staff members. Certificaiton allows coaching staff members to recruit off campus. Education and review in May. Test taking dates in June. Annual certification runs through July 31st. |
NCAA Bylaw 11.5.1 and NCAA Bylaw 11.5.1.1 |
Intercollegiate Athletics |
Athletics |
M.L. Morgan, Assistant Director of Compliance (GP187) |
