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Compliance Calendar - March |
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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 |
| March |
31-Mar |
Audiometric Testing for Grounds Personnel |
Only report threshold shifts to Risk Management |
Hearing Conservation - VOSH |
Administration & Finance |
Environmental Health & Safety |
Director, EH&S, FA734A (D. Alexander) |
| March |
31-Mar |
Periodic Surveillance |
Visual inspection of asbestos containing building materials - Crittendon, Powhatan I & II, Spong, University Auditor |
AHERA |
Administration & Finance |
Environmental Health & Safety |
Asbestos & Lead Prog Coord, 00471A (F. Dzupinka) |
| March |
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Hazard Communications Training |
One-time training for new employees |
VOSH Compliance |
Administration & Finance |
Environmental Health & Safety |
Director, EH&S, FA734A (D. Alexander) |
| March |
31-Mar |
Radiation Safety Committee Meeting |
Quarterly meeting of RSC |
NRC |
Administration & Finance |
Environmental Health & Safety |
Radiation Safety Officer, 00437A (S. Vann) |
| March |
31-Mar |
Semi-annual Radioactive Materials Inventory |
Radioactive materials inventory for Authorized Users |
NRC |
Administration & Finance |
Environmental Health & Safety |
Radiation Safety Officer, 00437A (S. Vann) |
| March |
31-Mar |
Radiation Lab Surveys |
Wipe surveys of lab areas |
NRC |
Administration & Finance |
Environmental Health & Safety |
Radiation Safety Officer, 00437A (S. Vann) |
| March |
1-Mar |
SARA Tier II Report |
SARA Title III |
40 CFR 370 |
Administration & Finance |
Environmental Health & Safety |
Director, EH&S, FA734A (D. Alexander) |
| March |
1-Mar |
Emergency Planning and Community Right-to-Know Act (EPCRA) |
By March 1st of each year, the owner or operator of any facility which is required to prepare or have available a material safety data sheet for a hazardous chemical under OSHA shall prepare and submit an emergency and hazardous chemical inventory format the appropriate local emergency planning committee; the state emergency response commission; and the fire department with jurisdiction over the facility. |
42 U.S.C. §§ 11021 and 11022; 40 CFR §370.21 and 370.25 |
Administration & Finance |
Environmental Health & Safety |
Director, EH&S, FA734A (D. Alexander) |
| March |
10-Mar |
Assessment of Institutional Performance |
Provide DEB a listing of completed capital projects (those receiving a final certificate of occupancy) greater than $1M to include authority (appropriation or governing board), original budget and completion cost for the project. |
Code of Virginia Section 4-9.02 |
Administration & Finance |
Design & Construction |
Director, Design and Construction, FA030A |
| March |
15-Mar |
Form 1042/1042-S Filing and Information Returns |
Form 1042-S is used to report all non-employee payments to non-resident aliens and payments to nonresident employees who claim exemptions from federal income taxes due to a tax treaty. (The taxable portion of payments to nonresident employees are reported on IRS Form W-2 in January.) The institution must file Form 1042, and copies of all Forms 1042-S with the IRS by March 15 of the calendar year following the year in which the income was paid. In addition, Form 1042-S must be sent to each recipient of an amount subject to reporting by March 15 of the calendar year following the year in which the income was paid. |
26 USCS § 871; 26 CFR 1.146-1 |
Administration & Finance |
Payroll, Office of Finance |
NRA & Payroll Coordinator, 00107A |
| March |
31-Mar |
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 |
Administration & Finance |
Accounts Receivables, Office of Finance |
AR/Cashiering Manager, 00820 |
| March |
31-Mar |
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 |
| March |
31-Mar |
Conduct Fit Testing |
Fit Test Report - Student Health Center |
Respiratory Protection |
Administration & Finance |
Environmental Health & Safety |
EH&S Officer, 00969 (S. Sarauw) |
| March |
3/9 through 4/20 |
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 C.F.R. § 100.6; 29 C.F.R. §§ 1602.48-50 |
Administration & Finance |
General Accounting, Office of Finance |
Financial Reporting Supervisor, 00828A |
| March |
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) |
| March |
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, |
| March |
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) |
| March |
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 |
| March |
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 |
| March |
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 |
| March |
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 |
| March |
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, |
| March |
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) |
| March |
Monthly |
Small Purchase Charge Card |
Monthly New Cardholder Agency Training |
CAPP Manual Topic 20355 |
Administration & Finance |
Procurement Services |
PCard Program Administrator, 00242A (A. Barcliff) |
| March |
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 |
| March |
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Higher Education Restructuring Act - Biennial Enrollment Projections |
Enrollment Projections by Level and Campus for three successive biennia. Headcount and FTES units. |
Section 23-38.88 of the Virginia Code. |
Academic Affairs |
Institutional Research & Assessment |
FP 170 Financial Planning Manager - Budget Office |
| March |
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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 |
