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Office of the University Auditor


Compliance

Of Special Interest...


OLD DOMINION UNIVERSITY

Compliance Calendar - March

           
   
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)
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31-Mar
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    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
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3/15 Odd Years
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 Bitmap
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 
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