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Of Special Interest...


 

OLD DOMINION UNIVERSITY

Compliance Calendar - May

               
Due date (Month or Various) Due Date Compliance Activity Description Statute(s) VP Area Responsible Office Responsible Position Number and Title
May
Mid-May
Quarterly Accounts Receivable Report (3rd quarter ending in March) As part of the statewide reporting, the institution must submit an accounts receivable report electronically to  the Department of Accounts.  The report is due within 45 days after the quarters for September, December and March.  June is due within 60 days after the quarter. Code of Virginia §2.2-802-803, §2.2-809 Administration & Finance General Accounting, Office of Finance Financial Reporting Supervisor, 00828A
May 31-May Periodic Surveillance Visual inspection of abestos containing building materials - MGB, Nusbaum, Webb AHERA Administration & Finance Environmental Health & Safety Asbestos & Lead Prog Coord, 00471A (F. Dzupinka)
May 45-Days Prior to July 1 IT Strategic Plan At least 45 days prior to each fiscal year, the President, acting through the University Chief Information Officer, shall make available the University's IT strategic plan covering the next fiscal year to the State CIO for his review and comment with regard to the consistency of the University's plan with the intent of the currently published overall five-year IT strategic plan for the Commonwealth developed by the State CIO pursuant to § 2.2-2007 of the Code of Virginia and into which the University's plan is to be incorporated. Level II Administration & Finance OCCS Assistant VP for Admin and Finance, FA 140A
May Annually Small Purchase Charge Card Review of Cardholder Usage CAPP Manual Topic 20355 Administration & Finance Procurement Services PCard Program Administrator, 00242A  (A. Barcliff)
May Annually Small Purchase Charge Card Department of Accounts Cardholder Training CAPP Manual Topic 20355 Administration & Finance Procurement Services PCard Program Administrator, 00242A  (A. Barcliff)
May Annually Small Purchase Charge Card Department of Accounts Cardholder Supervisor Training CAPP Manual Topic 20355 Administration & Finance Procurement Services PCard Program Administrator, 00242A  (A. Barcliff)
May Annually Small Purchase Charge Card Department of Accounts SPCC Program Administrator Training CAPP Manual Topic 20355 Administration & Finance Procurement Services PCard Program Administrator, 00242A  (A. Barcliff)
May 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)
May Quarterly Fume Hood Evaluations - Alfriend, Bioelectrics Only report deficiencies to Work Management Chemical Hygiene Administration & Finance Environmental Health & Safety EH&S Officer, 00969 (S. Sarauw)
May 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
May 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
May 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
May 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, 
May 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)
May Monthly Small Purchase Charge Card Monthly New Cardholder Agency Training CAPP Manual Topic 20355 Administration & Finance Procurement Services PCard Program Administrator, 00242A  (A. Barcliff)
May 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
May 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
May 9-May Tuition Charges and Fees Survey, Academic Year 2008-09 (SCHEV-T1/T2 )  The SCHEV T1/T2 Report provides a breakdown of tuition, fee, room, board and miscellaneous charges for all categories of students (in-state, out-state, undergraduate, graduate).  The report is submitted to the State Council of Higher Education in May of each year. Section 23-9.6:1 (SCHEV Duty 9) Academic Affairs Institutional Research & Assessment FP 170 Financial Planning Manager - Budget Office
May 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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May
15-May
Internal Revenue Code: Filing Form 990 Exempt organizations who do not fall under a statutory exception must file an annual return with the Internal Revenue Service. The return must be filed on or before the 15th day of the fifth calendar month following the close of the institution's fiscal year. As the fiscal year for the Education Foundation, Athletic Foundation and the Real Estate Foundation end on December 31st, the return is due May 15th of each year.  It is possible to request an extension to Aug 15th of each year. 26 U.S.C § 6033 and 26 CFR § 1.6033-2 University Advancement Foundations Richard Massey, GA101A
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May
15-Nov
Internal Revenue Code: Filing Form 990 Exempt organizations who do not fall under a statutory exception must file an annual return with the Internal Revenue Service. The return must be filed on or before the 15th day of the fifth calendar month following the close of the institution's fiscal year. As the fiscal year at ODU ends on June 30th, the return is due Nov. 15th of each year. 26 U.S.C § 6033 and 26 CFR § 1.6033-2 Alumni Association Alumni Association Richard Massey, GA101A
May
Mid-May
NCAA Graduation Success Rate Reporting process for the graduation and academic success for Division I student-athletes.  Initial contact is sent via US Mail to the President and Athletic Director.  Information is then completed and submitted online to the NCAA.  This report is part of the NCAA Academic Performance Program - and penalties/rewards are administered based upon report results.  Includes reporting of Federal Graduation Rate statistics for student-athletes. NCAA Bylaw 23.01.3.3 Intercollegiate Athletics Athletics Sandra Niedergall, Associate Athletic Director for Compliance and Student-Athelte Welfare (GP036)