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OLD DOMINION UNIVERSITY |
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Compliance Calendar - November |
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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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Facilities Inventory |
Submitted every other year in the even years. |
SCHEV |
Administration & Finance |
TBD |
TBD |
| November |
As requested |
Auxiliary Reserve Recovery Report |
As part of the statewide reporting, the institution must submit an auxiliary recovery report electronically to the State Council of Higher Education (SCHEV). The report is due in November. Actual date is provided by SCHEV each year. |
Code of Virginia §2.2-802-803, §2.2-809 and the Appropriation Act. |
Administration & Finance |
General Accounting, Office of Finance |
Manager of Accounting and Reporting, 00830A |
| November |
As requested |
Auxiliary Indirect Cost Recovery Study (Biennial) |
As part of the statewide reporting, the institution must submit an auxiliary recovery study electronically to the State Council of Higher Education (SCHEV). The study is used to determine the auxiliary indirect cost recovery rate for the biennium. The report is due in November every two years. Actual date is provided by SCHEV each period. |
Code of Virginia §2.2-802-803, §2.2-809 and the Appropriation Act. |
Administration & Finance |
General Accounting, Office of Finance |
Plant Funds and Cost Accountant, 00237A |
| November |
?? |
Noise Surveys Completed |
Report to affected groups when levels are exceeded |
Hearing Conservation |
Administration & Finance |
Environmental Health & Safety |
EH&S Officer, 00969 (S. Sarauw) |
| November |
30-Nov |
Classroom and Classroom Lab Utilization |
Submitted every other year in the even years. |
SCHEV |
Administration & Finance |
TBD |
TBD |
| November |
2-Nov |
Non General Funds Revenue Report - Six Year Estimate |
Virginia Department of Planning and Budget |
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Administration & Finance |
Budget Office |
Assoc. VP for Admin & Finance, FA202 |
| November |
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 |
Administration & Finance |
Controller, Office of Finance |
Director of Finance & Accounting Operations, FP019A |
| November |
Mid-November |
Quarterly Accounts Receivable Report (1st quarter ending in September) |
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 |
| November |
30-Nov |
Annual Research Report |
SCHEV |
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Administration & Finance |
Budget Office (with Institutional Research) |
Associate Budget Officer, FA723 |
| November |
30-Nov |
Periodic Surveillance |
Visual inspection of abestos containing building materials - Gresham, HR I & II, Koch |
AHERA |
Administration & Finance |
Environmental Health & Safety |
Asbestos & Lead Prog Coord, 00471A (F. Dzupinka) |
| November |
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) |
| November |
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) |
| November |
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 |
| November |
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 |
| November |
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 |
| November |
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 |
| November |
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, |
| November |
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) |
| November |
Monthly |
Small Purchase Charge Card |
Monthly New Cardholder Agency Training |
CAPP Manual Topic 20355 |
Administration & Finance |
Procurement Services |
PCard Program Administrator, 00242A (A. Barcliff) |
| November |
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 |
| November |
1-Nov |
Headcount Data File, Fall 2007 (SCHEV-HC ) |
This reports one record for each student who was enrolled for greater than zero credit hour on the institution's fall census date. This is a unit record collection. |
Section 23-9.6:1 (SCHEV Duty 9) |
Academic Affairs |
Institutional Research & Assessment |
FP 373 Institutional Research Manager |
| November |
26-Nov |
Fall Cohort File, 2007 (SCHEV-FC ) |
This reports all degree-seeking undergraduates who are new to the institution. This is a unit record collection. |
Section 23-9.6:1 (SCHEV Duty 9) |
Academic Affairs |
Institutional Research & Assessment |
FP 373 Institutional Research Manager |
| November |
30-Nov |
Sponsored Research Activities, 2006-07 (SCHEV-K1 ) |
Survey of Sponsored Research Activities reported to SCHEV by 11/30. Based on previous fiscal year expenditures. |
Section 23-9.6:1 (SCHEV Duty 9) |
Academic Affairs |
Institutional Research & Assessment |
01117A Research Analyst for Institutional Research |
| November |
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 |
| November |
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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 |
Research Foundation |
Research Foundation |
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