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Office of the University Auditor


Compliance

Of Special Interest...


OLD DOMINION UNIVERSITY

Compliance Calendar - September

               
Due date (Month or Various) Due Date Compliance Activity Description Statute(s) VP Area Responsible Office Responsible Position Number and Title
September
30-Sep
Laboratory Safety Training One-time for new employees OSHA Administration & Finance Environmental Health & Safety Director, EH&S, FA734A (D. Alexander)
September 1-Sep University's SWAM Plan A plan that reviews practices, procedures and proposed criteria that identifies and removes barriers to allow increased SWAM participation. Executive Order 33 - Enhancing Opportunities for Small, Woman & Minority Owned Businesses Administration & Finance Procurement Services Procurement Program Manager, 00218A (E. Henry)
September Mid-September Equipment Trust Fund Submissions SCHEV   Administration & Finance Budget Office Associate Budget Officer, FA723
September 30-Sep Periodic Surveillance Visual inspection of abestos containing building materials - Crittendon, Powhatan I & II, Spong, University Auditor AHERA Administration & Finance Environmental Health & Safety Asbestos & Lead Prog Coord, 00471A (F. Dzupinka)
September 30-Sep Radiation Safety Committee Meeting Quarterly meeting of RSC NRC License Administration & Finance Environmental Health & Safety Radiation Safety Officer, 00437A (S. Vann)
September 30-Sep Semi-annual Radioactive Materials Inventory Radioactive materials inventory for Authorized Users NRC License Administration & Finance Environmental Health & Safety Radiation Safety Officer, 00437A (S. Vann)
September 30-Sep Radiation Lab Surveys Wipe surveys of lab areas NRC License Administration & Finance Environmental Health & Safety Radiation Safety Officer, 00437A (S. Vann)
September Late September Auxiliary Fund Balances Report SCHEV   Administration & Finance Budget Office Associate Budget Officer, FA723
September 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)
September 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, 
September 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)
September 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
September 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
September 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
September 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
September 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, 
September 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)
September Monthly Small Purchase Charge Card Monthly New Cardholder Agency Training CAPP Manual Topic 20355 Administration & Finance Procurement Services PCard Program Administrator, 00242A  (A. Barcliff)
September 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
September Annually University Budget Variance Report State Auditors   Administration & Finance Budget Office Associate Budget Officer, FA723
September Annually Capital Financial Records, CO Forms, Reports State Auditors   Administration & Finance Budget Office Capital Accountant (Financial Services Specialist II), 00815
September Bitmap
7-Sep
Early Enrollment Estimate, Fall 2007 (SCHEV-EEE )  By the date specified by SCHEV (normally between first and second week of fall semester), submit to SCHEV estimated numbers of enrollment for the fall semester, together with certain first-time freshmen information. Section 23-9.6:1 (SCHEV Duty 4) Academic Affairs Institutional Research & Assessment FP 170 Financial Planning Manager - Budget Office
September 14-Sep Institutional Catalog(s) Survey (Catalog )  Print version of undergraduate and graduate catalogs plus links to online versions. SCHEV Guidelines for Reporting Academic Affairs Institutional Research & Assessment 00258 Planning and Accountability Analyst
September 21-Sep Admission Requirements, Fall 2007 (SCHEV-B10 )  Admissions requirements, entering student SAT and High School GPA profile, advanced placement scores for credit. Section 23-9.6:1 (SCHEV Duty 9) Academic Affairs Institutional Research & Assessment FP 377 Research Associate for Institutional Research
September Bitmap
30-Sep
Pell Grant Program Final Closing Deadline Higher Education Act of 1965 and Higher Education Amendments of 1998 Student Engagement & Enrollment Services Student Financial Aid 00859/Fin & Audit Sv. Pract I
September 9/30;  every 5 yr cycle Program Participation Application Agreement Reapplication to continue participation in Federal financial aid programs (every five years) Higher Education Act of 1965 and Higher Education Amendments of 1998 Student Engagement & Enrollment Services Student Financial Aid FA005/Assoc. Director
September 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 
September September Health Histories Required: immunizations Requires new full-time students to submit health history and documentation of immunizations according to the  guidelines of the American College Health Associations.  Student Health Services blocks the 2nd registrations for those students not meeting the requirements for both fall and spring semester. State of Virginia 23-7.5 Code of Virginia Student Engagement & Enrollment Services Student Health Center GA711A Director
September 15-Sep Tuition Payment Credit Reporting Requirements     Human Resources Human Resources provides information to Payroll for computing taxable educational aid. 00857A Benefits Specialist
September 30-Sep The Veterans' Readjustment Benefits Act (VETS 100) Required annual report on the number of veterans and disabled veterans that are ODU employees since the University is a federal contractor.  41 C.F.R. § 61-250.10 Human Resources Human Resources provides data & EEO files the report 00490A HR Systems Analyst
September 41182 The Veterans' Readjustment Benefits Act (VETS 100) Required annual report on the number of veterans and disabled veterans that are ODU employees since the University is a federal contractor.  41 C.F.R. § 61-250.10 President's Office Human Resources provides data & Equity and Diversity files the report Assistant Vice President Office of Institutional Equity and Diversity/FA489
September As Needed  DHRM -EEO Compliance Assessment  The Department of Human Resources Management conducts and annual compliance review utilizing the EEO Assessment tool.  If it reveals indicators of disparatem impact with respect to race, gender, age or veteran's status in one or more areas ODU has to provide a justification or plan to eradicate the disparity.   E.O. Number Six  and the Commonwealth's Policy 2.05 President's Office Human Resources provides data & Equity and Diversity files the report Acting Vice President for Human Resources/FA307