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OLD DOMINION UNIVERSITY |
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Compliance Calendar - September |
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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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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 |
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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 |
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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 |
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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 |
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Administration & Finance |
Budget Office |
Associate Budget Officer, FA723 |
| September |
Annually |
Capital Financial Records, CO Forms, Reports |
State Auditors |
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Administration & Finance |
Budget Office |
Capital Accountant (Financial Services Specialist II), 00815 |
| September |
Bitmap
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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 |
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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 |
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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 |
