|
OLD DOMINION UNIVERSITY |
|
Compliance Calendar - April |
| |
|
|
|
|
|
|
Due Date |
Compliance Activity |
Description |
Statute(s) |
VP Area |
Responsible Office |
| ?? |
Sealed Source Leak Tests |
|
NRC |
Administration & Finance |
Environmental Health & Safety |
| 4/1 |
Return to Work |
Implements the return to work provisions which provide for the return of faculty and staff to work after they have experienced an injury, illness, or other medical condition. The intent of the Executive Order is to ensure a safe and healthy workplace, reduce the incidence of work-related injuries, assure injured employees receive any benefits for which they are eligible and assist employees in returning to work. The Department of Human Resources reports on an annual basis the number of filled positions and how many of them have written physical demands, number of people after an illness or injury have returned to work on light duty and returned to work on full duty. We report the number of people who had light duty expire before they were released to return to full duty. Obstacles encountered with our return to work program and future goals for the program are identified. |
Executive Order 94 (05) |
Administration & Finance |
Human Resources |
| 4/1 |
SCHEV's "Eminent Scholars Request for State Matching Funds" report |
Identify and compile the annual salary expense of Eminent Scholars supported with spendable income from endowments qualifying for Eminent Scholar Matching Funds. The financial information is used to complete SCHEV's "Eminent Scholars Request for State Matching Funds" report which ultimately leads to the identification of the amount of matching funds awarded to the University each year. |
SCHEV Requirement |
Academic Affairs |
Provost Office |
| 4/1 |
Virginia Pesticide Control Act |
Ongoing requirement: 1) individual applying pesticide must be certified, 2) notify Office of Pesticide Services as to who is the designated commercial applicator and 3) Maintain records of pesticide sales and use as required by the regulations. |
Virginia Code §§ 3.1-249.27 and 3.1-249.46, Virginia Administrative Code 2 VAC 20-40-10 et seq. |
Administration & Finance |
Facilities Management |
| April 7, 2008 (but varies - sometimes as early as March 31) |
Title II - Report |
Data from institutions of higher education with approved teacher education programs will report annually to the state departments of education the performance of candidates on state assessments, standards for teacher certification and licensure, as well as data on the performance of candidates. |
Title II - Higher Education Act, Section 207 (PL 105-244) |
Academic Affairs |
Darden College of Education |
| 4/10 |
Child Studies UST Remediation Quarterly Report |
Data for January-March timeframe |
DEQ - UST CAP Implementation |
Administration & Finance |
Environmental Health & Safety |
| 4/11 |
Tuition & Fee Proposal |
Submitted annually to the Board of Visitors for approval at the quarterly meeting held in April |
|
Administration & Finance |
Budget Office |
| By 4/15 |
S-5 Part 1 |
Report defining the anticipated spending plan for state funds for the coming year. |
SCHEV Appropriations Reporting |
Institutional Advancement |
Student Financial Aid |
| 4/15 |
Annual Budget Operating Plan |
Virginia Department of Planning and Budget |
|
Administration & Finance |
Budget Office |
| 4/15 |
Capital Outlay Progress Reports |
Submitted to the Virginia Department of General Services/Bureau of Capital Outlay Management semi-annually. This allows BCOM to see a condensed update of all capital projects. For each project, the appropriation amount, amount obligated to date, the design and construction completed percentages, the estimated date of project completion, and construction contract amount are noted. |
Code of Virginia, Section 4-8.00 |
Administration & Finance |
Budget Office |
| 4/16 |
IPEDS - Finance |
Net assets, value of physical assets, revenue and expenditures report, scholarships and fellowships, value of endowment assets, debt and assets. |
The completion of the surveys is mandated by 20 U.S.C. 1094, Section 487(a)(17). The collection of racial/ethnic data in vocational programs is mandated by Section 421(a)(1) of the Carl D. Perkins Vocational Education Act. |
Admin & Finance |
Budget Office |
| 4/16 |
IPEDS - Financial Aid |
Collects student counts based on previous fall's enrollment (Number/Percentage of FTFs from in-district and in/out of state. Then based on that cohort collects stats on full-time first-time degree seeking ugs who received any finaid during that previous academic year. Breaks out by number receiving/percentage and average amount received by aid category (federal grants, state/local government grants, institutional grants, and loans. |
The completion of the surveys is mandated by 20 U.S.C. 1094, Section 487(a)(17). The collection of racial/ethnic data in vocational programs is mandated by Section 421(a)(1) of the Carl D. Perkins Vocational Education Act. |
Academic Affairs |
Institutional Research & Assessment |
| 4/16 |
IPEDS - Graduation Rates |
Degree complention rates of entering native students six years after entry. |
The completion of the surveys is mandated by 20 U.S.C. 1094, Section 487(a)(17). The collection of racial/ethnic data in vocational programs is mandated by Section 421(a)(1) of the Carl D. Perkins Vocational Education Act. |
Academic Affairs |
Institutional Research & Assessment |
| 4/18 |
Graduation Rate Survey 2007 Cohort (for IPEDS) (SCHEV-GRS ) |
This reports the graduation status of an entering full-time freshman cohort six years prior. This is a unit record collection. |
Section 23-9.6:1 (SCHEV Duty 9) |
Academic Affairs |
Institutional Research & Assessment |
| 4/20 |
DMBE SWAM Report |
Identify quarterly payments to DMBE certified small, woman and minority owned businesses in comparison to total discretionary payments. Calculate percentages to paid SWAM vendors by category. |
Executive Order 33 - Enhancing Opportunities for Small, Woman and Minority Owned Businesses |
Administration & Finance |
Materiel Management |
| 4/30 |
Conduct Fit Testing |
Fit Test Report - Report to Work Management |
Respiratory Protection |
Administration & Finance |
Environmental Health & Safety |
| April - August |
Capital Six Year Plans |
Virginia Department of Planning and Budget |
|
Administration & Finance |
Budget Office |
| April - May |
Maintenance Reserve Plan New Projects Submission |
Virginia Department of Planning and Budget |
|
Administration & Finance |
Budget Office |
| April - May |
Tuition & Fee Report |
SCHEV |
|
Administration & Finance |
Budget Office |
| Weekly |
DMBE Minority Effort Report |
Prepared for President Runte for submission to the Governor's Office. Report highlights weekly 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 |
Materiel Management |
| Quarterly |
Internal Revenue Code: Form 941 - Federal |
By Apr 30, or May 10th if all tax deposits made timely, Employers are required to file with the Internal Revenue Service Form 941 "Employers Quarterly Tax Return" for the prior quarter. |
26 CFR §1.6011 |
Administration & Finance |
Disbursements, Office of Finance |
| Quarterly |
Virginia Employment Commission - Quarterly Reporting |
By Apr 30, file Form VEC FC-20 for the prior quarter reportable wages for all reportable employees covered under the Virginia Unemployment Compensation Act. |
VA Code §60.2-512 |
Administration & Finance |
Disbursements, Office of Finance |
| Quarterly |
Virginia Department of Taxation: Form VA-16 - State |
By Apr 30, Employers are required to file with the Virginia Department of Taxation "Employers Quarterly Reconciliation/Return of Virginia Income Tax Withheld" for the prior quarter. |
VA Code §58.1-472 |
Administration & Finance |
Disbursements, Office of Finance |
| Quarterly |
Illinois Department of Revenue: Form IL-941 - State |
By Apr 30, Employers, with employees working in the state of Illinois, are required to file with the Illinois Department of Revenue Form IL-941 "Illinois Quarterly Income Tax Return and Payment" for the prior quarter. |
35 ILCS 5/704 |
Administration & Finance |
Disbursements, Office of Finance |
| Quarterly |
Fume Hood Evaluations - OCNPS, PERI, WQL |
Only report deficiencies to Work Management |
Chemical Hygiene |
Administration & Finance |
Environmental Health & Safety |
| Quarterly |
Data Collection - Boiler Throughputs (Natural Gas and Fueld Oil) & Pathological Incinerator Amounts |
Data for January-March timeframe |
ODU Air Permit |
Administration & Finance |
Environmental Health & Safety |
| Quarterly |
Financial Reports to Auditor of Public Accounts |
Transmit FTMFSYR, Fiscal Calendar, and FTMCTRL, System Ledger Control Report, to Auditor of Public Accounts, Department of Accounts at end of each quarter (sent by the end of the following month). Data is used by Department of Accounts for the Commonwealth Data Point website (ref SB934 memorandum. |
|
Administration & Finance |
Data Control, Office of Finance |
| 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 |
Administration & Finance |
Student Financial Aid |
| 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 |
Disbursements, Office of Finance |
| Monthly |
Prompt Pay Reporting |
By the 10th working day of the month, report to Department of Accounts for the prior months payments, # late payments, total # payments with dues dates, $ amount of late payments and $ amount of total payments with due dates for inclusion in the Statewide Report on Financial Management and Compliance |
VA Code §2.2-4347 - §2.2-4356 & §2.2-5004 |
Administration & Finance |
Disbursements, Office of Finance |
| Monthly |
Capital Bond Drawdown Submissions - 0811, 0817 |
Virginia Department of Treasury |
|
Administration & Finance |
Budget Office |
| Monthly |
0306 Daily Cash Balance Analysis |
Transmit Banner 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. |
Decentralization Memorandum of Understanding |
Administration & Finance |
Data Control, Office of Finance |
| 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 |
| 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 |
| 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 |
Materiel Management |
| Monthly |
Small Purchase Charge Card |
Monthly New Cardholder Agency Training |
CAPP Manual Topic 20355 |
Administration & Finance |
Materiel Management |
| 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 |
Disbursements, Office of Finance |
