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OLD DOMINION UNIVERSITY |
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Compliance Calendar - February |
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Due Date |
Compliance Activity |
Description |
Statute(s) |
VP Area |
Responsible Office |
| ?? |
Annual Fuel and Air Emissions Report |
Oil and natural gas throughputs for boilers |
ODU Air Permit (DEQ) |
Administration & Finance |
Environmental Health & Safety |
| 2/1 through 4/30 |
Occupational Safety and Health Act of 1970 (OSHA) |
Employers with 11 or more employees must post, from February 1 to April 30, a summary of the total number of job-related injuries and illnesses that occurred in the prior calendar year. Required to post the annual totals of the information contained on the right-hand portion of OSHA Form 300, "Log and Summary of Occupational Injuries and Illnesses. The form is to be displayed wherever notices to employees are usually posted. |
29 U.S.C. § 654; 29 CFR 1904.32 |
Administration & Finance |
Risk Management, Environmental Health & Safety, Human Resources |
| 2/15 |
Effective Period of Withholding Exemption Certificate |
A Form W-4 filed by an employee expires on February 15th of the year following the year in which the Form W-4 was given to employer. The employer must now begin withholding for any employee who previously claimed an exemption, but has not given the employemployer a new Form W-4 for the current year. If the employee does not give the employer a new Form W-4 (see December), withhold tax as if the employee is single, with zero withholding allowances. |
26 CFR § 31.3402(f)(4)-2 |
Administration & Finance |
Disbursements, Office of Finance |
| Mid-February |
Quarterly Accounts Receivable Report (2nd quarter ending in December) |
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 |
| 2/28 |
Tuition Payment Credit Reporting Requirements |
Form 1098-T must be filed with the IRS by February 28 (or March 31, if filed electronically) of the year following the calendar year during which payments were received. The proposed regulations requiring filing Forms 1098-T on magnetic media impose no additional reporting or record keeping and only prescribe the method of filing information returns that are already required to be filed. |
26 U.S.C. § 6050S; 26 CFR 1.6050S- 2T |
Administration & Finance |
Accounts Receivables, Office of Finance. Human Resources provides information to Payroll for computing taxable educational aid. |
| 2/28 |
Return of Information as to Payments to Employees |
Employers must file Form W-2 for wages paid to each employee from whom income, social security or Medicare taxes were withheld or income tax would have been withheld if the employee had claimed no more than one withholding allowance or had not claimed exemption from withholding on Form W-4. Anyone required to file Form W-2 must file Form W-3 to transmit Copy A of Forms W-2. The employer must file these forms with the IRS by Feb. 28, or March 31 if filed electronically. |
26 CFR § 1.6041-2 |
Administration & Finance |
Disbursements, Office of Finance |
| 2/28 |
Internal Revenue Code: Form 1099 Reporting |
By Feb 28 of the year succeeding the calendar year in which accumulated reportable payments of $600 or above were paid to all reportable payee types, the institution must furnish Form 1099 copies and Form 4804 Transmittal to the Internal Revenue Service. |
26 CFR §1.6041 |
Administration & Finance |
Disbursements, Office of Finance |
| 2/28 |
Virginia Department of Taxation: Form VA-6 |
By Feb 28, Employers are required to file with the Virginia Department of Taxation "Virginia Annual/Final Summary of VA Income Tax Withheld" |
Va Code §58.1-478 |
Administration & Finance |
Disbursements, Office of Finance |
| 2/28 |
Code of Virginia: Form W2 |
By Feb 28, Employers are required to file with the Virginia Department of Taxation, annual "Employer Summary of W2 Magnetic Media" |
Va Code §58.1-478 |
Administration & Finance |
Disbursements, Office of Finance |
| 2/28 |
Illinois Department of Revenue: Form IL-W-3 |
By Feb 28, Employers, with employees working in the state of Illinois, are required to file with the Illinois Department of Revenue Form IL-W-3 "Illinois Annual Withholding Income Tax Return". |
35 ILCS 5/703 and 5/704 |
Administration & Finance |
Disbursements, Office of Finance |
| 2/28 |
Conduct Fit Testing |
Fit Test Report - Report to Work Management |
Respiratory Protection |
Administration & Finance |
Environmental Health & Safety |
| 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 Jan 31, or Feb 10th if all tax deposits made timely, Employers are required to file with the Internal Revenue Service Form 941 "Employers Quarterly Tax Return." |
26 CFR §1.6011 |
Administration & Finance |
Disbursements, Office of Finance |
| Quarterly |
Fume Hood Evaluations - Alfriend, Bioelectrics |
Only report deficiencies to Work Management |
Chemical Hygiene |
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. |
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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 |
Institutional Advancement |
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 |
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Administration & Finance |
Budget Office |
| Monthly |
0206 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 |
| February (submitted at invitation of ORI) |
Office of Research Integrity (ORI) annual report |
Report includes confirmation of institutional information and reports of research misconduct, if any. |
42 C.F.R. 93 |
Research |
Office of Research |
