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OLD DOMINION UNIVERSITY |
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Compliance Calendar - June |
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Due Date |
Compliance Activity |
Description |
Statute(s) |
VP Area |
Responsible Office |
| ?? |
University Operating Plan & Budget |
Submitted annually to the Board of Visitors for approval at the quarterly meeting held in June |
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Adminsitration & Finance |
Budget Office |
| ?? |
Radiation Safety Committee Meeting |
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NRC |
Adminsitration & Finance |
Environmental Health & Safety |
| ?? |
Radiation Lab Surveys |
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NRC |
Adminsitration & Finance |
Environmental Health & Safety |
| 6/1 |
Capital Reappropriation Reports |
Virginia Department of Planning and Budget |
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Adminsitration & Finance |
Budget Office |
| 6/1 |
NCAA Special Assistance Fund (SAF) & Special Opportunity Fund (SAOF) |
Report due to Conference Office (CAA) detailing expenses provided to student-athletes under the Special Assistance and Special Opportunity Fund |
NCAA Bylaw 4.01.2.2.2 |
Institutional Advancement |
Athletics |
| 6/15 |
Year-end Close Procedures and Compliance Actions |
Virginia Department of Planning and Budget |
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Adminsitration & Finance |
Budget Office |
| 6/15 |
Equipment Trust Fund Reimbursement Submissions |
SCHEV & Treasury |
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Adminsitration & Finance |
Budget Office |
| 6/30 |
S-5 Part 2 |
Additional information pertaining to anticipated spending plan for state funds for the coming year |
SCHEV Appropriations Reporting |
Institutional Advancement |
Student Financial Aid |
| 6/30 |
Hazardous Materials Transportation Act of 1994 |
Each person who transports or causes to be transported hazardous material shall file annually a complete and accurate registration statement on DOT Form F 5800.2 not later than June 30 for each registration year. Each registration year begins on July 1 and ends on June 20. |
49 USCS § 5108; 49 CFR § 107.608 |
Adminsitration & Finance |
Environmental Health & Safety (Stephanie checking) |
| 6/30 |
Conduct Fit Testing |
Fit Test Report - Report to Work Management |
Respiratory Protection |
Adminsitration & Finance |
Environmental Health & Safety |
| 6/30 |
Teacher Education and Licensure II: Close of Spring Collection (SCHEV-VITAL ) |
By the date specified by SCHEV (normally around June - July), submit to SCHEV beginning cohort of students enrolled in Teacher Education and Licenture Program in the previous spring, and continuing cohort of students who were reported as beginning students in previous VITAL sessions who were not exited before, and exiting cohort of students who exit before spring semester. |
Section 23-9.6:1 (SCHEV Duty 9) |
Academic Affairs |
College of Education |
| June |
NCAA Revenue Distribution Reports |
Grant-in-Aid summary, sport sponsorship, Special Assistance Pell Grant Form, Academic Enhancement report of uses, Copyright Royalty Tribunal |
NCAA Bylaw 4.0.1.2.2.2 & NCAA Bylaw 20.9.4 |
Institutional Advancement |
Athletics |
| June |
NCAA Coaches Certification Exam |
Yearly certification for all countable coaching staff members. Certificaiton allows coaching staff members to recruit off campus. Education and review in May. Test taking dates in June. Annual certification runs through July 31st. |
NCAA Bylaw 11.5.1 and NCAA Bylaw 11.5.1.1 |
Institutional Advancement |
Athletics |
| 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 |
Adminsitration & Finance |
Materiel Management |
| 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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Adminsitration & Finance |
Data Control, Office of Finance |
| Quarterly |
Fume Hood Evaluations - KDH, MGB, Spong |
Only report deficiencies to Work Management |
Chemical Hygiene |
Adminsitration & Finance |
Environmental Health & Safety |
| Quarterly |
Reporting IT Security Audit Results to VITA |
At least once each quarter, each Agency Head or designee shall submit to the CISO a report containing the following information: A record of all IT Security Audits conducted by or on behalf of the Agency during that quarter, including all findings, whether the Agency concurs or does not concur with each, and the status of outstanding corrective actions for all IT Security Audits conducted by or on behalf of the Agency previously.
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SEC502 section 2.5.4 |
Administration & Finance |
Report prepared by Internal Audit Office Signed and submitted by VP, Administration & 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 |
Adminsitration & 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 |
Adminsitration & Finance |
Disbursements, Office of Finance |
| Monthly |
Capital Bond Drawdown Submissions - 0811, 0817 |
Virginia Department of Treasury |
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Adminsitration & 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 |
Adminsitration & 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 |
Adminsitration & 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 |
Adminsitration & 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 |
Adminsitration & Finance |
Materiel Management |
| Monthly |
Small Purchase Charge Card |
Monthly New Cardholder Agency Training |
CAPP Manual Topic 20355 |
Adminsitration & 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) |
Adminsitration & Finance |
Disbursements, Office of Finance |
