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OLD DOMINION UNIVERSITY |
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Compliance Calendar - March |
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Due Date |
Compliance Activity |
Description |
Statute(s) |
VP Area |
Responsible Office |
| ?? |
Hazard Communications Training |
One-time training for new employees |
VOSH Compliance |
Administration & Finance |
Environmental Health & Safety |
| ?? |
Radiation Safety Committee Meeting |
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NRC |
Administration & Finance |
Environmental Health & Safety |
| ?? |
Semi-annual Radioactive Materials Inventory |
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NRC |
Administration & Finance |
Environmental Health & Safety |
| ?? |
Radiation Safety Program External Audit |
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NRC |
Administration & Finance |
Environmental Health & Safety |
| ?? |
Radiation Lab Surveys |
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NRC |
Administration & Finance |
Environmental Health & Safety |
| 3/1 |
SARA Tier II Report |
SARA Title III |
40 CFR 370 |
Administration & Finance |
Environmental Health & Safety |
| 3/1 |
Emergency Planning and Community Right-to-Know Act (EPCRA) |
By March 1st of each year, the owner or operator of any facility which is required to prepare or have available a material safety data sheet for a hazardous chemical under OSHA shall prepare and submit an emergency and hazardous chemical inventory format the appropriate local emergency planning committee; the state emergency response commission; and the fire department with jurisdiction over the facility. |
42 U.S.C. §§ 11021 and 11022; 40 CFR §370.21 and 370.25 |
Administration & Finance |
Environmental Health & Safety |
| 3/15 |
Form 1042/1042-S Filing and Information Returns |
Form 1042-S is used to report all non-employee payments to non-resident aliens and payments to nonresident employees who claim exemptions from federal income taxes due to a tax treaty. (The taxable portion of payments to nonresident employees are reported on IRS Form W-2 in January.) The institution must file Form 1042, and copies of all Forms 1042-S with the IRS by March 15 of the calendar year following the year in which the income was paid. In addition, Form 1042-S must be sent to each recipient of an amount subject to reporting by March 15 of the calendar year following the year in which the income was paid. |
26 USCS § 871; 26 CFR 1.146-1 |
Administration & Finance |
Disbursements, Office of Finance |
| 3/15 Odd Years |
Higher Education Restructuring Act - Biennial Enrollment Projections |
Enrollment Projections by Level and Campus for three successive biennia. Headcount and FTES units. |
Section 23-38.88 of the Virginia Code. |
Academic Affairs |
Institutional Research & Assessment |
| 3/31 |
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 |
| 3/31 |
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 |
| 3/31 |
Conduct Fit Testing |
Fit Test Report - Report to Work Management |
Respiratory Protection |
Administration & Finance |
Environmental Health & Safety |
| 3/9 through 4/20 |
Program Participation Agreements and IPEDS |
As part of the program participation agreements signed in connection with financial aid, an institution must complete surveys conducted as a part of the Integrated Postsecondary Education Data System (IPEDS) or any other Federal postsecondary institution data collection effort, as designated by the Secretary, in a timely manner and to the satisfaction of the Secretary. Filing the required IPEDS forms also fulfills certain reporting requirements under Titles VI and VII and the ADA. |
20 U.S.C. § 1094(a)(17); 34 C.F.R. § 100.6; 29 C.F.R. §§ 1602.48-50 |
Administration & Finance |
General Accounting, Office of Finance |
| 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 |
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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Administration & Finance |
Data Control, Office of Finance |
| Quarterly |
Fume Hood Evaluations - KDH, MGB, Spong |
Only report deficiencies to Work Management |
Chemical Hygiene |
Administration & 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 |
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 |
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 |
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 |
