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OLD DOMINION UNIVERSITY |
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Compliance Calendar - May |
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Due Date |
Compliance Activity |
Description |
Statute(s) |
VP Area |
Responsible Office |
| 5/9 |
Tuition Charges and Fees Survey, Academic Year 2008-09 (SCHEV-T1/T2 ) |
The SCHEV T1/T2 Report provides a breakdown of tuition, fee, room, board and miscellaneous charges for all categories of students (in-state, out-state, undergraduate, graduate). The report is submitted to the State Council of Higher Education in May of each year. |
Section 23-9.6:1 (SCHEV Duty 9) |
Academic Affairs |
Institutional Research & Assessment |
| 5/15 |
Internal Revenue Code: Filing Form 990 |
Exempt organizations who do not fall under a statutory exception must file an annual return with the Internal Revenue Service. The return must be filed on or before the 15th day of the fifth calendar month following the close of the institution's fiscal year. As the fiscal year for the Education Foundation, Intercollegiate Foundation and the Real Estate Foundation end on December 31st, the return is due May 15th of each year. It is possible to request an extension to Aug 15th of each year. |
26 U.S.C § 6033 and 26 CFR § 1.6033-2 |
Development and Alumni Relations |
Development and Alumni Relations |
| Mid-May |
Quarterly Accounts Receivable Report (3rd quarter ending in March) |
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 |
| Mid-May |
NCAA Graduation Success Rate |
Reporting process for the graduation and academic success for Division I student-athletes. Initial contact is sent via US Mail to the President and Athletic Director. Information is then completed and submitted online to the NCAA. This report is part of the NCAA Academic Performance Program - and penalties/rewards are administered based upon report results. Includes reporting of Federal Graduation Rate statistics for student-athletes. |
NCAA Bylaw 23.01.3.3 |
Institutional Advancement |
Athletics |
| 5/31 |
Conduct Fit Testing |
Fit Test Report - Report to Work Management |
Respiratory Protection |
Administration & Finance |
Environmental Health & Safety |
| Annually |
Small Purchase Charge Card |
Review of Cardholder Usage |
CAPP Manual Topic 20355 |
Administration & Finance |
Materiel Management |
| Annually |
Small Purchase Charge Card |
Department of Accounts Cardholder Training |
CAPP Manual Topic 20355 |
Administration & Finance |
Materiel Management |
| Annually |
Small Purchase Charge Card |
Department of Accounts Cardholder Supervisor Training |
CAPP Manual Topic 20355 |
Administration & Finance |
Materiel Management |
| Annually |
Small Purchase Charge Card |
Department of Accounts SPCC Program Administrator Training |
CAPP Manual Topic 20355 |
Administration & Finance |
Materiel Management |
| 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 |
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 |
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 - Alfriend, Bioelectrics |
Only report deficiencies to Work Management |
Chemical Hygiene |
Administration & Finance |
Environmental Health & Safety |
| 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 calculate our Auxiliary interest earnings. |
Decentralization Memorandum of Understanding |
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 |
| 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 |
| 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 |
