The charge of the committee is to address what federally mandated reporting/disclosing is required from the Missouri State campus; when the deadlines are for reporting; where the information will be distributed to federal agencies/students/faculty/staff; who is responsible for reporting; and to ensure all reporting/disclosing has been properly completed.
Federally Mandated Reporting/Disclosing Committee
I. Federally Mandated Reporting Documents (Alphabetical Order)
- Animal Welfare Assurance – Office of Laboratory Animal Welfare (OLAW) (Sponsored Research)
Due: Varies (Next expiration date: December 31, 2011)
- Annual Report of Research Facility U.S. Department of Agriculture (Sponsored Research)
Due: November
- Annual Report on Possible Research Misconduct U.S. Department of Health and Human Services (Sponsored Research)
Due: February
- Annual Withholding Tax Return for U.S. Source Income of Foreign Persons (Form 1042) (Financial Services)
Due: April
- Centers for Medicare and Medicaid Services (CMS) Medicare Data Match (Human Resources)
Due: Varies
- Clery Federal Reporting Act-Annual Security Report (Safety and Transportation)
Due: Federal - October
Student - August
Student - January
- Constitution Day (Assistant to the President for Public Affairs)
Due: September
- Department of the Treasury Alcohol and Tobacco Tax and Trade Bureau - Wine Premises Operation, production operations, processing operations, storage operations (Agriculture - Mt. Grove Campus)
Due: Monthly
- Equity in Athletics Disclosure Act EADA of 1994 (NCAA GENDER EQUALITY SURVEY) (Athletics)
Due: October
- Exempt Organization Business Income Tax Return (Form 990T) (Financial Services)
Due: November
- Exemption From Withholding on Compensation for Independent (and Certain Dependent) Personal Services of a Non-Resident Alien Individual (Form 8233) (Financial Services)
Due: Periodic Submission
- Federal Audit (Financial Services)
Due: November
- Federal Pell Grant Program (Financial Aid)
Due: Every 30 days
- Federal-wide Assurance (FWA) on Human Subjects Protection (Sponsored Research)
Due: Every 3 years (Last submitted: May 2009)
- Fiscal Operation Report and Application to Participate (FISAP) (Financial Services)
Due: Original - October
Edit - December
- Foreign Person’s U.S. Source Income Subject to Withholding (Form 1042s) (Financial Services)
Due: March
- Higher Education Act of 1965 - Section 1209, 20 U.S. C. 1145d (Foreign Contracts) (Financial Aid)
Due: First - January
Second- July
- Institutional Biosafety Committee (IBC) Annual Report (Sponsored Research)
Due: March
- Institutional Review Board Registration (IRB) – US Department of Health & Human Services (Sponsored Research)
Due: Every 3 years (Last submitted: February 2009)
- Integrated Postsecondary Education Data System (IPEDS) Surveys (Institutional Research)
Due: Group 1 - October
Group 2 - January
Group 3 - April
- Internal Revenue Service Form 1098-E (Financial Services)
Due: IRS - February
Student - January
- Internal Revenue Service Form 1098-T (Financial Services)
Due: IRS - February
Student - January
- Internal Revenue Service Form 1099 Payments to Vendors (Financial Services)
Due: February
- Missouri Department of Public Safety Division of Alcohol and Tobacco Control - Distilleries and wineries, Wholesale Distributors (Agriculture - Mt. Grove Campus)
Due: Monthly
- Office of Laboratory Animal Welfare (OLAW) Annual Report (Sponsored Research)
Due: January
- Report of Foreign Bank and Financial Accounts (Financial Services)
Due: June
- Return of Organization Exempt From Income Tax – Form 990 (Financial Services)
Due: November
- Split-Interest Trust Information Return (Form 5227) (Financial Services)
Due: April
- Title 38, United States Code, Section 4212(d) and Veterans Employment Opportunities Act (VEOA), Public Law 105-339 (Office for Institutional Equity and Compliance)
Due: September
- Title II, Sections 207 and 208 of the Higher Education Act of 1998 (Institutional Research)
Due: April
- U.S. Information Return Trust - Accumulation of Charitable Amounts (Form 1041A) (Financial Services)
Due: April
- U.S. Department of Agriculture Animal Welfare Act Registration (Sponsored Research)
Due: Every 3 years (Last submitted: June 2009)
- U.S. Nuclear Regulatory Commission (NRC) Materials License (Sponsored Research)
Due: Every 10 years (Next expiration date: June 30, 2016)
- Wages and Tax Statement (W-2) (Financial Services)
Due: Employees - January
Social Security - February
II. Major Disclosure with No Federally Mandated Reporting
Reports below included in "Annual Notice"
- Drug Free Schools and Communities Act Annual Notice (Dean of Students)
Due: Fall Semester - August
Spring Semester - January
Summer Semester - June
- Family Educational Rights and Privacy Act (FERPA) (Student Affairs)
Due: Fall Semester - August
Spring Semester - January
Summer Semester - June
- Voter Registration (Dean of Students)
Due: Fall Semester - August
Spring Semester - January
Summer Semester - June
III. Disclosure with Required Federally Mandated Reporting
Required by:
- Health Insurance Portability and Accountability Act of 1996 (HIPAA)
- American Recovery and Reinvestment Act (ARRA) of 2009 that includes the Health Information Technology Economic and Clinical Health (HITECH) Act
No regular, periodic reporting is required. Reporting is required if there is a confirmed disclosure of unsecured Protected Health Information (PHI) as follows:
- If less than 500 individuals are affected per incident a log or other documentation of such breaches must be maintained and, not later than 60 days after the end of each calendar year, provide the notification for breaches occurring during the preceding calendar year to the Health and Human Services (HHS) Secretary.
- If more than 500 individuals are affected per incident, it is required to be reported to the Health and Human Services (HHS) Secretary without unreasonable delay in no case later than 50 calendar days after discovery of a breach.