2023 HR Compliance Calendar [Free Download]
A human resources (HR) compliance calendar ensures that your HR department stays on top of important events, such as tax deadlines, Affordable Care Act (ACA) compliance, quarterly performance reviews, and healthcare deadlines. Our HR compliance calendar can be easily integrated into your Google Calendar or downloaded as a PDF or Excel file, so you won’t miss any important HR events.
晶澳nuary
晶澳nuary 31 – DistributeW-2 Formsto Employees.A W-2 form is used to provide important tax information to your employees—including gross pay, federal taxes withheld, state taxes withheld, Medicare taxes withheld, Social Security withholdings, and retirement contributions.
You must provide all employees with a copy of their W-2 form before Jan. 31. Provide copies of W-2 forms, along with aW-3 Formto the IRS by Jan. 31. If you need help completing this, head over to our guide onhow to fill out a W-2 form.
You may also want to check ourW-2 vs 1099comparison to be sure you are sending the correct form.
晶澳nuary 31 – Quarterly IRSForm 941Due.Form 941 is used to report your employer quarterlypayroll taxesto the IRS. We have a step-by-step article onhow to fill out Form 941if you require assistance.
晶澳nuary 31 – IRSForm 940Due (if quarterly FUTA taxes were not paid when due).Form 940 is used to report your annual Federal Unemployment Tax Act (FUTA) tax. Along with state unemployment tax, FUTA tax funds are used to pay unemployment compensation to workers who have lost their jobs. For assistance with filling out this form, visit ourFUTA Taxes and Form 940article.
晶澳nuary 31 – Distribute1095-B&1095-CForms to employees.
晶澳nuary 31 – DistributeForm 1099-NEC.A 1099-NEC form is used to report independent contractor pay information (total amount paid, if $600 or more). You must provide all contract employees with a copy of their 1099-NEC by Jan. 31. The NEC (non-employee compensation) form replaces the former 1099-MISC for reporting independent contractor pay.
Electronic filing of Forms 1099. Under Section 2102 of the Taxpayer First Act, the IRS is developing an internet portal that will allow taxpayers to electronically file Forms 1099 after Dec. 31, 2022. Learn more at Filing Information Returns Electronically (FIRE).
February
February 1 – OSHAForm 300A– Paper Filing Deadline.The Occupational Safety and Health Administration (OSHA) Form 300A is used for employers to record all reportable injuries and illnesses that occur in the workplace. The e-file deadline is in March.
February 10 –IRSForm 940Due (if quarterly FUTA taxes were paid when due).
February 28 –Forms 1094-C and 1095-C– Paper Filing Deadline.These forms are used for ACA compliance for applicable large employers (ALE) to report health insurance information. The 1094 form acts as a cover sheet and the 1095 form should be submitted to the IRS. Feb. 28 is the paper filing deadline to ensure your forms are received by the IRS in time. The e-file deadline is in March.
February 28 –Forms 1094-B and 1095-B– Paper Filing Deadline.这些形式用于ACA self-i合规nsured employers (those that do not qualify as an ALE) to report health insurance information. The 1094 form acts as a cover sheet, and the 1095 form should be submitted to the IRS. Feb. 28 is the paper filing deadline to ensure your forms are received by the IRS in time. The e-file deadline is in March.
February 28 –Form 8809– Paper Filing Deadline.Employers should submit this form to file for an extension to provide certain tax forms, such as W-2 or 1094-C. Submit this form by Feb. 28 for the IRS to receive your request in time. The e-file deadline is in March.
March
March 1 – Multiple Employer Welfare Arrangement (MEWA)M-1 FormDue.This form is used to report health and other benefits to employees of two or more employers. Report information regarding a multiple employer welfare arrangement and any entity claiming exception (ECE).
March 2 – ProvideCMS Creditable Coverage Disclosure.A group health plan’s prescription drug coverage is considered creditable if its value equals or exceeds the value of standard Medicare Part D prescription drug coverage. Employers who meet this requirement must provide a disclosure notice to any qualifying employee.
March 2 – OSHAForm 300A– E-file Deadline.
March 15 – S-Corp (Form 1120-S) and partnership (Form 1065) tax returns due.These forms are used to report income, profits, losses, dividends, and deductions of shareholders (S-Corp) and business partnerships.
March 15 –Form 8809– E-file Deadline.
March 30 – Conduct Quarterly Performance Reviews.Conducting regular performance reviews of your employees can lead to increased productivity and profitability. Use ourEmployee Evaluation Formsto keep track of each employee’s performance and review.
March 31 – Deadline to E-FileForms 1094-C and 1095-C.
March 31 – Deadline to E-FileForms 1094-B and 1095-B.
March 31 –EEO-1 Report.This report is required of all 1) private sector employers with 100+ employees, and 2) federal contractors with 50+ employees meeting certain criteria to submit demographic workforce data, including race/ethnicity, sex, and job category data in compliance with Equal Employment Opportunity (EEO).
March 31 – End of Quarter 1.
April
April 18 – Tax Day(Filing deadline for personal tax returns & C Corporations).
April 18 – IRSForm 8928Due. Employers should use this form to self-report COBRA administration compliance failures.
April 28 – Summary Plan Description Due.Employers must provide documentation to all employees in retirement plans or health benefit plans covered by theEmployee Retirement Income Security Act of 1974(ERISA).
May
May 1 – Quarterly IRSForm 941andForm 720Due.
May 15 – Nonprofit Tax Returns Due –Form 990.
June
June 30 – Conduct Quarterly Performance Reviews.
June 30 – End of Quarter 2.
July
July 14 – Midyear Compliance Check.Use this time to ensure you have allHR compliance paperworkprepared and submitted on time for the first half of the year and to begin preparation on the forms and paperwork required for the second half of the year.
July 31 –PCORI PaymentDeadline.The ACA has imposed a fee on issuers of specified health insurance policies and plan sponsors of applicable self-insured health plans to help fund the Patient-Centered Outcomes Research Institute (PCORI). These payments will be due by any company with 50 or morefull-time equivalent(FTE) employees.
July 31 – Quarterly IRSForm 941andForm 720Due.
July 31 – IRSForm 5500Due.The 5500 form is used to report information about your401(k) plan’sfinancial condition, investments, and operation to ensure compliance with government regulations. Details and the form are typically provided by your 401(k) provider. For help in filling this in, read ourIRS Form 5500guide.
July 31 – IRSForm 5558Request for Extension Due.Request for an extension for additional time to file employee plan returns (such as the Form 5500).
August
No key compliance due in the month of August.
September
September 15 – Begin Annual Healthcare Coverage Review.If yourhealthcare coverageplan is set for a Jan.1 renewal date, begin the process of reviewing your current coverage and speak with your healthcare provider to plan for the next year. If your annual plan falls under a different month, set your calendar reminder for three months prior.
September 28 – PTO Balance Check for Employees.Remind your employees to check theirpaid time off(PTO) balances before Quarter 4 begins and to submit requests for the remainder of the year in a timely manner.
September 29 – Summary Annual Report (SAR) Due.Summarizes for employees information that appears in an ERISA plan’s Form 5500. Admins must furnish SARs within nine months after the end of the plan year.
September 29 – Conduct Quarterly Performance Reviews.
September 29 – End of Quarter 3.
October
October 3 –QSEHRA NoticeDeadline.Distribute a notice for Qualified Small Employer Health Reimbursement Arrangement (QSEHRA), a health cost reimbursement plan that can be offered by small business employers. This is for plans that begin on Jan. 1, 2024.
October 13 –Medicare Part D– Notify Eligible Employees.
October 31 – Quarterly IRSForm 941andForm 720Due.
November
November 1 – FSA Reminders.Send employees a reminder to submit any Flexible Spending Account (FSA) receipts and supporting documentation for reimbursement before year-end.
December
December 15 – Conduct Annual Compliance Audit.The last month of the year is a perfect time to conduct an audit of your company’s compliance.
December 20 – Review Company Policies.The end of the calendar year is an excellent time to review your current policies in place and update youremployee handbook.
December 20 – Schedule employee safety training for January 2024.
December 29 – Workplace Poster Requirements.Every year, you should replace the requiredworkplace posterswith updated posters. These include FLSA compliance, OSHA compliance, FMLA compliance, EEO, USERRA, and any others required by your specific state or type of business.
December 29 – Distribute Company Calendar.This is the time to update your company holiday PTO calendar for the next year and note any internal highlights (such as birthdays and performance reviews). Distribute your updated calendar to all employees before the end of the year.
December 29 – Conduct Annual Performance Reviews.
December 29 – End of Quarter 4.
Bottom Line
Missing important deadlines can have monetary consequences. To avoid these mishaps, you should prepare compliance paperwork and forms in advance. Download our 2023 HR Compliance Calendar to stay on track throughout the year.